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Vendors & Accounts Payable

QuickBooks Vendors, Subcontractors, and Accounts Payable tips & techniques.

Tips for Effectively Using QuickBooks Purchase Orders

Using Purchase Orders in QuickBooks can help you to ensure that your Subcontractors or Material Suppliers do not charge you more than what they originally quoted you for a price and the Open Purchase Order by Job Report can help you to see how much in committed costs there are left on your jobs. Both very valuable pieces of information.

Having said that, you do have to use the QuickBooks Purchase Order function correctly and there are several pitfalls that can happen, that you will want to avoid.

This post provides you with tips for effectively using QuickBooks Purchase Orders as well as entering Bills against those Purchase Orders.

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QuickBooks at Year-End: Getting Ready for 1099’s

The end of the year is fast approaching and we are all getting geared up to issued 1099's to Vendors and W-2's to employees. Making sure that we issue 1099's to the appropriate Vendors is a task that we all need to pay attention to. This article talks about several reports that you can create in QuickBooks that will help you to make sure that your 1099 information is up to date by performing a self-audit of your records.
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QuickBooks Year-End Tip – Tracking 1099 & W-9 Information

With the end of the year quickly coming – I thought it might be a good time to discuss how you can track Vendor/Subcontractor 1099 information in QuickBooks. While actually issuing 1099’s is only a once a year event – if you plan and prepare all year long you’ll be in good shape. Thankfully QuickBooks provides with the tools and ability to track 1099 payments to subcontractors as well as the ability to generate these forms at year end - but if you don't know about (or use) these tools; well you are in for a tough time.
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Recording & Tracking Employee Personal Tool Purchases

Quite often, especially in the construction industry, an employee will purchase tools for their own personal use; either using a company credit card or through a tool vendor account.  While most employers don't mind an occasional purchase such as this, it's important for you (as the bookkeeper) to track this information and make sure that the employee actually pays the company back for these purchases.  This blog post will provide you with instructions on how to track this in QuickBooks and provide tips for handling this situation if you use an outside payroll service.
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Employees and Company Credit Cards – What’s the Charge?

It's a common practice among business owners to provide their employees with company credit cards. In some cases it really makes sense - but caution should be used if this is a common practice in your business.

It is vital to for a business owner to review credit card statements and other bills for personal charges and collect the money from the staff member as soon as possible. If the employee cannot pay the monies back by cash or check right away, a receivable should be created for the employee until the charges can be deducted from their paycheck.

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Entering Bills or Checks in QuickBooks – Items vs. Expenses

Your business spends money on a wide variety of things - employee payroll, payroll taxes, office supplies (such as paper and envelopes), utility bills, things that you purchase to resell to others, and goods or services from others are just a few examples. In essence every penny that your business spends is an expense to your business - but how you record the purchase in QuickBooks does make a difference. When entering bills, checks, or even credit card purchases in QuickBooks you have the choice to use an Items or Expenses tab - choosing the Items vs. Expenses tab will depend on what the money being spent was for.
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About Your Host:

Nancy Smyth, Certified QuickBooks ProAdvisor

Nancy Smyth, Sunburst Software Solutions, Inc.
QuickBooks Construction & Payroll Expert


I've been using and supporting QuickBooks products since the early 1990's. I've worked with thousands of contractors, assisting them with QuickBooks setup, Certified Payroll Reporting requirements, AIA Billing and Weighted-Average Overtime.


QuickBooks is a powerful product, but learning how to use it in your construction business can be difficult. I hope you find resources available here to be helpful.

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