Importing Invoices to Quickbooks
When we receive bills to our email inbox, we must first verify the bill is approved to be paid, then schedule the payment.
The first thing we need to look at is if this is a bill reminder or a new bill. If this is a bill reminder, scroll down for how to handle that.
If the bill is not a subrental, such as a bill for repair or accounting, it must be approved in the purchasing slack channel before it’s to be input.
Importing New Bills from Email
- Save the file to your downloads folder
- Press Command + Shift + Q
This will bring up the Quickbooks Macros
- Click Import Invoice
This will ask you to select the file and then run you through a series of steps. You will be taken to rentalworks to make sure this order has a corresponding PO. You'll make sure the PO matches the invoice submitted, if it does you will put the invoice number in the reference number field. If there is an astrisk, that should go last after the invoice number. Do not delete the astriesk.
From there follow the on screen prompts.
If you have issues with the macro, this is what it is doing.
- Get the invoice number and the total amount from the invoice as well as the due date.
- Open Quickbooks
- Press Command + B for new Bill.
- Enter the Vendor
- Enter in the category and the amount.
- Attach the invoice to this bill in the attachments section
- Click Save and Close
This bill will be scheduled for payment by Ryan at a later date.
Bill Reminders
When we find bill reminders in our inbox, we have to make sure that their bill was input properly and that it will be paid soon.
- Click Expenses > Vendors
- Search for the vendor you received the bill reminder for.
- Look for the amount of the bill reminder and look that there is a corresponding Bill Payment that is setup for that invoice.
- Once you've confirmed the bill will be paid.