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The Bill Tracker in QuickBooks Desktop Pro- Instructions

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The Bill Tracker in QuickBooks Desktop Pro- Instructions: A picture of a user performing an action on an item in the Bill Tracker in QuickBooks Desktop Pro.

The Bill Tracker in QuickBooks Desktop Pro: Overview

            The Bill Tracker in QuickBooks Desktop Pro makes it easier to create and process payables and purchase orders. However, the Bill Tracker in QuickBooks Desktop Pro is not available when multicurrency is enabled within a company file. To open the Bill Tracker in QuickBooks Desktop Pro, select “Vendors| Bill Tracker” from the Menu Bar.

            In the Bill Tracker window that opens, all your purchase orders and paid and unpaid bills for the last 30 days appear. These items appear in a list in this window. You can click the colored bars at the top of the window to filter the list. This lets you show only the “Unbilled,” “Unpaid,” or “Paid” list items. You can also use the “Vendor,” “Type,” “Status,” “Date,” and “Group By” drop-downs in the toolbar above the list to filter the list items that are shown or to group them by vendor. To display all the items again after filtering the list, click the “Clear / Show All” button at the right end of the toolbar at the top of the list.

            Selecting the “Vendor” choice from the “Group By” drop-down shows the list transactions grouped into collapsible and expandable sections by vendor. You can click the arrows to the left of each vendor name to expand or collapse the vendor’s group of transactions. Selecting the “None” choice from the “Group By” drop-down removes the grouping by vendor, if needed.

            You can perform actions on the items in the list in the Bill Tracker in QuickBooks Desktop Pro. To perform actions on individual items, click the line item on which to perform an action. You can click the button in the “Action” column for the selected line item to perform the most “immediate” action for it.

The Bill Tracker in QuickBooks Desktop Pro- Instructions: A picture of a user performing an action on an item in the Bill Tracker in QuickBooks Desktop Pro.

The Bill Tracker in QuickBooks Desktop Pro- Instructions: A picture of a user performing an action on an item in the Bill Tracker in QuickBooks Desktop Pro.

            To choose another action to perform, instead, click the drop-down to the right of that button. Then select the desired action from the drop-down menu of choices shown. The choices available varies, depending on the type of item selected.

            You can also perform an action on a batch of selected items of the same item type in the Bill Tracker in QuickBooks Desktop Pro. For example, you could batch print selected purchase orders or pay a batch of selected bills. To do this, filter the list, as desired. Then check the checkbox to the left of the list items on which to perform the batch action. If needed, clicking the checkbox at the top of the column of checkboxes selects all the displayed items.

            After selecting the items, click the “Batch Actions” drop-down button in the lower-left corner of the Bill Tracker window. Then select the action to perform from the pop-up menu shown. For batch printing, select “Purchase Orders” under the “Print Selected” command in the pop-up menu. To batch pay selected bills, select the “Pay Bills” command, instead. To mark selected purchase orders as closed, select the “Close Purchase Orders” command in the pop-up menu.

            You can edit a list item transaction in the Bill Tracker in QuickBooks Desktop Pro by double-clicking the line item. Doing this opens the transaction for editing in a new window. Alternatively, select the line item in the list. Then click the “Manage Transactions” button towards the lower-left corner of the window. Then select the “Edit Highlighted Row” command from the pop-up menu.

            To create a new purchase order or payables-related transaction in the Bill Tracker in QuickBooks Desktop Pro, click the “Manage Transactions” button in the lower-left corner of the window. Then select the new transaction to create from the pop-up menu that appears.

The Bill Tracker in QuickBooks Desktop Pro: Instructions

  1. To open the Bill Tracker in QuickBooks Desktop Pro, select “Vendors| Bill Tracker” from the Menu Bar.
  2. In the Bill Tracker window that opens, all your purchase orders and paid and unpaid bills for the last 30 days appear in a list.
  3. To filter the list in the Bill Tracker in QuickBooks Desktop Pro to show only the “Unbilled,” “Unpaid,” or “Paid” list items, click the colored bars at the top of the window.
  4. To filter the list items shown in the Bill Tracker in QuickBooks Desktop Pro or to group the items by vendor, use the “Vendor,” “Type,” “Status,” “Date,” and “Group By” drop-downs in the toolbar above the list.
  5. If you want to display all of the items again after filtering the list, click the “Clear / Show All” button at the right end of the toolbar at the top of the list.
  6. To see the list transactions grouped into collapsible and expandable sections by vendor, select the “Vendor” choice from the “Group By” drop-down.
  7. To expand or collapse a group of vendor transactions, click the arrows to the left of the vendor names shown.
  8. If you want to remove the grouping by vendor, if needed, select the “None” choice from the “Group By” drop-down.
  9. To perform actions on individual items, click the line item on which to perform an action.
  10. To perform the most “immediate” action for the selected line item, click the button in the “Action” column for the line item.
  11. If you want to choose another action to perform, instead, click the drop-down to the right of that button.
  12. Then select the action to perform from the drop-down menu of choices that appears. The available choices vary, based on the type of item selected.
  13. To perform an action on a batch of selected items of the same item type, filter the list, as desired.
  14. Then check the checkbox to the left of the list items on which to perform the batch action.
  15. To select all the displayed items, if needed, click the checkbox at the top of the column of checkboxes.
  16. After selecting the items, click the “Batch Actions” drop-down button in the lower-left corner of the Bill Tracker window.
  17. Then select the action to perform from the pop-up menu that appears.
  18. To perform batch printing, select “Purchase Orders” under the “Print Selected” command in the pop-up menu.
  19. To batch pay selected bills, select the “Pay Bills” command, instead.
  20. If you want to mark selected purchase orders as closed, select the “Close Purchase Orders” command in the pop-up menu.
  21. To edit a transaction in the item list, double-click the line item to edit it in a new window.
  22. Alternatively, select the line item in the list.
  23. Then click the “Manage Transactions” button towards the lower-left corner of the window.
  24. Then select the “Edit Highlighted Row” command in the pop-up menu that appears.
  25. To create a new purchase order or payables-related transaction, click the “Manage Transactions” button towards the lower-left corner of the window.
  26. Then select the type of new transaction to create from the pop-up menu that appears.

The Bill Tracker in QuickBooks Desktop Pro: Video Lesson

            The following video lesson, titled “The Bill Tracker,” shows how to use the Bill Tracker in QuickBooks Desktop Pro. This video lesson on how to use the Bill Tracker in QuickBooks Desktop Pro is from our complete QuickBooks tutorial, titled “Mastering QuickBooks Desktop Pro Made Easy v.2020.”

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