Intuit recently announced the release of QuickBooks 2022 Desktop. The Author has been evaluating various pre-release versions of these products for almost a year and has spent hours communicating with Intuit personnel, including product managers and developers, so we can help you learn about the new products. This article is one in a series of individual product features intended to provide additional content to that found in our QuickBooks Desktop 2022 Product Summary.
About Customize & Email Bill Payment Stubs
This two-fold feature for 2022 lets you customize your Bill Payment stubs so that they look as professional as your other forms. From a technical standpoint, customizing your Bill Payment stubs isn't much different than customizing any other template form (Invoices, Purchase Orders, etc.) in QuickBooks. However, the new functionality lets you email your Bill Payment stubs directly to the Vendor from within QuickBooks without printing, scanning, and attaching them to an email.
I really had never used Bill Payment stubs in my own practice, but it wasn't too long ago that I was made aware that many businesses send these stubs to their vendors to make sure that payments are correctly applied to open transactions. The ability to customize these stubs to provide more information will make a significant difference to many QuickBooks users. I think this one new feature is going to make a lot of users very happy.
This new functionality will be available to all QuickBooks Desktop 2022 users, including Pro Plus, Premier Plus, QuickBooks Desktop Accountant, and all QuickBooks Desktop Enterprise Solutions (v22.0) versions in the United States.
How to Customize Bill Payment Stubs
The process for customizing Bill Payment Stubs is identical to customization of QuickBooks forms like Invoices, Purchase Orders, and other templates. For example, to customize Bill Payments stubs:
- From the QuickBooks Desktop Lists menu, select Templates (as shown in the composite graphic below).
- Select the Intuit Standard Bill Payment Template and then click Copy to create a copy of this template.
- Rename your copied template from the Preview section of the window by editing the name of the template in Template Name
- Select the newly created template and click OK to proceed to further customization
- Now you will be at the Basic Customization window.
- Go to the Logo & Fonts section, select Use Logo and click on Select Logo. Choose any logo you want to be included on your Bill Payment template.
- Choose the Select Color Scheme drop-down to apply color, and click on Apply Color Scheme to apply the desired color theme to your payment stub template.
- Select any fields for which you want to change the font, choose Change Font For and click Change Font to change the font of the data fields on your template.
- From the Company & Transaction Information section, select all fields you want to be included on your Bill Payment stub.
- View the changes applied to your template from the Preview section of the Basic Customization window.
- Once you are satisfied with your changes, select OK to apply these customizations to your Bill Payment stub template.
Note: You may optionally access this feature from a displayed vendor Bill Payment by selecting Manage Templates on the formatting ribbon.
Emailing Custom Bill Payment Stubs
- From the QuickBooks Desktop Home Page, select Vendor > Vendor Center.
- Select a Vendor with an existing bill payment; double-click on the transaction (Bill Pmt-Credit Card/Bill Pmt-Check) to open it.
- Click on the Main tab at the top of the Vendor Payment screen.
- Email the bill payment stub to your Vendor using the customized template changes by clicking on the Email icon and then Bill payment Stubs (as shown at the top of the next page).
- The Send Forms window will open with the Vendor Bill details and payment stub(s) attached to the email (as shown below).
- Click the Send Now button to Email the Bill Payment Stub(s) directly to your Vendor.
Note: You may print customized Bill Payment Stubs from the Payment Summary window, or from the menu bar by selecting File, then Print Forms and then Bill Payment Stubs.
To learn more about this feature:
If you are reading this (due to our publication date) then you either already attended, or you missed, Insightful Accountant's special September QB Talks held on October 6, 2021 when Laura Madeira presented a special version of her "What's New in QuickBooks Desktop for 2022". You could of course read Laura's Intuit Firm of the Future article on QuickBooks Desktop 2022 or you could attend one of two webinars that Laura will be presenting on behalf of Intuit. You can register for those Intuit webinars at the Firm of the Future article website here.
Editor's Acknowledgements
A general acknowledgment to Intuit for many of the graphic images used in this feature, some were used as provided from Intuit resources, Insightful Accountant adapted others to magnify or emphasize a specific QuickBooks feature. In addition, Laura Madeira provided some images, and the Author prepared additional graphic images used in this feature from pre-release copies of QuickBooks 2022. Title art adapted courtesy of Intuit.