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 Upload Vendor Bills
Upload Vendor Bills1 allows you to upload vendor bills to QuickBooks Desktop using a mobile app. As a result, Bill entry becomes significantly easier and faster because QuickBooks users can capture an image of the vendor bill wherever they are and upload it.
QuickBooks will parse the relevant information (Vendor Name, Date, Amount) from the uploaded Bill, auto categorize, and match the Bill to an existing Purchase Order or Vendor Bill (if available). The user can review and approve the uploaded bill information and auto-categorized matches before the uploaded information impacts the register. Uploaded images of the bills will be attached to the appropriate transaction.
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 Upload Vendor Bills Works when Using a Mobile Device
- You must first install the QuickBooks Desktop Mobile App. Whether you use an Android or iOS mobile device, you must download the app from the Google Play Store or the Apple App Store. If you have a previous version of the QuickBooks Desktop Expenses app, you will have the option to update the app. Next, download and install the app on your device.
- Open the QuickBooks Desktop Mobile App (this sequence is based on the Android app).
- Click on Bill under Snap and upload section
- Log in using your Intuit credentials
- Select your Company file and tap on Continue
- Take the image of the Vendor Bill you want to upload to your QuickBooks company file by tapping the camera icon.
- Grant permission for the QuickBooks Desktop app to take pictures
- You can crop or rotate the image taken.
- Post that click with 'Use this photo'.
- Enter the Name of the Bill and the memo details to be sent to the QuickBooks Desktop company file.
- Click 'Upload'.
- QuickBooks uploads the Bill to your chosen Company file advises the process was successful.
- Click 'OK' to finish or 'Upload new bill' to begin another bill upload.
How QuickBooks Matches Uploaded Bills to Existing Transactions
- With a QuickBooks Company file open, select Vendors from the menu bar, now choose Upload and Review Bills.
- All the Bills you upload will appear on the 'For Review' tab of the Uploaded Bills window. In addition, QuickBooks will identify any existing Purchase Order or Vendor Bill matching the uploaded Vendor Bill. (Note: You can filter the Bills uploaded based on: Bill due date, Vendor, and Amount.)
- QuickBooks will determine if an existing Vendor Bill matches the Vendor name, Amount, and Date for the uploaded Vendor Bill and display the information for confirmation.
- You can review the matching bill for all of the relevant details (as shown in the graphic below).
- If you select the matched Vendor Bill, you can directly attach the image to the chosen Bill.
- QuickBooks will also check if there is a possible matching Purchase Order in the system, either Open or Partially Received, for the selected Vendor. Finally, the list of all the Purchase Orders will be displayed for you to choose either one or multiple POs and create a Bill.
- You can either select a Bill or a PO, but not both.
To learn more about this feature:
Please be sure to tune in for our September QB Talks webinar scheduled for 2 pm Eastern on October 6, 2021, when Laura Madeira joins me to bring you a special version of her "What's New in QuickBooks Desktop for 2022". Laura develops the new years' QuickBooks Desktop training content and exam materials for Intuit, so nobody is more knowledgeable about the new features in this year's products. You can Register Here for the Webinar.
In addition, read Laura's Intuit Firm of the Future article on QuickBooks Desktop 2022.
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.
Footnotes & Disclosures:
1- At the time QuickBooks Desktop 2022 is released, this feature may be called 'Upload Bills'.