How to record Cash Expenses or Petty Cash transactions in QuickBooks
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- čas přidán 6. 08. 2024
- Are you ready to learn how to record Cash Expense or Petty Cash Transactions?
Let’s go over a few different options to enter “Cash Expenses” into QuickBooks. 😊
In this video, learn the proper way on how to record Cash Expenses or Petty Cash transactions in QuickBooks.
Steps to Record Cash Expense/Petty Cash Transactions:
➡️ Create a Petty Cash Bank Account
Go up to “Lists”
“Chart of Accounts”
Create Petty Cash account
Inside the Petty Cash account, enter your expense
“Date”
“Number”
“Account”
“Payment”
➡️ Owner of the company took their own personal cash and paid for something…
Go up to “Company”
“Make General Journal Entries…”
Pick “Date”
“Account”
“Debit” amount
“Owner Contribution”
“Credit” amount
Click “Save & Close”
Reimbursement Check
Go to “Write Checks”
“Pay to Order of”
“$” amount
Under “Expenses” Tab
“Account”
“Amount”
Click “Save & Close”
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Timestamps:
0:00 - Intro
0:12 - Chart of Accounts (Setup Petty Cash)
1:29 - The owner took their own personal cash and pay for something (Journal Entry)
1:53 - Sample Petty Cash Excel Spreadsheet
2:59 - Reimbursement check
3:50 - Final Thoughts
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Thanks so much for the training videos. It was really an eye opener for me.
Thank you for making this simple to understand. It's a sanity saver int he middle of the night.
Yay! Glad it helped you Olivia!
Elaine - Team Candus
Yes
Very informative. I have been using QuickBooks since 1999, but sometimes I need a refresher on things I have not done before. Especially, when we start a new company. Thank you.
Hi Judy,
Thanks for your comment.
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Incredibly helpful! Thank you!
Yay! Glad it helped you Edward.
If you like the way she teaches you can join her Getting Started with QuickBooks workshop, here is the link to save your seat: canduskampfer.com/getting-started/
Elaine - Team Candus
Thank you ! Short and sweet. And right to the point! I do want to ask if owner does want to get reimbursed and you entered in check so you print out a check / write out a check for that amount? And give to them separate or add to there paycheck end of week/ month?
Thanks for all your help with these videos! I have a question. I own a music venue that recently started getting bigger shows where we have ticket sales that get dumped into our bank account and we pay the performers out of our "Cash on Hand/Safe" account. How do I account for the cash expense paid to the bands correctly?? Thanks again!!
Candus Thank you so Much for this! Cant tell you how much this is appreciated =)
Candus Kampfer your so welcomed, your such a blessing
Nancy Chapman iii
Thank you for the information!
Awesome! Glad it worked for you!
Elaine
Team Candus
Thanks for the video!
Awesome! Glad it worked for you!
Elaine
Team Candus
Fantastic!!
Thank you!!!
Yay! Glad it helped you Eniko 😊
Have an amazing day!
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Thanks, did you create a spreadsheet to import into quickbooks or ro add as an attachment
This is very helpful. One question... when doing a general ledger entry there is an option to the right to select the vendor. Do you recommend this to help with tracking? Also want to know if it should be recorded on the debit line or the credit line...only asking because my original bookkeeper entered the vendor on the owner contribution line and I'm think it should be on the expense or debit line. Thanks for your help!!
Hey can not edit/add bank account when currency is set to USD which is different to local currency. Any idea?
Wonderful video. It helps a lot. Thank you
Awesome! Glad it worked for you Maria 😊
Have an amazing day!
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Ok send your vodio
If i have a company credit card listed, how can i apply a payment, when it came from an owner contribution? Meaning the credit card payment was made with a personal check not charted in QB.
God bless you thanks
Awesome! Glad it worked for you!
Elaine
Team Candus
How do you do a split in the checking register in quickbooks
Very clearful lecture
Glad to help you Mohamed
Have an amazing day,
Ednalyn ~ Team Candus
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I'm curious....is there a way that I can quickly define my Downloaded Transactions? I'm having to input every single transaction over the past 2 years...I was hoping there was a way to speed up this process when I have so many transactions that are similar...such as "QT withdrawal" which is ALWAYS used for fuel... Any tips?
How to make payment to Bill already received from Vendors using petty Cash, using through chart of account not showing bill paid
Candus..Please help.
We have a construction company. We have used a lot of personal cash so I created a personal cash account for expenses.
I have a customer who paid cash which we have been spending....I took customer payment as cash to personal cash account...is that correct?
Thank u for the information! I just bought it for my small business. How do I add petty cash?
Arya,
Thank you for reaching out to us!
Due to the large volume of comments and emails, we receive daily, Candus isn’t able to respond to all of them any longer. We will add your question to our future tip requests. Please join the weekly tips and tricks to be notified when your question is answered. canduskampfer.com/tips
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Team Candus
Thank you Candus for this very helpful video, it has helped me very much. I am new to quickbooks, switching from Peachtree which I have used since the DOS days. I have a question on this video, when I put this payment in I wanted to write myself a check just as you showed. The problem is these checks don't show up in Bill Tracker. I do see them when I pull up reports (Bank Detail) Now when I wrote the check I added myself (Quick Add) and chose "Other" instead of Vendor. I s this the problem? Do I need to make myself a Vendor? (Confusing as I am not a vendor so that was my reasoning for selecting "Other" Thanks again.
Hi Bob,
Yes, you need to move it to a vendor here's a how-to for you: czcams.com/video/3O2m6ROpX7Y/video.html
Have a great weekend!
Candus
Hi thanks a lot for your effort i appreciate that.... how i can manage retail business if you can help please...
Hello love your videos my question is my boss purchase a pallet with cash for merchandise i do i post payment for items received but once i convert it to a bill it does not have option for cash payment only for check or credit card
Hi Rafalia,
Thank you for reaching out to us!
Due to the large volume of comments and emails, we receive daily, Candus isn’t able to respond to all of them any longer. We will add your question to our future tip requests. Please join the weekly tips and tricks to be notified when your question is answered. canduskampfer.com/tips
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Elaine - Team Candus
Hello, thank you for the tutorials. How do we enter the Owner Contribution Account in the Chart of Accounts. Thank You..
Hi Paul,
Thank you for watching our videos!
Here is a video that may be helpful to you: canduskampfer.com/owners-equity-in-quickbooks-desktop/
If you haven't already joined our weekly QB Tips & Tricks emails and want to receive them, click here to join: canduskampfer.com/weeklytips/ and we'll send you our tips straight to your inbox.
If you're looking for more QuickBooks confidence and training, I recommend attending her workshop.
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McKenzie
Team Candus
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Thank you for this informative video. I want to record owner's personal debit card usage for business purpose. In this case, should I still follow the same 2:38 (Make General Journal Entry)? Additionally, does the Owner Contribution account is the same as Owner's current account or I should create Owner Contribution separately?
@MKKA Yes, you can use a JE. It up to you and the owner how they want to track their "Equity".
Hi, I appreciate your effort in enlighten us with your videos, however you need to slow down as that is the essence of your teaching with demonstration.
Thank you
Candace - just recently subscribed. Why? I tend to lose concentration with the slower speakers. I really like your speaking pace. I am a CPA (Management Consultant) that is setting up a manufacturing co in QB Enterprise and sometimes need a refresher course on some aspects of Enterprise. Your website is great!
Nice presentation.Let me know ,how to edit a bill already paid through cheque
Hi,
Thank you for watching our video.
If you're interested in more in-depth training on this topic, I recommend checking out our Confidence with QuickBooks program. To learn more you can attend our Customizing QuickBooks workshop. Save your seat here: CandusKampfer.com/workshop
Have a great day,
Samantha, Team Candus
Hi. Thanks for the upload, its an educative tutorial.
I need your help please if you dont mind.
Am a new user of quick books.
When Am recording transactions/expenses in the General journal and trying to add VAT paid on these expenses I get a message.."You have assigned a VAT item to a net amount, but you have not assigned VAT to a VAT amount......." Yet when I try to assign a VAT item on a particular expense (e.g Fuel) it remains inactive.
Please guide me how to do it correctly or refer me to any video with a remedy.
Thank You
UK Premier Edidtion 2018
Hi, I have entered in expenses under write cheques in the petty cash account. I was not supposed to do this and now need to change it to a credit card charge. Can you help me to do this
Jen,
Thank you for reaching out to us!
Due to the large volume of comments and emails, we receive daily, Candus isn’t able to respond to all of them any longer.
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Elaine
Team Candus
Hi..can you please tell me where we need to enter expenses with input VAT...
QuickBooks desktop pro
Hey Candus! Once again, great tutorial for beginners such as myself!
I was wondering, is there a way to start over from scratch with Quickbooks 2017 program? I feel like I put the right things in some of the wrong places! haha
Zachery,
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Due to the large volume of comments and emails, we receive daily, Candus isn’t able to respond to all of them any longer. We will add your question to our future tip requests. Please join the weekly tips and tricks to be notified when your question is answered. canduskampfer.com/tips
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Elaine
Team Candus
Yes, you can create a new company file. Inside QB go to File, New Company.
Candus
Hello pls tell some thing about char of account
opening balances
Waheed Hussain,
Thank you for reaching out to us!
Due to the large volume of comments and emails, we receive daily, Candus isn’t able to respond to all of them any longer. We will add your question to our future tip requests. Please join the weekly tips and tricks to be notified when your question is answered. canduskampfer.com/tips
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Elaine
Team Candus
Thank you Candus. I have one problem I hope someone can help. These tutorials show expenses to vendors like Publix, Office Depot, Exxon and so forth, but I am in a different position...My company is comic books and I have individual people walking in my store to sell me their personal and rare memorabilia. How can I record each individual purchase from the person? Do I make them a vendor? I do sell these items but not instantly. It takes a while. Please help. And yes, I use the Petty Cash for all these personal purchases.
Hi Desiree,
Thanks for your question, I've added it to our list. Once a month, Candus picks the top 10 questions and answers them Live on her FB page.
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Thank you for being part of Candus' community!
Elaine - Team Candus
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How do you have quickbooks calculate 75% of a receipt example Gas, we pay for personally.
Can We use quickbooks to calculate a % of each receipt.
You can split it between accounts/ expenses. I don’t know of a way to have it automate the calculation.
Hi Candice, my boss used the company credit card and reimbursed this expense with cash. How do you record that petty cash reimbursement? I also adding finds to the petty cash account. Thank you 🙏
Hi Judith,
Thanks for reaching out.
If you're referring to the owner charged a personal expense and then gave cash to cover it, make sure to use owners draws or shareholder to track it.
If you’d like to learn more about how to optimize QuickBooks for your business, I recommend checking out our Confidence with QuickBooks program. You can join here: ConfidencewithQuickBooks.com
Have a great day,
Samantha, Team Candus
@@CandusKampfer thank you so much. Do I post the deposit to cash and then do a je for the offset of shipping cost?
My boss takes cash from the till to buy cost of sales items. I've been entering the receipts as expenses because we need to know what the total of our cost of sales is, but I don't know what else to do.
The cash from the till is deposited into an bank account, and in the expenses I am marking the cash as coming from that bank account, as the money 'should' have ended up there, but I know there must be more I should be doing.
That's what I do. But how do I balance that against the difference between the till takings and the banking? I know how to do it logically, but can't work out how to do it in Quickbooks.
How can import plots data with costumers names total price of plot and opening balance of customers from excel into quickbook
Hi,
Thank you for reaching out to us!
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Elaine
Team Candus
Hi ! I have a bill whose payment is made via petty cash. How to record this in QB? Plz advise. Thanks.
If you used enter bills. Use pay bills and pick the petty cash bank account.
How do I record a cash withdrawal from the owner account and monies were paid to a vendor that is a 1099 and it needs to reflect that the vendor received funds for services and the register reflects the money coming out once?
Tamie,
Thank you for reaching out to us!
Due to the large volume of comments and emails, we receive daily, Candus isn’t able to respond to all of them any longer. We will add your question to our future tip requests. Please join the weekly tips and tricks to be notified when your question is answered. canduskampfer.com/tips
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Elaine
Team Candus
When I go to use the Bank Register to input the expenses I paid for with petty cash, QuickBooks gives me a popup saying "You cannot use registers to enter transactions with sales tax". Since I am recording transactions with sales tax, is the Bank Register the right way to be doing this? Should I use the Write Cheque form instead?
Thank you for your response Candus. I think I get the idea with sales tax. I selected that I charge sales tax in the company preferences when I set things up. When, I invoice my clients for my services QB credits the sales tax liability account. When I use the Write Check or Enter Bills form (if using A/P) QB then debits the sales tax liability account to account for my input tax credits (used tax as you say). This seems to be doing the trick for me, but I really liked how quick and easily you entered the expenses using the Bank Register. My concern is if I switch over to using the Bank Register to input expenses, that I will lose the automatic sales tax handling QB does for each expense as I use QB to file my sales tax returns. With all that out of the way, my question is: if I do want to use the Bank Register to input expenses, is there another (perhaps better) way I could be tracking my sales tax collected / used?
Please, how can I record purchase a vehicle for cash in QuickBooks desktop? Thank you
Hi Moe,
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I will add your question to our list. Candus uses the questions that are submitted to create new QuickBooks tips each month. Please join the weekly tips and tricks to be notified when your question is answered. canduskampfer.com/tips.
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I was taught to do them as an owners draw. Is that ok? It’s just me and my husband’s business. Sometimes he uses the wrong card on Amazon or in a store. I don’t want the money back but want it to show as an expense. Is this an acceptable way or do I need to change my way of entering it? Thanks for your information. I like the way you teach!
Hi Joni,
Thanks for reaching out.
If you're using your personal funds to pay for business expenses that's owner's contribution.
If you’d like to learn more about how to optimize QuickBooks for your business, I recommend checking out our Confidence with QuickBooks program. To learn more you can attend our Customizing QuickBooks workshop. Save your seat here:
CandusKampfer.com/workshop
Have a great day,
Samantha, Team Candus
How I add accountant tab in menu bar of quickbooks please?
Hi Muhammad,
I added your question to our list. Candus uses questions that are submitted to create new QuickBooks tips each month. Please join the weekly tips and tricks to be notified when your question is answered. *canduskampfer.com/tips*
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can u tell me how to create Purchases Tax in quicbook
What kind of account would the Owner Contribution account be set up as? An Income account?
Candus Kampfer
I need more on the journal entries
Hi Pearline,
Thank you for watching our video.
If you're interested in more in-depth training that covers journal entries, I recommend checking out our Confidence with QuickBooks program. To learn more you can attend our Customizing QuickBooks workshop. Save your seat here: CandusKampfer.com/workshop
Have a great day,
Samantha, Team Candus
Hi, I'm working in Abu Dhabi based company. One of our supplier is also a customer. I just want to know how can I record payment received after adjusting the payable amount?
Hi Subair,
Thank you for reaching out to us.
I just added your question to our list. Candus uses the questions that are submitted to create new QuickBooks tips each month. Please join the weekly tips and tricks to be notified when your question is answered. canduskampfer.com/tips.
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My new job has Accounts Receivables and Accounts Payable sitting in his account from 10 years ago. Could I just possibly delete these old Accounts Payable and Accounts Receivable? Also, his Quickbooks is not linked to the bank accounts. Please advise.
Thank you so much for your youtube videos and more power!!
Hi Angel,
If they are no longer in use, you can make those accounts inactive.
Kindra ~ Team Candus
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@@CandusKampfer Thank you so much for your reply. I love watching your videos and more power to you!!
Hi
Please advise how to do date change to post the old vouchers
Regards
Hi Pradeep,
Thank you for watching our videos!
I will add your suggestion to the list Candus uses to create new QuickBooks tips each month.
If you haven't already joined our weekly QB Tips & Tricks emails and want to receive them, click here to join: canduskampfer.com/weeklytips/ and we'll send you our tips straight to your inbox.
If you're looking for more QuickBooks confidence and training, I recommend attending her workshop.
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Team Candus
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@@CandusKampfer Thanks
finally got Desktop 2024 setup in multi-user mode. One problem remaining........one of our workstations randomly disconnects from the network. Any help please?
Hi Karen,
This issue could be caused by a few different factors, such as network stability, firewall settings, or even the performance of the computer hosting the database manager.
Here are a couple of things you might want to check:
- Ensure that all computers, including the server, have stable network connections and are not experiencing intermittent drops.
- Verify that your firewall and antivirus settings are correctly configured to allow QuickBooks and its database manager full access.
- Make sure that the computer hosting the database manager has sufficient resources and is not being overburdened by other tasks.
If these steps don't resolve the issue, it might be worth reaching out to QuickBooks support for a more detailed investigation.
I found an article from Intuit that might give you some answers: quickbooks.intuit.com/learn-support/en-us/install/multi-user-mode-issues/00/628220
If you’d like to learn more about how to optimize QuickBooks for your business, I recommend
checking out our Confidence with QuickBooks program. To learn more you can attend our Customizing QuickBooks workshop. Save your seat here:
CandusKampfer.com/workshop
Have a great day,
Samantha, Team Candus
Question: my petty cash register is doing a deposit for every withdrawal from the petty cash account. How do I stop that? The deposit is the exact same amount of the withdrawal
Hi Misha,
Thank you for reaching out to us.
I just added your question to our list. Candus uses the questions that are submitted to create new QuickBooks tips each month. Please join the weekly tips and tricks to be notified when your question is answered. canduskampfer.com/tips.
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Elaine
Team Candus
What about cash paid out to customers, what is the best way to record that?
Hi,
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Candus I just started working for an electrical company. My boss wants a Profit & Loss for each customer job. I know how to get the Profit & Loss report for each company. My questions are: 1. The screen shows all the jobs. Is there a way to individually print a P & L for each job? 2. How to post income, materials & supplies, & expenses for each customer jobs? I am working in QuickBooks 2017 not too sure of edition...
Thank you but how to post properly for EACH customer jobs? We have several? I am working in QuickBooks Desktop Pro 2017...
If I want to register a expenses with taxes. How I can do it in Quickbooks 2016. Because, I have to register expenses from a store for example, If I buy a dress in 50.00 plus taxes 10.00 I pay in total 60.00. So I want to register this expenses 50.00 plus 10.00 total 60.00 Like this I can see I much I pay in taxes in my expenses. But in any turorial say this option in Quickbooks.
Woaw, Seems I've been doing it all wrong :-( My Quickbook is not connected to a bank account, I only use it for tracking purposes for my design company and all along I have been entering bills (office rents, utitlies and materials) and paying for them only with checks... I've been doing it for a year now. How can I fix this will I have to go through and change everything to petty cash?
P.s. I even made a few deposits from the business account to my personal as a owner income. I'm a straight up newbie please help, I don't want my accountant to get a fit.
Okay ^_^ Thanks Candus! I'll check out the link.
your voice is so beautiful
how to record in standard company for AP?
Swaz Music,
Thank you for reaching out to us!
Due to the large volume of comments and emails, we receive daily, Candus isn’t able to respond to all of them any longer. We will add your question to our future tip requests. Please join the weekly tips and tricks to be notified when your question is answered. canduskampfer.com/tips
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Elaine
Team Candus
I am coming from using a spreadsheet. You know the paper kind where you have to use a pencil and manually print in the amounts. On my way to Quick books. I don't have a large business. Just me and the wife. This seems more troublesome than my old way. I withdraw most of the money from my business account and move it to my personal account to pay all my bills. I am NOT incorporated. I am a registered business. It comes down to whatever I can't write off as business expense becomes our income.QB looks like it is for a more digital run business. Someone that uses a credit card for all their business purchases. I use cash. Fuel is bought with cash, repairs paid for with cash and so on. how can I use QB to best organize and report my business activity?
Hi The Plow Guys,
Thanks for your question, I've added it to our list. Once a month, Candus picks the top 10 questions and answers them Live on her FB page.
If you haven't subscribed to Candus's Tips & Tricks yet, here is the link to join: canduskampfer.com/tips we'll send a reminder for her next Live top 10 answers.
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I sell soaps at a farmers market and when the owner comes around to collect his weekly fee, I pay him cash from the money I've received from customers throughout the day. How do I track that expense in QuickBooks. Thanks for your help!
I enter a sales receipt for cash received and one for credit card charges for each day
how do you create an Owners Contributions in quickbooks?
Thank you for watching the video!
Due to the large volume of questions and emails we receive daily, Candus isn’t able to respond to all of them any longer. If you are just starting out with QuickBooks or feeling overwhelmed and need help, register to join her next workshop here: canduskampfer.com/getting-started/
Have an amazing day!
Elaine
Team Candus
how do you record a transaction to a vendor when your using money orders? I made the deposit and kept say 200 cash and got a money order to pay on an accounts payable just not sure how to record it
Thank you for watching the video!
Due to the large volume of questions and emails we receive daily, Candus isn’t able to respond to all of them any longer. If you are just starting out with QuickBooks or feeling overwhelmed and need help, register to join her next workshop here: canduskampfer.com/getting-started/
Have an amazing day!
Elaine
Team Candus
Guess what Penni, Candus picked your question to answer on a new series called Q’s with Candus. If you still need support you can watch the answer here czcams.com/video/xnWsiDb-4Ds/video.html
Have a great day!
Elaine Team Candus
what if its a small company and owner puts funds in and wants to be reimbursed in the future.
The videos are educattive but some of them the speakers need to speak a little bit slower to enable the learner understand the concepts.
How do I enter an employee cashing their check from petty cash?
Hi Teresa,
Thank you for watching our videos 😊
I will add your question to the list Candus uses to create new QuickBooks tips each month. If you haven't already joined our weekly QB Tips & Tricks, click here to join and we'll send you our tips straight to your inbox: canduskampfer.com/weeklytips
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How to clear old vendor credit amount from quickbooks?
Hi Soraya,
Thanks for your question, I've added it to our list. Once a month, Candus picks the top 10 questions and answers them Live on her FB page.
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Elaine - Team Candus
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i recorded all my petty cash expenses in PETTY CASH and reconciled to ZERO balance,,,,, but when i went into my NORMAL CASH EXPENSES certain amounts has been duplicated in CASH EXPENSES that should have been PETTY CASH now my PETTY CASH balance is all wrong....How do i correct this...I hope my question makes sense...PLEASE HELP i am new to QB
Hi Nurie,
I'll make sure your question is added to Candus' list of future Tips & Tricks ideas.
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Have an amazing day🙂
Elaine
Team Candus
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How do you enter expenses that has already been paid.
Thank you. What the client want to do is enter expenses that have already been paid and wanting to enter the transaction in quickbook. They are just starting to use this program so they will need to enter months past expenses and income. Thank you
Enter them where and once I enter them will it be on the profit and loss statement?
Hello, yes I am an it is the 2017 pro. Thank you so much for your help
How do I get to the second Mini course? It is only sending me one
Dear
Too fast even going back on the video but helpful
Great subject and thorough but you speak way too fast and you click things way too quickly so unless someone is very familiar with QuickBooks we have to constantly rewind and look at it again
Thank you for watching the video!
We will note your feedback.
Have an amazing day!
Elaine
Team Candus
Madam you didn't explain exactly when purchase something in cash where that transaction will enter in Quickbooks. When you can see my comments, after you can prepare video for that question thanks a lot.
Hi,
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@@CandusKampfer Ok dear Madam! I am waiting for next lecture when you uploaded thanks for your coperation.
you're showing what you entered already, rather than taking us through the process of entry. passive.
Thank you for your feedback.
Speaking volume so low, you can barely hear her. It is hard to learn when you cannot hear the instructor.
Please speak slow and perform functions slow as well
I have to agree. I have no idea what your first words on the video are. Also when you clicked into the journal entry, I had to rewind that four times and then advance it second by second to see where you had gone. It doesn't help that we use Quickbooks Online which looks really different.
It's fine.
You spoke too fast.
Thank you for watching the video! We will note your feedback.
Have an amazing day :)
Elaine
Team Candus