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Resource: Quickbooks Bills

This article covers the Bills Resource in detail. If you haven’t yet learned about Resources in general and how to get the most out of them, we suggest you check out our Resources support article first.

What is a Bill?

Bills in Quickbooks is an Accounts Payable transaction that represents a request-for-payment from a third party for goods and services rendered, received, or both.

Amalgam allows you to create, update, or delete any data connected with a Bill in Quickbooks, including all of the required fields you see in the “Create Bill” screen in the Quickbooks web interface. Amalgam also allows you to view and modify additional fields that aren’t typically visible in the Quickbooks website.

Filters for Downloading Bills

When you want to download a group of bills to your worksheet, you can use the filters section (on the left side of the Resource template) to select only the purchase orders you wish to download. These filters are cumulative (so if you make multiple selections, you will get results that fit all filters).

  • Vendor: select only Bills from a specific vendor to download
  • Created After / Created Before: find Bills created before or after the specified date
  • Due After / Due Before: find Bills due before or after the specified date
  • AP Account: find Bills from which AP account the bill was credited
  • Balance Greater Than / Less Than: find Bills where the balance is greater than or less than specified value

Bill Data Structure

Bills consist of one bill with multiple Bill Lines. Some Bill data applies to the whole Bill, other data applies only to a specific line. For example, each line may have its own billing account and dollar amount, but all lines will share the same due date and vendor name. You can see how this nested data looks on the template in the video above.

In the Bills Resource, only the most commonly used fields are visible by default. You will see hidden columns, indicated by a “+” button at the top of the sheet. By unhiding those columns, you can access several less-common fields.

Note that some of these fields may have formulas in them. These are often used to fetch IDs for Quickbooks data, stuff that is required by the Quickbooks app, but which isn’t important to a user. We caution against changing this data unless you know what you’re doing!

Reference Fields

There will be several fields in each Bill that refer to other Quickbooks data. For example, each Bill is assigned to a Vendor, and that Vendor must exist in Quickbooks. Amalgam makes these references easy for you by providing you with a dropdown list containing all of your options.

If you ever wish to refresh these lists, there is a refresh button on your sidebar that will sync your options with the latest data in Quickbooks. This can be used in conjunction with other Amalgam templates to make edits in Quickbooks without ever leaving Excel or Google Sheets.

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