Accounts Payable Basics: Keep a Clean Vendor list in QuickBooks


Do you find your vendor list growing with unnecessary vendors? Luckily, there’s a short cut to keep your vendor list free of multiple gas, restaurant, and airport expenses. Every time you go to a gas station, you don’t want “Chevron”, “Texaco”, “Shell”, and other gas stations listed differently every time you get gas. Similarly, who eats at the same restaurant every day? You wouldn’t want every different restaurant listed as a separate entry in the vendor list.

A quick fix for this is to go to your QuickBooks vendor list, and every time you enter a new vendor, enter it as “Restaurant” or “Gas Station” instead of the name of the gas station or restaurant. If you want to keep track of where you went, you can add the specific names of these places in the memo notes. Create generic vendors for places you normally visit to avoid having a bogged down vendor list!


View other Accounts Payable Basics videos here. Do you have any tricks to keep your vendor list clean?


About Marjorie Adams

Our head QuickBooks trainer and guru, Marjorie Adams, is Founder and CEO of Fourlane, Inc., an award-winning consulting firm and Intuit’s #1 QuickBooks Reseller Partner. Fourlane’s team of experts offers several QuickBooks oriented services including consulting, training, programming, integration, and more. Over the years, Fourlane has helped over 10,000 customers across many different industries with their QuickBooks accounting software. Marjorie Adams is considered one of the top QuickBooks trainers in the country. She was listed on CPA Practice Advisor’s 40 Under 40 in 2014 & 2015, and has been recognized as Intuitive Accountant’s 2015 QuickBooks Desktop ProAdvisor of the Year. Marjorie sits on Intuit’s VIP Program, is a frequent contributor to Inuit Accountants News Central, and has developed Intuit’s QuickBooks Enterprise Certification training. She has also been published in The Wall Street Journal, Forbes, BusinessWeek, American Express Open, the Huffington Post, and Inc. Magazine.

Back to list

2 thoughts on “Accounts Payable Basics: Keep a Clean Vendor list in QuickBooks

  1. I have a question regarding inputting debit card purchases. When I make a purchase for product for a customer, an online order or something like that, am I still supposed to enter it first into “enter bills” and then pay it? I am finding that transactions are not showing up in my register and I am wondering if it is because I have put a customer job name on it as it is entered and somehow it is going somewhere else. It could also be an issue with my computer because for some reason there being multiple copies of QB saved in my computer and for some reason I may not actually be accessing the correct file where the debit card purchases were already entered. This is very frustrating as I find myself entering the same data multiple times.
    What do I do?

  2. Roger says:

    My CPA tells me that I need to scramble to request W-9 forms for all my vendors. So I’m struggling to discern who is /isn’t regarded as a “vendor”.

    Would the following be vendors: domain name registration service, business database subscription service, cell phone service provider, and liability insurance provider?

Leave a Reply

Your email address will not be published. Required fields are marked *