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smorgan01
February 16, 2024
Question

Purchase orders

  • February 16, 2024
  • 1 reply
  • 5 views

I am working on a R&D project and created a PO for the vendor.  I have to track how the project is going through a PO.  The line items are not for individual items purchased.  (Ex. Beta Units - Built and tested for $20,000).  As the project progresses I will be invoiced for say $4532.50 of this $20,000.  When I create a bill for this and try to apply it to the open PO it then shows the item for $20,000 is all received.  How can I just apply this amount and keep this line item open?

1 reply

K
KimberlySModerator
Moderator
February 16, 2024

I appreciate you posting here in the Community, smorgan01.

 

Let me share information about receiving a partial purchase order in QuickBooks Desktop.

 

Receiving your item from the purchase order helps update the inventory, which closes the original entry. To receive a partial purchase order, ensure to change the quantity on the bill or receipt instead of the amount. This can avoid closing the purchase order to receive the remaining items accordingly. Let me guide you on how.

 

  1. Proceed to the Vendors menu.
  2. Choose Enter Bills and select a vendor.
  3. Select Yes once Open POS Exist pop-ups or click on Select PO.
  4. Choose the existing purchase order, then OK.
  5. Under the QTY column, change the quantity depending on the number of items you received.
  6. Click on Save & Close.

 

If you're not using a bill, review this article for guidance: Receive inventory. Similarly, update the number of received items from the QTY column.

 

However, the purchase order will automatically close if receiving partial inventory is only affecting 1 quantity (1 item). With this, you can only specify the partial payment when recording the Bill payment. Here's how:

 

  1. Click on the Vendors menu, then Pay Bills.
  2. Checkmark the bill you want to pay.
  3. Enter or edit the amount manually.
  4. Select on Pay Selected bills, then Done.

 

Moreover, to help you track the money you owe from your vendors, consider scanning this material: Accounts Payable workflows in QuickBooks Desktop.

 

Feel free to click the Reply button for additional questions about receiving a partial purchase order or other related concerns in QuickBooks Desktop. We're always here to lend a hand.

S
smorgan01Author
February 16, 2024

Is there another way to monitor a project with line items that I can be billed partially for.  This is not for individual items to purchase.  For Example. One line item would be for Building and Testing a new product.  This amount would be $20k but I get billed periodically during the project for part of this $20k as task are completed.

 

A
AnneMariee
February 16, 2024

Thanks for coming back to this thread, smorgan01.

 

Currently, the option to monitor a project you're billed partially for isn't available since when you receive or bill a purchase order, it automatically closes and gets marked as "Received in full." Let me share a workaround for tracking a project billed periodically.

 

First, you'll need to generate a bill with the entire amount. To do this, you can follow the steps below.

 

  1. On the top menu, click Vendors.
  2. Select Enter bills.
  3. Pick the vendor and fill in the necessary fields on the Items tab. You can create a new item to represent what you're paying for. In your case, you can name an item "Building and Testing."
  4. Hit Save & Close.

 

Next, pay the bill by clicking the Pay Bill button in the bill window. Under the Amount to Pay column, enter the amount of your partial payment. Then click Pay Selected Bills. This way, the bill will remain open while recording your partial payment. Every time you pay the bill, you can repeat the process until it is entirely paid. You can refer to the screenshots below for your reference.

Furthermore, you can run a Vendor Balance Detail report to monitor your payment progress. From there, you can track your partial payments and your remaining balance. Here's how to do it:

 

  1. On the top menu, click Reports.
  2. Hover on Vendors & Payables. Then, choose Vendor Balance Detail.

You can also filter and customize the report to suit your needs better. 

 

For more info on managing bills and running reports in QuickBooks Desktop, please feel free to read the articles below:

 

For future reference, here's a guide on memorizing reports to save its settings: Create, access and modify memorized reports.

 

If you need further guidance or have any other questions about tracking your projects in QuickBooks Desktop, please don't hesitate to let me know. The Community is always available to offer a helping hand. Keep safe.

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