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Customer Purchase Order Numbers on Invoices

How or where do you add a customer's order number when creating an invoice? There doesn't appear to be a Customer Order # field.

13 Comments
Moderator

Re: Customer Purchase Order Numbers on Invoices

Hi BBSGroup,

 

When you create an invoice, QuickBooks sets a customer order number or invoice number automatically. However, we have an option that allows you to enter the invoice number manually. Here's how to do it:

  1. Click the Gear icon in the upper-right corner and select Account and Settings.
  2. Select the Sales tab and go to the Sales form content section.
  3. Mark the Custom transaction numbers box.
  4. Click Save and Done.

If you mean to add a customized field for the purchase order number, here's how to do it:

  1. Go back to the Sales form content section.
  2. Under Custom fields, enter Purchase Order Number in the Name field.
  3. Mark the Internal and Public boxes.
  4. Click Save and Done.

You should be able to enter the customer's purchase order number in the customized field manually.

 

I'll get back to you if you have follow-up questions. Have a great day!

 

Not applicable

Re: Customer Purchase Order Numbers on Invoices

Hi James.  That's not what I meant. 

The scenario is:  

1.  My customer sends me a Purchase Order.  The Purchase order details what the customer wants from me and the PO states that the their Purchase Order number is quoted on the invoice or the invoice will not be approved for payment.

2.  I raise an invoice based on my Customer's Purchase Order.  Is there a designated Field in the invoice to quote my Customer's Purchase Order #?

3.  Most of my customers need to have their PO quoted on the invoice I issue them.

Moderator

Re: Customer Purchase Order Numbers on Invoices

Thanks for the detailed information, BBSGroup.

 

You can follow the second option on my initial response which is to create a customized field for the customer's purchase order number.

Capture.PNG

After that, you can go back to the invoice and enter the purchase order number manually.

 

Feel free to let me know if you need anything else.

Not applicable

Re: Customer Purchase Order Numbers on Invoices

I am in the same situation, but, when I try to follow this process my "Sales form content" does not look like what is being referenced. 

QuickBooks Team

Re: Customer Purchase Order Numbers on Invoices

Hello there, ihinojosajr.


Thanks for adding a screenshot, it gives me a clearer picture of this issue. I'm here to clarify why you’re unable to see the Custom fields feature.  


Currently, this option is only available in the Essentials and Plus versions. If you're using the Simple Start, you may want to consider upgrading your subscription.


Here’s how:

 

  1. Go to the Gear icon at the top, then select Account and Settings.
  2. On the left panel, choose Billing & Subscription.
  3. In the QuickBooks section, click on the Upgrade link.
  4. In the Upgrade window, select the version you want.
  5. In the Upgrade Information window, enter the billing information.
  6. Choose Confirm Upgrade.

If you're using the supported subscription version, let's try some browser troubleshooting to fix issues of unexpected behavior. To start off, use a private window or incognito mode.

 

For easy access, here are the keyboard shortcuts:

 

  • Google Chrome: press Ctrl + Shift + N
  • Mozilla Firefox: press Ctrl + Shift + P
  • Internet Explorer: press Ctrl + Shift + P
  • Safari: press Command + Shift + N

If this works while using a private browser, I suggest clearing the browser's cache and trying again. Otherwise, use another browser to narrow down the issue.

  

For future reference, I'm adding articles with detailed information about customising sales templates:

 


After changing your subscription, you should be able to a field for your purchase order number.

 

If you have any questions about QBO, reach out to me by posting a comment below. I’ll be right here with you.  

 

Not applicable

Re: Customer Purchase Order Numbers on Invoices

Like the previous poster, I am in the same situation - I need to include a PO number on the invoices I issue against that Purchase Order.  I cannot see any way to add that to my invoice.

 

I'm using QuickBooks Self Employed.   Am I to understand that this functionality is not available in this version of the software???  That seems quite unbelievable, that such an obvious and common requirement would not be present in even the most basic version of the software.  Adding a PO number is something that almost EVERY business needs to do.

 

Please tell me I'm missing something obvious here or I guess my search for the right accounting software will need to continue.

QuickBooks Team

Re: Customer Purchase Order Numbers on Invoices

Hello, betchaboy.

 

The steps above about including a PO number on the invoices is unavailable in QuickBooks Self-Employed. This is because this version doesn’t have a Purchase Order feature.


For now, you can manually enter this information on the message field. I’ll also make sure to share this feature with our developers for future updates. 


Stay in touch if you have other questions. 
 

Not applicable

Re: Customer Purchase Order Numbers on Invoices

I agree, I have Quickbooks Simple Start and not having a purchase order number on an invoice is a basic feature and shouldn't need to upgrade to another version for something that is such a basic requirement on invoices for most businesses.  Just having a custom field would have been sufficient.  Putting it in messages as suggested is not a good option.  The PO number is usually looked for at the top of an invoice.   I look forward to an upgrade on this.

Experienced Member

Re: Customer Purchase Order Numbers on Invoices

Agreed. 

I've just joined Quickbooks on a trial and i'm currently in the process of switching over to Xero because they already include this breathtakingly simple functionality. Very disappointing and a huge shame/waste of my time.

Established Community Backer ***

Re: Customer Purchase Order Numbers on Invoices

@BBSGroup 

I really doubt you want YOUR invoice number to be the customer purchase number.

 

In QBO all you can do is enable a custom field for the invoice in customize forms, title the field and manually type it in.

Not applicable

Re: Customer Purchase Order Numbers on Invoices

 

@Rustler  I don't think he was suggesting the PO number be his invoice number.  It appears he is asking the same as the rest of us ie: to be able to put his customers PO number on his Invoice.

 

Not all versions of QB's currently have a field or a custom field.  It is s a basic requirement, so s huge oversight.

Experienced Member

Re: Customer Purchase Order Numbers on Invoices

YES! how frustrating! I migrated to Quickbooks a couple months ago to simplify things and it's honestly and unstable and feature-lacking as my previous software. My banking information is constantly missing transactions and I cant get them to sync.

QuickBooks Team

Re: Customer Purchase Order Numbers on Invoices

Hello there, Nick P.


I appreciate you for joining this thread. Let me help bring back those missing transactions and sync your them in QuickBooks Online (QBO).

 

We can try manually updating our bank account in QBO to refresh the connection between your bank and QuickBooks. The instructions are outlined below: 

  1. From the left menu, select Banking.
  2. On the Banking page, select Update.
  3. If prompted, enter your Multi-Factor Authentication (MFA) credentials and select Continue update.

On the other note, you can use the WebConnect feature to import your bank transactions. For detailed steps and instructions, please check out this article: Manually upload transactions into QuickBooks Online.

 

For common banking errors and it's solution, you can have this article handy for future reference: How to manually update an account to fix banking errors.

 

However, if the issue persists, I'd suggest reaching out to our Customer Care Team. They have the proper tools like screen-sharing to verify what's causing the issue.

 

To reach them:

  1. In your browser, navigate to https://help.quickbooks.intuit.com/en_US/contact
  2. Choose QuickBooks Online.
  3. Select the issue or topic.
  4. Click the Green Phone button to see the support number.

That should do it. Please let me know if you have any other questions. I'll be around to help.