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user65842
Level 1

How do I put clients purchase order number on invoice ?

 
9 Comments 9
JamesDuanT
Moderator

How do I put clients purchase order number on invoice ?

Hello there, user65842.

 

The purchase order details cannot be added on the customer invoice directly. You'll need to use a custom field and enter the number as you create the invoice.

 

Here's how to add a custom field:

  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 Internal and the Public boxes.
  4. Name the custom field as PO number.
  5. Click Save and Done.

When you go back to the invoice, enter the purchase order number manually.

 

If you're referring to something different, please let us know. We're here to further assist you.

ME2020SH
Level 1

How do I put clients purchase order number on invoice ?

I have added the custom field with  "Customer PO". So I have that they can add that as a reference on the shipping label. Why wont my purchase order number show on the PDF when I go to save it as an attachment or print it off? 

AileneA
QuickBooks Team

How do I put clients purchase order number on invoice ?

Hello, ME2020SH.

 

When printing a invoice, the information will depend on the set up from the Standard template. I suggest going to the Custom form styles section to configure the setting and show the missing columns. 

 

Here are the steps:

 

  1. Click the Gear icon in the upper-right corner and select Custom Form Styles.
  2. Search for the template with the Master form type.
  3. Choose Edit
  4. Go to the Content tab.
  5. Hit the pencil icon in the upper-right corner.  
  6. Put a check-mark on the box and enter the PO number.
  7. Tap Done

From then on, you can now enter PO numbers on your invoice transaction and information will now show when printing it.  

 

 

 

 

However, If the same thing happens, I suggest running QuickBooks Online (QBO) in an incognito or private window. This mode is free from cache files that avoid unexpected behavior when printing it. This way, we'll know if this is caused by browser issues.

 

You can press Ctrl + Shift in Chrome and if you're using Firefox, press Ctrl Shift P. Once logged in, please proceed with printing the transaction to view the result.   

 

If this works, I recommend clearing the browser's cache to keep its memory updated. It also improves performance and fixes internet bugs. Alternatively, you can use other supported browsers to run QBO.

 

For additional information, I've attached an article you can use to customize the Standard template further in the: Customize invoices, estimates, and sales receipts in QuickBooks Online

 

Please know that the Community has your back if you need assistance. It’s a place for you to connect with experts and peers. Wishing you and your business continued success.

Gorman21
Level 1

How do I put clients purchase order number on invoice ?

I don't have internal or public boxes under sales form content.

 

Can you help? I need to show clients PO number on delivery and Invoice

Rea_M
QuickBooks Team

How do I put clients purchase order number on invoice ?

Hello there, @Gorman21.

 

Yes, I'll gladly help you in showing your client's PO number on sales forms and invoices in QuickBooks Online (QBO).

 

With the new QBO structure, you need to go to the Custom fields page to add custom fields to your sales forms. This gives you more flexibility to add custom data and insights through detailed reports. To do this, here's how:

 

  1. Go to Settings ⚙ or the Gear icon.
  2. Select Custom fields.
  3. Click the Add field button.
  4. Enter a name in the Name field (for example, PO Number).
  5. Select the All Sales forms checkbox.
  6. Turn on the Print on form switch for the custom field to appear on printed and delivered forms.
  7. Select Save.

 

You can read this article for more details: Add custom fields to sales forms and purchase orders in QuickBooks Online.

 

Once you're done, you'll have to manually enter the PO number in the custom field while creating your invoice.

 

Also, you may want to check out this article as your reference to guide you in personalising and adding specific info to your sales forms in QBO: Customise invoices, quotes, and sales receipts in QuickBooks Online.

 

Let me know if you have other concerns about customising sales forms and managing income transactions in QBO. I'll gladly help. Take care, and have a great day, @Gorman21.

MMZS
Level 1

How do I put clients purchase order number on invoice ?

Hi Rea_M I'm also using QBO and I followed your instructions but in the custom fields section the add field button is inactive.

Any thoughts?

Thanks

Michael

IntuitSheila
Level 7

How do I put clients purchase order number on invoice ?

Hi MMZS,

 

You might have to check your QuickBooks Online subscription version. The Custom field option is currently available in the PLUS and Essentials versions of QuickBooks Online. If you wanted to use the Custom field option you might want to upgrade your subscription to the Essentials or PLUS version.

 

You can check this link on how to Upgrade or downgrade your QuickBooks Online subscription and how to Add custom fields to sales forms and purchase orders in QuickBooks Online.

 

Post again in the Community if you have more questions. 

MMZS
Level 1

How do I put clients purchase order number on invoice ?

That's likely it. 

I'm just using simple start for my small business. Was just looking for a way to add a customer PO# to my invoices. I don't need all the other features of Essential or Plus.

Thank you for the speedy response.

Michael

IntuitSheila
Level 7

How do I put clients purchase order number on invoice ?

Hi MMZS,

 

Since you're using the Simple Start version, as a workaround you can add the PO number either on the Description or in the Message on the invoice. You can check this link here for reference.

 

Post again in the Community if you have more questions about QuickBooks Online. I'll be around to help you!