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.

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? 

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 + N 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.

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

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.

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

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. 

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

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!

The options you listed "Mark the Internal and the Public boxes" is not here in this menu. Please provide updated instructions for this. 

Thank you for raising this out to us, vallomedia. Let me share with you how to add a custom fields on sales forms and purchase order. 

1. Go to Gear icon and select Custom fields.
2. Select Add field.
3. Enter a name in the Name field.
4. Tick the All Sales forms or Purchase Order box. Or, tick both.
5. To show the custom field on printed and delivered forms, turn on Print on form. Otherwise, it’ll only appear in QuickBooks Online.
6. Select Save.

Please note that you can only create 3 custom fields which is available in QuickBooks Online Essentials and Plus. 

Feel free to message us back if you have any other questions. I'm here to help. Have a great day! 

I don't have a Sales tab.  Is there a way to do this if you're not subscribed to that feature?

Hi lloyd_catherine_b,

Thanks for joining the thread.

The Sales tab my colleague was referring to was on the Settings page of QuickBooks Online. For you to be able to add custom fields in your sales form, you can follow the steps below.

1. Click on the Settings icon at the top right.
2. Click on Custom fields.
3. Click on Add custom fields button.
4. Enter the name of the custom field.
5. Select the form type where you want to show the field.
6. Enable print form.
7. Click on Save.

Then, create an invoice and the custom field should show on the invoice creation page.

Also you can check this link to learn more about custom fields Add custom fields to sales forms and purchase orders in QuickBooks Online.

Feel free to send a reply here if you need more help with your sales forms. I'll be around to help you!

DebSheenD (QuickBooks Team replied to me about the addition of a Customer Purchase number and to appear at job entry, invoice and Packing list. I replied but there was a authorisation error and all was lost

Can you help please Customer PO is the primary  contact mode and must appear on any correspondence  or job related questions. It must appear on each invoice for Accounts payable reconciliation and on the Packing list for Goods receipting on deliver to customer warehouse. How can a PO be added as a regular field ? It is a fundamental item required by customers to complete thge billing and delivery cycle.

Let me share an alternate solution on how to add the purchase order number field to your sales forms, userlindsay1.

As my colleague previously stated (DebSheenD), a purchase order is a vendor transaction. While invoices and packing slips are customer transactions. Thus, the purchase number information will not show on the sales forms. 

As a workaround, you can add a custom field to show the information mentioned above on your sales forms. Let me help and show you the steps.

Here's how:

1. In your company, head to the Gear icon in the upper right and choose Custom fields under Lists. 
2. Click the Add field to open the Add custom field screen.
3. From there, enter the name you wish to show on the invoice. For example, purchase order number.
4. Mark the All Sales forms or Purchase Order box, or mark both options.
5. Turn on Print on form feature to show the custom field on printed and delivered forms. Otherwise, it’ll only appear in QuickBooks Online.
6. Click Save to keep the changes. 

This reference covers all the details on how to create custom fields for your invoices, sales receipts, refund receipts, quotes, adjustment notes, and purchase orders: Add custom fields.

I can see how beneficial to a lot of users to have a built-in field for the purchase order number on sales forms. Incorporating this feature will surely improve your overall working experience. We can forward this product suggestion to our engineers and may add it in future updates.

Here's how:

1. In your company, tap the Gear icon in the upper right and choose Feedback under Profile.
2. Enter a brief description of your concern. 
3. Press the Next button to submit.
   

You can visit the New Features For QuickBooks page to learn more about the latest innovations and product updates. Also, the Sales and customers link contains a list of topics that will help you manage your payments, customize your sales forms, and process refunds or credits to name a few. 

If you have any clarifications or questions about purchase orders and invoices, drop a comment below and tag my name. I'll jump right back in to assist you further. Have a great weekend. 

This is a basic function for any accounting software.  That QBO does not have a field for customer PO that will auto populate on an invoice is just gross negligence in your design of the product...along with not being able to include Job Name.