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Intuit
4 helpful votes

Apply a purchase order to a supplier transaction

Learn how to add a purchase order to an expense, cheque, or bill in QuickBooks Online.

When a supplier accepts a purchase order and provides the product or service, you need to record an expense or a cash transaction to ensure you have an accurate presentation in your company.

Note: Purchase orders are automatically closed when they are added to a supplier transaction so they won’t appear again.
  1. Select Create ⨁.
  2. Select Expense. You can also select Cheque or Bill.
  3. From the Payee ▼ drop-down menu, select the appropriate supplier and a window opens.
  4. Select Add on the corresponding purchase order. The items from the purchase order are then added on the first available line under the Item details section.
    • If you haven't saved the transaction yet, select the trash can icon at the end of the purchase order line item(s).
    • If you already saved the transaction, you need to manually change its status.
      1. From the main menu, select Expenses, then Expenses.
      2. Select the purchase order you added by mistake. Under the Supplier ▼ drop-down menu, there's another drop-down menu saying Closed.
        1. Select the Closed ▼ drop-down menu, then change the status to Open.
        2. Select Save.

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