Purchases and Purchase Orders

Thank you for the quick reply.

Not sure if I am understanding correctly - please will you advise why we cannot delete the PO once it has been converted to a bill or alternatively if we cancelled the purchase.

TIA

I do not have any option which says copy to bills on the PO box. Is there a reason why

The Copy Bill will show once you save the Purchase Order, @dseyo.

I’m here to guide you to proceed with the process of creating a Bill. Here’s how:

1. On the Purchase Order page, enter the needed information.
2. Click Save.
3. At the top right, select Copy to Bill.
   
   

To learn more about how to organize bills, expenses, and more, refer to this: https://quickbooks.intuit.com/au/learning-centre/bills-and-expenses/. You can select each topic to view them.

Should you have any other concerns, I’m always here to help.

Hi;

I am having issues using Purchase Orders in QB Online.

I added a PO with 46000 as amount.

Then I created the Bill from the PO; of course 460000

Then I paid half of the Bill via check so 230000 paid and remaining to pay is 230000

BUT

When I go to Expenses>Vendors and click on the Vendor it shows payable balance of 690000 showing PO value of 460000+Bill Value of 460000 and Paid amount of 230000 so it calculated 690000 as remaining to pay which is incorrect...!

Whereas when I go to Reports>vendor Balance Summary it shows the correct amount of 230000 as payable for this Vendor...!

So something is definitely wrong.....Can you help please...

Cordially,

Adnan

Let's perform some troubleshooting steps to get this sorted out, maali. 

When encountering unexpected behavior, we can perform basic browser troubleshooting to fix the issue. There are times that the browser is full of frequently accessed page resources or damaged. This causes incorrect balance amounts in the Expenses menu. We can start by accessing your account in a private browser where this mode doesn't save your searches, visited pages, log-in details, and cookies. Just use the shortcut keys that I've listed below:

• Ctrl + Shift + P (Internet Explorer or Firefox)
• Command + Shift + N (Safari)
• Ctrl+ Shift + N (Google Chrome 

If it works, we'll have to go back to your regular browser and clear the cache to get rid of the accumulated site data. Clearing it will refresh the system, and you'll be able to work with clean trash. We can also try using a supported, up-to-date browser to be through. It could be that the one you're currently working on has a temporary issue with QuickBooks. 

Feel free to visit our Expenses and suppliers page for more insights about managing your vendor transactions. 

Please update us on the result of this troubleshooting or after contacting our support in the comment below. I'd like to ensure this is resolved for you. You have a good one.

Thanks for replying.

However this doesn't resolve it.

I am not using any browser; I am using Quickbooks for Mac software.

I attach screenshots here.

Please try to resolve it.

Cordially,

Hi maali!

Thanks for adding screenshots. Let me share some details about this behavior.

As per checking the screenshots, everything is good. The correct payable balance is showing in the upper-right corner of the screen which is 230,000.

It seems that you're referring to the total below the transaction list. Please note that it's not the correct payable balance and it only sums up the total amount of all vendor posting transactions.

Need more financial reports? Check these links:

• Reports included in your QuickBooks Online subscription
• Customise reports in QuickBooks Online

Keep on posting here if you need more help. Wishing you all the best!

Many thanks for the help;

have a good day

Cordially

Adnan

Hello!  I read through this thread and looked at all the FAQ guides, how can we workflow the Purchase Order for approval BEFORE it is sent to the vendor?  Good business practices ensures those with financial delegated authorities approve the PO before it is committed with the vendor.

Thanks for chiming in on this thread, Cheep Trill.

You can use a third-party application to help approve your purchase orders. Here's how you can find the available apps:

1. In your QuickBooks Online account, go to the Apps tab on the left panel.
2. Type a keyword in the search field. For example: Purchase order approval.
3. Press enter on your keyboard.
4. Select the app to see the details.

I have this sample screenshot for a visual reference:

I'm also adding this article to learn more about purchase orders: Create and send purchase orders in QuickBooks Online.

If you have any additional questions or other concerns, you can reply to me here. Enjoy the rest of your day.

hi can i cancelle the PO i create?

also i was trying to input some items in to QuickBooks so that all purchases will be through QuickBooks,but there are some category that I cannot put an data.

I'm here to help you cancel the purchase order you've created, jadeblue.

You can delete the purchase order through the supplier's account. Please follow the steps below to proceed.

1. Go to Expenses from the left menu, then Supplier.
2. Click the name of the supplier, then go to the Transaction List tab.
3. Find the purchase order.
4. Select the arrow from the Actions column, then choose Delete.
   

If you need to create again the transaction, here's a link as a guide: Learn how to create purchase orders and send them to suppliers. It includes running a report to see all open purchase orders.

You can get back to me by commenting below if you have additional concerns about canceling a purchase order. I'm always right here to help you.

When I am trying to convert a po to a bill, I received the following error.

You need to activate this item before updating the quantity.

The error appears when an item has been marked as inactive, KC91. Let's make it active again so you can successfully convert the purchase order into a bill.

The item may be made inactive after creating the PO that's why the error occurs during the conversion to the bill. We can review your products and services list to verify and reactivate the item if necessary. I'll show you how:

1. Go to the Gear icon or Sales menu, then select Products and services.
2. Click the funnel icon to change the status to All (for both inactive and active items) or Inactive (show only the inactive ones).
3. Hit Apply.
4. Locate the item with deleted tags beside its name and tap Make active under the Action column.

Once done, please open the PO and convert it to a bill again. Here's an article for your guide: Add purchase orders to expenses, bills, or checks in QuickBooks Online.

I'm adding this reference in case you need to update the items in the future: Adjust inventory quantity on hand in QuickBooks Online.

Feel free to add any follow-up questions about managing your items or handling the transition of transactions for your vendor. I'll be here to answer them for you. Have a wonderful day ahead.