cancel
Showing results for 
Search instead for 
Did you mean: 
Koala
Level 3

Purchases and Purchase Orders

Please advise  :

 

- Please advise if we can convert a purchase order (from a supplier) to an invoice (upon receipt of goods) in Quickbooks.

- And once converted the PO is deleted from the system.

 

Thank you

 

 

 

 

Solved
Best answer June 22, 2019

Best Answers
GarlynGay
Moderator

Purchases and Purchase Orders

We're happy to have you back, Koala.

 

Purchase Order is a non-posting transaction. It serves as your contract to a supplier. If both parties agreed to the terms of this contract, you'll then create a bill for it which is a posting transaction. 

 

When the bill is created, you can't delete the PO for accounting purposes. If the bill is canceled, that's when you delete the PO. 

 

Post some more questions if you need anything else. 

 

View solution in original post

12 Comments 12
GarlynGay
Moderator

Purchases and Purchase Orders

Yes, you can convert a Purchase Order to a Bill, Koala.

 

Though QuickBooks allows you to delete the PO, it is not recommended. Accounting wise, it is important since it's your first contract to the supplier. 

 

Here's how:

  1. To create a Bill, click on the Plus icon.
  2. Choose Purchase Order.
  3. Enter the Vendor information.
  4. From the PO page, click on Copy to Bill.
  5. Enter the information.
  6. Click on Save and Close.

We are here to support your business. Just let us know if you have any questions. 

Koala
Level 3

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

 

GarlynGay
Moderator

Purchases and Purchase Orders

We're happy to have you back, Koala.

 

Purchase Order is a non-posting transaction. It serves as your contract to a supplier. If both parties agreed to the terms of this contract, you'll then create a bill for it which is a posting transaction. 

 

When the bill is created, you can't delete the PO for accounting purposes. If the bill is canceled, that's when you delete the PO. 

 

Post some more questions if you need anything else. 

 

View solution in original post

dseyo
Level 1

Purchases and Purchase Orders

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

MadelynC
QuickBooks Team

Purchases and Purchase Orders

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.

maali
Level 1

Purchases and Purchase Orders

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

 

RCV
QuickBooks Team
QuickBooks Team

Purchases and Purchase Orders

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.

maali
Level 1

Purchases and Purchase Orders

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,

Balance Shown by Qucikbooks when Vendor Balance Summary is searched.png Balance Shown by Qucikbooks when Vendor is searched.png

AlexV
QuickBooks Team

Purchases and Purchase Orders

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:

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

maali
Level 1

Purchases and Purchase Orders

Many thanks for the help;

have a good day

 

Cordially

Adnan

Cheep Trill
Level 1

Purchases and Purchase Orders

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.

RenjolynC
QuickBooks Team

Purchases and Purchase Orders

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.