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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 06-22-2019

Best Answers
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

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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. 

Highlighted
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

 

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

Highlighted
Active Member

Purchases and Purchase Orders

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

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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.