Showing results for 
Search instead for 
Did you mean: 
Level 1

Purchase Orders

I am using Quickbooks Desktop Premier.

How do I track what I have paid against a purchase order to a Vendor?

I have not been able to find a report, or anything related to giving this information.

Trying to avoid overpaying on purchase orders or duplicate payments.

There must be a way of seeing what balance is outstanding to a vendor for a PO.


5 Comments 5
QuickBooks Team

Purchase Orders

Hi steelem,


Welcome to Community!  Having the ability to track the items you order and receive so you're on the right track with your expenses, is one of the great features within your QuickBooks Desktop product.  I'd be glad to assist!


There are a few ways to track your purchase orders as noted in this helpful guide.  However, you can follow these steps to create a report of your open purchase orders;


1. Click on Reports in the menu and choose Purchases

2. Select Open Purchase Order

3. Hit the Print icon


Here's how to view all open purchase orders;


1. Click on Lists from the menu and select Customer & Supplier Profiles 

2. Choose Purchase Orders

3. Use the filter to change the view to Open Purchase Orders

4. Select the History icon to see the purchase order history

You're all set!


Please don't hesitate to reach back out if you have any other questions.  We'd love to help!

Level 1

Purchase Orders

I have used the open purchase order report previously however I am looking for a way to see the dollar amount actually paid to a supplier on a purchase order.

not the amount that has been received on a purchase order. I know it shows a dollar amount but its not a reflection of the $ paid to a vendor.

QuickBooks Team

Purchase Orders

Hey steelem, 


Thanks for reaching back out to us here. There isn't the option to have a Total By report. However, you can create a Transaction Detail report that shows all open purchase orders for each supplier. Follow the steps below: 

  1. From the Reports menu, select Custom Reports, then select Transaction Detail.
  2. Select Customize Report.
  3. On the Filters tab, select the following filters:
  4. Account = Purchase Order
  5. Posting Status = Either
  6. Received = No
  7. On the Display tab, select the Total by drop-down, then choose Supplier.
  8. Select OK.

If you need further assistance, I recommend reaching out to the support team outside of the Community. They'll be able to verify your account details in a secure setting, as well as view your screen to better assist you. You can reach them by following the method in this link


If you have any other questions, feel free to reach out here.

Level 1

Purchase Orders

I still don't think the question has been answered.  We have a project mgmt software that will open a purchase order and then you can apply a partial payment to it and see what the balance owing is - like drawing down the value of the PO.  Do you create a bill and link to a PO so that it shows the amount against the PO and the balance owing?

Alex M
QuickBooks Team

Purchase Orders

Hi there debkempinbc,


Thanks for reaching out about your purchase orders. QuickBooks Onlie is a great tool able to help you keep track of expenses and sales so you know the profit of your company. I can provide some information about purchase orders, bills and payments in QuickBooks Online.


In QuickBooks Online, there isn't the option to associate a payment to a purchase order, as they can only be applied to bills, so you'd need to use the purchase order to create a bill. You can then take the payment in question, then apply it to the bill that was created with the purchase order.


If you have any other questions, feel free to reach out here.

Need to get in touch?

Contact us