Learn how to add an accepted purchase order to a transaction for your supplier.
After a supplier accepts a purchase order and sends the products, record it as a bill or expense in QuickBooks. You can easily add the purchase order as a line item. This closes the original purchase order, connects it to the bill or expense, and records the accounting accurately.
Add a purchase order to an expense, bill, or cheque
Follow these steps after your supplier accepts the purchase order:
- Select + New.
- Select Expense, Cheque, or Bill. Learn when to use expenses or bills.
- From the Payee ▼ dropdown, select the supplier. This opens a window with their open purchase orders.
- Select Add for the correct purchase order. This adds the items from the purchase order. They appear in the Item details section.
- If you plan to bill a customer for a specific item, select the Billable checkbox. Then add the customer you plan to bill in the Customer column.
- Select Save and close.
Add part of a purchase order to an expense, bill, or cheque
If you're received only part of a purchase order, or make a partial payment, you can add just those parts to a bill or expense. This links multiple transactions to the same purchase order:
- Select + New.
- Select Expense, Cheque, or Bill. Learn more about when to use expenses or bills.
- From the Payee ▼ dropdown, select the supplier. This opens a window with their open purchase orders.
- Select Add for the correct purchase order. This adds the items from the purchase order. They appear in the Item details section.
- Adjust the quantity or amount for each line item to reflect the portion you received or plan to pay for.
- Select Save and close.
Tip: You can link multiple transactions to a single purchase order. QuickBooks Online automatically closes purchase orders when all quantities are added to bills, expenses, or cheques. |