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Su WM
Level 2

How do I add a Purchase Order to a paid bill?

We already are familiar with how to create a bill from a purchase order, but is there a way to link a PO to an existing bill which has already been paid?

 

One of our team paid the invoice before we marked the PO as received; as a result, we are generating a second bill for the same item. Obviously we can remove the duplicate, but we would like to be able to link the PO to the bill for reporting continuity.

 

Is this possible to do the other way round? I can't find any articles on this.

Solved
Best answer January 10, 2024

Accepted Solutions
Ashleigh1
QuickBooks Team

How do I add a Purchase Order to a paid bill?

Hello Su WM, so having had a look into this more for you, no you won't be able to add a PO to a closed bill. It has to be an open bill, so it means you will have to delete the payment on the bill and add the PO. Once a bill is closed, it is considered finalized and cannot be modified to include a purchase order. So if you have done the reconciliation to include this it is a case of doing the steps you have said to resolve this issue. 

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8 REPLIES 8
GeorgiaC
QuickBooks Team

How do I add a Purchase Order to a paid bill?

Hi Su WM, thanks for posting on the Community

 

You can link an open PO to a closed (paid) bill simply by opening the bill in full > from the Add to Bill panel that appears on the right side of the screen, select Add on the applicable Purchase Order. 

Su WM
Level 2

How do I add a Purchase Order to a paid bill?

Hi GeorgiaC, thank you for replying - I don't have the Add to Bill panel on closed bills, it only appears on open (unpaid) bills.

Ashleigh1
QuickBooks Team

How do I add a Purchase Order to a paid bill?

 Hello Su WM, so when you are on the paid bill if you go you paid top right hand corner and click the blue 1 payment, then click the date in blue. once the bill has been opened in the payment page it will so the add bill for you. 

Su WM
Level 2

How do I add a Purchase Order to a paid bill?

Hi Ashleigh - that still is not giving me the ability to link a PO.

 

If I create a new bill, I get the tab open to link a PO. 

If I click Add to Bill from a PO, it will link the PO.

 

If I try to link a PO to a bill which has already been paid, this option does not exist for me.

 

The only way round I can find is to delete the paid bill, create a new one, link the PO and link the payment. That is not an acceptable option, for example we have reconciled December bills and now need to link a PO to one - we would have to undo the reconciliation, delete the bill, create the bill, link the PO & payment, and re-reconcile the month. That is a lot more work than is reasonable.

 

If the answer is that this is the only way round, then we will deal with it - but I'm being told to do things which simply aren't available as options ("click on the Add to bill" when there is no add to bill option, etc.).

Ashleigh1
QuickBooks Team

How do I add a Purchase Order to a paid bill?

Hello Su WM, so having had a look into this more for you, no you won't be able to add a PO to a closed bill. It has to be an open bill, so it means you will have to delete the payment on the bill and add the PO. Once a bill is closed, it is considered finalized and cannot be modified to include a purchase order. So if you have done the reconciliation to include this it is a case of doing the steps you have said to resolve this issue. 

Su WM
Level 2

How do I add a Purchase Order to a paid bill?

Thank you Ashleigh1 for confirming - as long as we know what the solution is, we can work from there.

forstartersllc
Level 1

How do I add a Purchase Order to a paid bill?

Actually I just tried by deleting the original bill.  This leaves the bill payment hanging out there "orphan".  Then open the PO and enter "copy to bill".  It should create the bill and then you go to the bill payment and assign it to the bill.  Good luck!

forstartersllc
Level 1

How do I add a Purchase Order to a paid bill?

P.S. the original bill payment remains in Reconciled status.  At least that is what I just found when I tried it.  Not 100% sure this will work so test it for yourself first!

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