Purchase Order Date and Due Date

Statuesque · ‎May 25, 2018

Hi

I have entered my current open purchases with suppliers for items I will receive in the future via the purchase order system.

When entering a purchase order there is only one date to enter which is the order date.

I have been entering the date the item is due to be released to me.

This is perfect as I can use the report system to sort by month and get a total balance for each month and know how much I will be spending.

The issues start though when I create a customer invoice for an item on purchase order. My store sells items not yet released quite often and takes a monthly payment from the customer until item is released.

If the item is on a purchase order dated 31.12.2018 as it's released december 2018 then I am not able to do an invoice dated todays date 25.05.18 for the item as I get an error message saying the invoice date is before the date I started tracking the item.

The only solution is to change the purchase order date to a date before the invoice date.

When viewing the purchase order summary screen though, it shows 2 dates.

A date and a due date column. There's no ability to add a date and also a due date to a purchase order though when creating one.

This would suggest the date is the date the purchase order was placed with the supplier and the due date would be the expected arrival date ?

It seems a little restrictive that you can only add a single date being the date the order was placed as that means I have no ability to view by due date which would be incredibly useful and how I planned on using the system.

Why are there 2 date columns and yet no ability to enter 2 different dates?

I thought I would use the memo and type December 2018 for example so I know when the items are due but there's no report based on the memo content so no way of actually producing reports based on when a PO is physically due to get a summary cost per month :(

Statuesque · ‎May 25, 2018

Ok, I have fixed the date error message via this answer

https://community.intuit.com/questions/1654652-please-select-a-transaction-date-that-comes-after-the...

The question still remains though about the date column and due date column

Anonymous · ‎May 25, 2018

Hi Statuesque,

If you have taken the screenshot from the main Expenses tab, the Date and Due Date columns will appear by default as all transactions that go through the Creditors account appear here.

This includes Bills which may have a a different due date to the creation date of the transaction.

Let me know if you have any further queries

HEA1 · ‎September 04, 2018

I hope Quickbooks fixes this problem SOON. What use is a PO without a due date?

Statuesque · ‎October 02, 2018

I am finding the PO system a complete frustration

1. example. I create a PO dated 01.12.18 because I expect it around 1st December

If the item arrives today 02.10.18 and I create a bill and add the PO from the right hand side list for the supplier and click and save it throws an error because the date is early - it's a PO not an exact science, how on earth am I supposed to know the exact date it will arrive.

I have hundreds of PO's with some suppliers.

2. They send me the invoice which might contain 40 different items.

I start a bill and get my list of PO's on the right hand side. This list is not in any order what so ever. Certainly not organised in my PO numbers, just completely random. No search box on the right side list to help so you have to quite literally spend eternity scrolling down slowly looking for the PO you are paying. Do this 40 times so you have them all on your bill.

Hit save and close to find that some have date errors

Leave without saving and then go through each and every PO i want to pay and adjust the dates so that it's before the bill date.

Do it all again with the random nonsense that is the PO list on the right

This system seriously is frustrating. No issues if you get one item to add to a bill but when it's multiple items, what a nightmare.

JamesC · ‎October 02, 2018

Hi Statuesque,

Welcome to the UK Community Page for QuickBooks Online.

I'm sorry to hear you're having issues with our PO System. Currently, there is no option to filter or arrange the searching of the PO's on the right hand side. We'd love if you can suggest having this option at https://feedback.qbo.intuit.com/ - it goes straight to our developers.

I'm confident that we have managed to correctly replicate your error, and it doesn't like the methodology that you're using, it goes against the systems standard workings. The system is designed to designate the date used on the purchase order as the date the purchase order was created, not the date you suspect it to come to fruition.

The workaround you've described, of going out and changing the dates is the only thing we would recommend you do. If that workaround works for you; great! If not, then I'd get you to utilize the above feedback link; to request the ability to put a bill date that prerequisites the purchase order date being used to create it.

Even if the workaround does work and you can manage it, I'd still encourage you to leave feedback regarding the date.

I apologize we couldn’t offer you more assistance beyond advising to put in feedback.

Thanks,

Statuesque · ‎October 03, 2018

Thanks.

It's a basic feature that makes sense so not something that should require a suggestion really so I won;t be doing one.

I am also baffled at a Purchase Order system that does not have an arrival date still.

Who on earth looks for purchase orders based on the date they were created, surely the PO number would be more intuitive and without any form of basic filtering and searchinf it means the PO system is a bit of a stretch to be called that really.

You could safely remove it completely, the current options are beyond painful once you have more than a handful of PO's

My PO's are for goods sometimes 2 years in the future. I think I would be laughed at if the suppliers asked what the PO number was and I replied ' hmmm, it was about 17 months ago '

Complete waste of bandwidth to be honest

Statuesque · ‎August 23, 2019

I started this thread over 15 months ago.

Nice to see that subscription money is ploughed back in to improving QB.

Still no improvements at all on this laughable PO system. Not even a basic search bar on the right side where all of the PO's get listed to locate the one(s) you are looking for.

Still randomly listed making it of no use at all.

I still have hundreds upon hundreds of PO's that I no longer use and of course, being such a great PO system, there's no way to bulk delete them either.

Bravo Intuit.

If anyone ever reads this. I would have to guide you away from QB if you use PO's a lot as this software is shockingly bad at handling them unless of course you plan to use it like the developers think you should!

I'll return in 15 months and update on the lack of imrovements I suspect.

Anonymous · ‎August 23, 2019

I appreciate your thoughts about the PO system, @Statuesque.

We always value customers who are keen to give us their feedback. I will be sure to pass this along in my end.

Our Product Team is constantly working to improve the product and appreciate the help of users in bringing things like this to their attention. In the meantime, you can visit our QuickBooks Online Blog for news and updates about QBO and what our Product Team is working on.

Should you have other questions, do let me know. I'll be around to help.

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