Purchase Order and Bill

frcfire · ‎February 07, 2024

We needed to purchase some items from a vendor that required us to send them a purchase order. I followed these instructions for creating the purchase order: https://quickbooks.intuit.com/learn-support/en-us/help-article/purchase-orders/create-send-purchase-...

I am now at Step 3 and have followed the directions to add the purchase order to the bill we just received from the vendor: I linked the Purchase Order to the Bill, and the Item Details show all the items from the purchase order and the total. According to the directions, I should be done. However, for our budgeting purposes, I need to assign a category using our chart of accounts. When I add this information in Category Details, my total doubles. How do I avoid this, and still assign an account?

RhoiceW · ‎February 07, 2024

Thank you for reaching out to the Community, frcfire.

The article suggests adding an item in the Item details section. However, if you choose to add an item in the Category details section, keep in mind that the amount will be doubled because you already have recorded the same item twice in your transactions.

I have steps that can help you avoid being charged twice the amount.

Here's how:

Go to the Gear icon, then select Products and services.
Look for the item you want to add to an account.
Click Edit. Under Expense account, choose any account you prefer.
Tick Save and close.

In addition, you can check this article for you to have additional information on how to organize your products and services in QuickBooks Online: Group products and services into different categories in QuickBooks Online

Also, feel free to check this article for you to learn how to create and send invoices in QuickBooks Online: Create invoices in QuickBooks Online

If you still have concerns about managing your transactions, don't hesitate to post it here in the Community. We're glad to help you anytime.

frcfire · ‎February 07, 2024

Thank you so much!!

GlinetteC · ‎February 07, 2024

You're most welcome, frcfire.

I'm happy that my colleague was able to assist you in achieving your goal. Rest assured that we will continue to give the best customer service you ever experienced.

Let us know if you have other concerns in the comments below. We're always here to assist.

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Purchase Order and Bill