Why does a PO disappear? I received a partial from a vendor and now the PO no longer appears on the Open PO report nor can I receive any of the other items.

Hi there, @scott76. 

The PO will show up where that item receipt came from. Purchase Order is a non-posting transaction, you can create a new one if you want the PO to exist as a memo type. You need to create a bill first so you can make a payment. When you create a purchase order you can link it to a bill.

If your vendor paid 50% of the purchase, you can make a payment from the bill and modify the line item having the 50% payment. To pay the remainder, you can go back to the bill and create a payment again. 

Here's an article that you can read through about purchase orders.

Don't hesitate to comment anytime if you have other questions.

MarsStephanieL,

Thanks for the reply. I have been using POs and receiving inventory in QB for many years and have never had this problem in the past. I have always been able to receive partials of a part or just some of the items on the PO and it remains open until I either manually close it or receive all of the items on it. I know it's a non-posting transaction, but the number is tied to a specific order and my suppliers send packing slips and invoices based on our assigned PO number. Recreating the PO is not an option.

Any other ideas?

Scott

MarsStephanieL,

Thanks for the reply. I have been using POs and receiving inventory in QB for many years and have never had this problem in the past. I have always been able to receive partials of a part or just some of the items on the PO and it remains open until I either manually close it or receive all of the items on it. I know it's a non-posting transaction, but the number is tied to a specific order and my suppliers send packing slips and invoices based on our assigned PO number. Recreating the PO is not an option.

Any other ideas?

Scott

Thank you for the additional information, scott76.

If there are no changes made that might have affected the purchase order settings, there might be a data damage. To fix this, let's update your QuickBooks Desktop:

1. Close your company files and QuickBooks.
2. Open the Windows Start menu.
3. Search for QuickBooks Desktop. Right-click the icon and select Run as administrator.
4. Click the Help menu and select Update QuickBooks while on the No Company Open screen
5. Go to the Options tab. Select Mark All and then select Save.
6. Go to the Update Now tab and select the Reset Update checkbox.
7. Select Get Updates.

When the update is done, close and reopen QBDT. Then, click Yes to install the updates. Restart your computer when the install is finished.

Make sure to download the latest payroll tax table so you can process payroll in QuickBooks Desktop.

If the error persists, let's proceed with verify and rebuild data in QuickBooks Desktop.

Let me know how it goes so I can assist you further.

Thanks! I'll give that a shot as soon as everyone is out of the file for the day and I'll update here with the results.

Scott

Unfortunately, that wasn't the answer, either. I updated as instructed and when that didn't fix the issue I completed the verify and rebuild steps. I deleted the item receipt that seemed to cause the issue and tried re-receiving the items on the partial receipt from the vendor. The entire PO still disappears from the open PO report and does not allow me to receive any more items.

Any other ideas? This is getting very frustrating because nothing has changed in our procedures but the problem persists.

Thanks,

Scott

Good morning, @scott76.

Thanks for following up with us and trying those troubleshooting steps.

I have another suggestion. When you're running this open PO report, is it a memorized report? Or are you creating this new each time? If you're using a memorized report, I recommend creating a new one. Sometimes memorized reports can become broken after some time.

Also, are you applying a partial payment for the PO? Applying a partial payment will remove the PO from the open PO report.

If you're not using a memorized report or applying a partial payment, let's try merging the vendor. (This replaces the current vendor with a new one, but will keep the same data). Here's how:

1. Before you begin, let's create a back up of the company file.
2. Once your back up has been created, Open your Vendors menu at the top and click Vendor Center.
3. Copy the vendor's name that you'd like to keep.
4. Right-click anywhere on the list and choose New Vendor. Name the vendor as the one you copied before on step 3.
5. A prompt will appear, select Yes to proceed.

Let me know if you're still having issues. I'll keep a lookout for your reply. Take care and enjoy your day!

The Open PO report I use is the standard one in the Purchases section of the reports menu. 

I'm not sure what you mean when you mention partial payments. We frequently receive items we order over the course of time and separate bills are created for each partial receipt and the bills are paid. We have done that for years and we are still able to select the PO for future receipts against it. This suddenly started the other day. 

I have attached an image. The top part of the image shows the body of the PO with the entire amount of the top and bottom items still on backorder, the second item completely received and the third item partially received. This is a very common situation for us. The bottom part of the image shows the list that pops up when I attempt to receive items without bill from the same vendor. The PO in question is PO 9974. It does not appear in the list despite the fact that there are still three open items on the PO. I will try the merge vendor to see if that does anything.

Thanks,

Scott

Things are going from bad to worse. After doing the verify and rebuild as instructed yesterday, the system will not complete a backup now. An error message pops up saying that verify has found a problem that prevents the backup from continuing.

Scott

The system does not allow me to create a new vendor with the same name as an existing vendor. An error message pops up telling me the name is in use and I must append a letter or number to differentiate it from the existing name.

Any other ideas?

Thanks,

Scott

I hate to keep posting with details, but I have successfully received a partial on a different PO just like it has always worked. It somehow appears to be tied to either that specific PO or that vendor.

Scott

I’m here to help you with this, @scott76.

Create the second vendor with a different name. Then, rename it to the original one to merge the profiles. Here’s how:

1. Go to the Vendor, then the Vendor Center.
2. Select New Vendor.
3. Enter a temporary name.
4. Hit OK.

Once done, you need to edit the temporary name. I can show you how:

1. Select the new vendor under the Customer’s list.
2. Click the pencil icon to edit.
3. Enter the original vendor’s name.
4. Hit Yes from the prompt to merge.

For your future reference, I added an article for additional information about managing your accounts: Help articles. You can click to see them each.

I’m always around if you need additional assistance with QuickBooks.

Thanks. I'll do that as soon as everyone logs out for the day.

Scott

Still no change. I deleted the old item receipt and the PO reappears. I re-entered the item receipt and the PO is right back to where we were; showing several open items but not showing up on the PO report or lists for receiving items.

Scott

Thanks for your reply, @scott76.

I appreciate you sharing with us the result after following the resolution steps provided by my colleague. 

To determine why the purchase order doesn’t show on the report, I have to review the transactions. I’m unable to do that without gathering personal information.

We highly prioritize the safety of your account, so I suggest reaching out to our Technical Support Team. They have tools to identify if the data is damaged/corrupted.

Once they’ve identified the root cause, our support specialists will provide the steps to resolve the issue and make sure the purchase will display on the report.

1. Go to the Help section of the company file to see the contact details.
2. Choose QuickBooks Desktop Help to open the Have a Question window.
3. Hit the Contact us link to see the Contact Us screen.
4. Tap the Search for something else link and then type the issue in the field box.
5. Hit the Search button to display the Message Us feature. 

For future reference, check out this article:Fix data damage on your QuickBooks Desktop company file. It contains instructions on how to repair the company file as well as a screenshot for visual reference.

Keep in touch if you have any other concerns or questions. I’ll jump right back in to assist further. Have a good day. 

Thank you for your help. I'll pursue that angle.

Scott

Good Evening, @scott76.

I'm glad that we were able to provide you with some information to go forward with resolving your issue. The Community is always here to have your back.

If you have any other questions or concerns, please don't hesitate to ask. Have a fantastic day!

This just happened to me.  I marked the PO as closed and then closed the PO window.  Then I marked the PO as open and exited the PO window.  After that I was then able to receive against it again.

I'm having the same issue, I have found that the method of marking is at closed and saving, then marking it as open did work for me, but this is not an ideal workaround for daily use.  Is this something that is being looked into by Quickbooks? 

I wish I could make it better, @AJ98027.

As much as I'd love to offer help and share how you can let a purchase order open after receiving items, we've got separate support who can address this in no time.

That being said, I'd recommend contacting our Customer Care Support. With their tools, one of our specialists can pull up the account on file and investigate the root cause of this unexpected behavior in question. To do so:

1. Go to Help.
2. Select QuickBooks Desktop Help.
3. Click Contact Us.
4. Enter a few words in the Tell us more about your question: field.
5. Click Search.
6. Choose a channel where you wish to connect with our dedicated support.

Lastly, I've also included this reference for a compilation of articles you can use while working with us: Transaction you can use in tracking your purchases.

If you have any other questions, please let me know by leaving any comments below. I'll be here to lend a hand.

I am on QuickBooks Desktop so there may be a variation.  However, when this happens it is usually because a PO has been fully received and an item is later backed out of the item receipt because it wasn't actually received.  

I go to the PO and make sure the item that was backed out of the item receipt is back on the PO

Next, while still on the PO I "Mark As Closed" then "Mark as Open" and hit the save button to the left.

When I go to the "Create Item Receipts" button the PO will magically re-appear.

I have used QuickBooks Pro for 25 years, and just had this happen to me for the first time.  I did the same work around you did, but it was a major pain.  Just glad to know it is something in their system, and not something I did.

cjk

SOLUTION!

Go into the missing PO and make a change, such as adding a comma or period within a description.  Save the PO and it will now populate within your Item Receipt.

Joel