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Ffraga
Level 2

Copying information from SO to PO

Hello Everyone,

 

In my sales order header, I include the PO number from our customer.

when I create a PO for our factory in the header I have the same field, but when I create a PO from a SO I need to retype the number on this field

in the SO I use the field "P.O. No" and on the Purchase order I use the field "Other1",

 

Is there a way to link these fields?

 

Thanks 

Solved
Best answer January 26, 2021

Best Answers
Angelyn_T
QuickBooks Team

Copying information from SO to PO

Hi there, @Ffraga.

 

Thank you for following up with us. I'm stepping in for a moment and share with you some additional insights about your sales order and purchase order transactions.

 

These fields are totally different depending on what data or details you want to enter from each. These are extra fields wherein you can either rename them and use it for internal notes (other information) or leave it as it is. If you wish to copy any information from the Other field on your sales order to your purchase order, then input it on any available field (Other1 and Other2).

 

For more tips about managing custom fields in QuickBooks Desktop (QBDT), I recommend opening this article: Create and use custom fields in QuickBooks Desktop.

 

Also, here are some of our help articles you can open to know more about sales and purchase orders:

 

 

Moreover, I suggest checking out the topics from these articles for additional resources about managing A/P and A/R transactions in QBDT:

 

 

Please feel free to leave a comment below if you have any other questions about copying a sales order into a purchase order. I'm always here to help. Have a good one!

View solution in original post

4 Comments
Charies_M
Moderator

Copying information from SO to PO

Good day, Ffraga.

 

I'm here to shed some light regarding the process of copying information from Sales Order (SO) to Purchase Order (PO).

 

In QuickBooks Desktop (QBDT), the Sales Order and Purchase Order follows a sequence of their number from the last transaction number made. Thus, when you create a PO from an SO it will follow the PO's most recent number.

 

Aside from that, PO has a default header for P.O. No. Even though you enter PO no. 2 on the SO, if the original sequence of the PO stopped at no.4, it will continue the number which is 5.

 

In your case, if you use the Header for Other1 in the PO, you'll need to manually enter your desired PO number based on the information created on the SO. 

 

Here's a sample screenshot for your visual guide:

 

Find out more about customizing form templates in QBDT through this article: Use and customize form templates.

 

You can also run the Open Sales Order by Item or Open Purchase Order report to review the transactions.

 

Here's how:

  1. From the Reports menu, choose Sales, then Open Sales Orders by Item. (Purchases, then Open Purchase Orders by Item.)
  2. Click the Customize Report button.
  3. In the Columns section, look for Item and Item Description and select them.
  4. Click OK and then Refresh.

I'm also including this article to help you customize reports in QuickBooks Desktop.

 

Please know that I'm just a post away if you have other questions about managing transactions or any QuickBooks-related concern. I'd be happy to help. 

Ffraga
Level 2

Copying information from SO to PO

Thank you Charles,

 

Just one more question

Regarding the Header fields, on "Sales Order" there is the field "Other" and on "Purchase Order" there are "Other1" and "Other2". Is any of them related to use on SO and copy to the PO?

 

Best Regards

Angelyn_T
QuickBooks Team

Copying information from SO to PO

Hi there, @Ffraga.

 

Thank you for following up with us. I'm stepping in for a moment and share with you some additional insights about your sales order and purchase order transactions.

 

These fields are totally different depending on what data or details you want to enter from each. These are extra fields wherein you can either rename them and use it for internal notes (other information) or leave it as it is. If you wish to copy any information from the Other field on your sales order to your purchase order, then input it on any available field (Other1 and Other2).

 

For more tips about managing custom fields in QuickBooks Desktop (QBDT), I recommend opening this article: Create and use custom fields in QuickBooks Desktop.

 

Also, here are some of our help articles you can open to know more about sales and purchase orders:

 

 

Moreover, I suggest checking out the topics from these articles for additional resources about managing A/P and A/R transactions in QBDT:

 

 

Please feel free to leave a comment below if you have any other questions about copying a sales order into a purchase order. I'm always here to help. Have a good one!

View solution in original post

Ffraga
Level 2

Copying information from SO to PO

Perfect!, nailed it!

 

Thanks!

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