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Level 1

Can I save a negative amount line in purchase order?

QuickBooks pro desktop.

I want to make a line of negative amount in purchase order, because I will return an previous purchased item to same vendor.


For example,

12/5/2018 Create PO: item A, amount 5.

12/10/2018 Receive items and close the PO.

12/15/2018 Found defect item 1 out of 5 from the purchase.

12/20/2018 Create new PO: item B, amount 3, and same time, decide to make proposal discount of the defect item A.

--> I want to make one PO, 3 of Items B, and minus 1 of item B 


Can I do that?


If can't, is there any alternative resolution for the problem?


Thank you, 


1 Comment
QuickBooks Team

Can I save a negative amount line in purchase order?

It’s nice to see you today, Miz.

I want to make sure you can properly record the returned in your account.


Currently, you cannot add a negative line item on a purchase order. Since the transaction is non-posting, creating a bill will help effectively track the returned goods.

When returning an item to a vendor, you decrease the quantity on hand and it creates a credit with the vendor. To input the transaction, follow these steps:


  1. Go to the Vendors menu, and click on Enter Bills.
  2. Select the Credit radio button to account for the return of goods.
  3. Enter the Vendor name.
  4. Click on Save and Close.

After following these steps, you can apply this credit to your next bill. I'm also adding a link to help record a vendor refund in QuickBooks Desktop.

In regard to the new purchase order created, make sure to enter the correct number of items and create a note for the previously returned item. By the time you’re ready to close out the transaction, create a bill and apply the credit from the previous bill.


If you have additional questions about the process, leave me a comment. I'll be glad to lend a helping hand. Have a good one.

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