Closed Purchase order has a balance

I've got your back to find the cause of why a closed purchase order still has an open balance, @LindsayB1.

To start, let's check if all the items in the Purchase Orders (PO) are pulled up into the bill. There are times that items are entered manually which keeps the PO open. To proceed, open the bill then, edit the vendor's name, and re-select the original vendor. This should allow you to re-choose the PO. Doing so, we can determine that info added is correct.

Once verified that the actual PO is added to the bill and you still see an open balance, we can use the verify and rebuild tool. This would help identify and resolve any data integrity issue of your company file. 

Here's how:

1. Close all the open windows by going to the Window tab and choose Close All. 
2. Choose the File menu to start verifying your data. 
3. Click Utilities and choose Verify Data. 
4. If you see the "Your data has lost integrity" message, let's proceed with rebuilding your file.
5. Go back to the File menu and choose Utilities.
6. Click Rebuild Data. 
7. Select OK to start backing up your file. The Rebuild Data utility starts as soon as the backup is completed.
8. Choose OK when you get the message "Rebuild has completed". 

For further insights about the process, you : Verify and Rebuild Data in QuickBooks Desktop.

For more tips while handling your purchase orders and other vendor entries, you can check out the resources from this link: Enter expenses, pay bills, write checks, and manage suppliers.

Fill me in if you have further concerns with purchase order showing a balance. I'm willing to lend you a hand. Stay safe!

Hi Rubielyn,

Thank you so much for the information !

I sometimes enter the items manually.  Do you know if the Verify and Rebuild data tool is the only solution for the closed PO to show a 0$ balance?

Have a great day!!

Lindsay

Hello there, @LindsayB1.

I'm here to add information to resolve your issue with the closed Purchase Order.

Yes, as mentioned by Rubiely_J, Verify Rebuild is the resolution of your current problem. Also, make sure to update your QuickBooks Desktop to the latest release.

Here's how:

1. Go to Help and select Update QuickBooks Desktop.
2. Select Update Now, then choose to Get Updates.
3. When the update finishes, close and reopen QuickBooks.
4. Install the update when asked, and select Yes.
5. Once done, restart your computer.

Then you can run a report and customize it to get the details you want.

Let me know if you have additional questions about Purchase Order. I'm always here to help. Have a great day.