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Level 3

Creating Purchase Orders with Expense Accounts Upfront

Is it possible to Create Purchase Orders that allow linking expense account options prior to receiving the invoice(s) so that when invoices come in, someone doesn't have to at-that-time determine the expense account? Currently, it appears you would have to create every single item you purchase as an ITEM (on a list) and link it to an expense account in order to do so. We do not buy for resale. Most of our purchases are directly consumed.

4 Comments
QuickBooks Team

Creating Purchase Orders with Expense Accounts Upfront

Hi @NNeese,

 

I'm here to take care of your query about purchase orders in QuickBooks Desktop (QBDT).

 

A purchase order (PO) is a non-posting transaction. With that said, you're unable to include any expense accounts, since these affect your books. What you can do is utilize the Memo field if you wish to take note of the expense account(s) to use on the items in the PO.

 

You can take some time to view this article: Accounts Payable workflows in QuickBooks Desktop. This introduces 2 possible workflows available for QBDT. These are bills that have a PO paired to them, while the other doesn't. 

 

Feel free to leave a comment below if you have other questions. I'll be sure to get back to you. 

Level 3

Creating Purchase Orders with Expense Accounts Upfront

If you were to link an "Item" (using item list) with an expense account, will this make it where you do not have to choose an expense account later when you receive the items and invoice?

QuickBooks Team

Creating Purchase Orders with Expense Accounts Upfront

Thanks for the response, @NNeese.

 

Yes, once you've set up and linked the item to a specific expense account, then you won't have to choose an expense account later when you receive the items and invoice. Here's how you can add the expense account to the item from your item list:

 

       1. Go to the Vendors tab in the top menu, then navigate to the Item List.

 

 

       2. Right-click on the item and press Edit Item.

 

 

       3. In the Description section, under the Account drop-down, select the expense account.

 

 

       4. Hit OK when you're finished.

 

 

That's all there is to it! To learn more about the Item List in QuickBooks Desktop, you can refer to this Community article: Add, edit, and delete items.

 

Please come back to the Community for any questions or concerns that you may have. Have a great rest of your day.

Level 3

Creating Purchase Orders with Expense Accounts Upfront

Thank you. I understand how ITEM lists work. So basically, every item we want to track to "pre-code" to an expense, we have to link it with an item. I was hoping there was another way but it appears we will end up with a massive list of items in which are not real items but just for "linking" purposes only.

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