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SteveMIn
Level 2

Entering bill against Item receipt vs PO

When our billing department is entering Bills and they pick a vendor it pops up the window to apply the bill toward something.  And they often have a choice of item receipt and PO.   Which should they be choosing?   I would assume Item receipt but I just want to make sure.  

 

Example in the attached Picture there is PO 220098 and Item receipt 220098 so when They enter the invoice which would they point it to?

Solved
Best answer February 21, 2022

Best Answers
Mark_R
QuickBooks Team

Entering bill against Item receipt vs PO

Your confusion ends here, @SteveMIn.

 

Allow me to fill you in on everything you need to know about item receipt and purchase order (PO) and how to manage them when creating bills.

 

The purchase order is a non-posting transaction that tracks the initial order placed with a vendor, while the item receipt is used prior to receiving a bill from the vendor as a posting transaction. 

 

With that being said, you'll need to link the PO to the bill if you received the items from the vendor. And connect the item receipt if you received the items but the vendor did not provide the bill yet. 

 

I'm adding this article to learn more about how to manage item receipt and PO: Receive inventory.

 

You might want to learn more about the Accounts Payable workflows in QuickBooks Desktop. This will help you track the money you owe your vendors. 

 

Please let me know if you need clarification about this, or there's anything else I can do for you. I'll be standing by for your response, @SteveMIn.

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2 Comments 2
Mark_R
QuickBooks Team

Entering bill against Item receipt vs PO

Your confusion ends here, @SteveMIn.

 

Allow me to fill you in on everything you need to know about item receipt and purchase order (PO) and how to manage them when creating bills.

 

The purchase order is a non-posting transaction that tracks the initial order placed with a vendor, while the item receipt is used prior to receiving a bill from the vendor as a posting transaction. 

 

With that being said, you'll need to link the PO to the bill if you received the items from the vendor. And connect the item receipt if you received the items but the vendor did not provide the bill yet. 

 

I'm adding this article to learn more about how to manage item receipt and PO: Receive inventory.

 

You might want to learn more about the Accounts Payable workflows in QuickBooks Desktop. This will help you track the money you owe your vendors. 

 

Please let me know if you need clarification about this, or there's anything else I can do for you. I'll be standing by for your response, @SteveMIn.

Chas_M
Level 1

Entering bill against Item receipt vs PO

We want to enter against item receipt otherwise we are having to re enter all receipt qty.  We now are not given the choice and are allowed only to enter the bill against the po.  Please advise on if this can be changed

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