How to receive multi PO, but invoiced partial can be mixed from PO

Hello, nitsujayyy.

I'm chiming in to help you manage those multiple purchase orders, and ensure they are reconciled or closed. 

A purchase order is closed or reconciled once a bill (or an item receipt) is raised for the items ordered. I also take it that you're referring to a customer invoice. It won't actually affect the PO, regardless if the invoice is paid or not. 

With that said, the process to close or reconcile your purchase orders starts with a bill (or an item receipt followed by a bill). 

If those multiple purchase orders are recorded under a single vendor, then let's raise a bill from them:

1. Click on the Vendors menu, then select Enter Bills. 
2. Select the vendor's profile under VENDOR. If there's an open PO under the vendor, QuickBooks will automatically prompt you. Hit Yes to attach the POs to the bill. 
3. Check the PO, then click OK.

This is just a matter of adjusting what the customer ordered. So, we'll want to delete the items they didn't order, then adjust the quantity if needed. 

Under the CUSTOMER:JOB column, attach the customer's profile, then check the Billable column. This allows us to copy the contents of the bill to the customer's invoice (when we raise it). 

Although, if those purchase orders are recorded under different vendor profiles, then we'll want to raise multiple bills for them. A single bill can only accommodate one vendor.

Let's just make sure to attach the customer's profile under the CUSTOMER:JOB column, then mark them as billable. Doing this would allow us to create only one single invoice. 

After raising the bills from those POs, they would either be closed (with a check mark under CLOSED) or have their quantities adjusted automatically (received quantities are indicated under RCV'D column).

If all quantities were copied to the bill, then the purchase order would be marked as Received in full. 

More details about purchase orders are highlighted here: Create purchase orders in QuickBooks Desktop.

If you need to track these transactions, we can run some reports in QuickBooks. Take a look at this article if you need help in the future: Understand reports. 

If you have more questions about managing your purchase orders, let me know and I'll gladly help you out. If you need help with something else like your sales entries or reports, include the details in your reply. Always here to assist. 

Let me read it a bit but basically it’s like this. I also have integration with Shopify. So let’s say this. I would purchase inventory from vendor. It will be open or closed whatever it is to receive it. When I have my customer who buys inventory can be 1 cases or whatever I let my vendor know and they’ll invoice me. Example

PO1

product A 500 cases

PO2

product B and C 300 cases

customer placed 1x A and 2x B 5x C. So I tell my vendor that these items sold and vendor will invoice these. But how can I link the invoices appropriately to PO open/close to deduct total balance. Eventually when customer buys it will eventually close out. So I’m my inventory I’ll have A 499, B 298 cases, C 295 cases left. The open PO balance will deduct accordingly 

So I have a app integration with Shopify that it will generate their order as a sales and deduct inventory. I just need to know how for multiple PO if receive the item, the open PO balance will deduct accordingly. Even with the invoice vendor sends me, that Po selection, how would I know which contains the product that sold? That’s my also concern. Because I also submit payment that way. 

can we schedule a call?

Thank you for getting back to the thread. I appreciate you for taking the time to explain that here, @nitsujayyy. 

I'll conform with my colleague about managing your multiple purchase orders and ensure they are reconciled or closed. 

After you've received and entered all of the items from a specific purchase order into QuickBooks Desktop, you'll need to create a bill or an item receipt, then a bill for the items received. Once the bill is created and marked as paid, QuickBooks Desktop will automatically close and reconcile the purchase order.

It is important to note that creating a customer invoice does not result in the closing or reconciliation of a purchase order. The customer invoice is a separate transaction to bill the customer for the items they purchased from you. It does not affect your purchase order or inventory levels.

We highly regard your concern and want what's best for your business. It is also best to connect with our QuickBooks Desktop Support. They have additional tools to pull up your account and do a screen share. 

To speak with one of our experts from QuickBooks Desktop. Please follow the steps below to contact support:

1. Click Help at the top menu bar, then select QuickBooks Desktop Help.
2. Select Contact us and then enter that you get Reminder prompts and Continue.
3. Then choose to Message an Agent or Talk to a Specialist.

Please refer to this article for additional details: Contact QuickBooks Desktop Support.

You can visit this article to learn ways to customize your reports: Customize reports.

For additional QuickBooks-related concerns, don't hesitate to post them here in the Community. We're always available and willing to lend a hand to your queries. Have a great day ahead.

I understand customer has no relation. I’m more so asking about if I have multiple PO open and vendor invoices me for whatever I sell and these items are spread out throughout all invoices how can I reconcile it. So if items are suppose to deduct from PO 1 and PO 3 how will QBD know. To do that so when I check reports I have this much of product left if you know what I mean. Every time I sell something I can’t check each PO and match it up with the bill. 

So basically in a sense I’m using my vendor as inventory which is why I’ll have a open PO. I want to receive what I have so I can have inventory to put in to Shopify. When customer

buy then I’ll have Vendor invoice me so I can do bill, but let’s say that item is not in the PO but another one how will it all reconsolidate? 

so if I have 50 open POs, every invoice is from 1 item of each PO, how does QB know which one I’m paying for?

I appreciate you providing more specific information about your POs concerns, nitsujayyy. I'll go into more detail about this.

The bill transaction will populate the item as well as the PO number from which it originated. That's how you'll know which PO item you're paying for. I'm adding a photo as your visual reference:

I've included these articles about different ways to track customer transactions and what you owe to your vendors:

• Get started with customer transaction workflows in QBDT.
• Accounts payable workflows.

If you have additional questions, please add them in the comment section. The Community is open 24/7 to assist.