Is there a way to edit (quantity) a customers purchase order once it's been entered?

Yes, there is a way to update the quantity in a Purchase Order (PO), @sestamping. I can guide you through the process step by step.

When you create a purchase order in QuickBooks, its initial status is Open, allowing you to make modifications as needed. You can follow the steps below to update your PO in QuickBooks Online (QBO).

Here's how:

1. Go to Expenses.
2. Navigate to the Vendors tab and choose a vendor.
3. Select a PO you want to update.
4. Update the QTY by clicking the View/Edit option under the ACTION tab.
5. Click the Save or Save and close button when done.

Furthermore, if you use QuickBooks Desktop (QBDT). Here's how to edit a purchase order within the program:

1. Go to Vendors, then select Purchase Order List.
2. Double-click the vendor with the purchase order you want to edit. The purchase orders window appears.
3. Select the purchase order to edit. If you don't see any, select the Left View icon.

Moreover, when your vendor accepts the purchase order, your PO status will be Closed. You can then add it to an expense or bill to make the transaction official. Check out these guides below for more details:

• Create purchase orders in QBDT
• Create and send purchase orders in QBO

Finally, we'll be including these links in case you want to get a snapshot of your business:

• Run reports in QuickBooks Online
• Reports QuickBooks Desktop

We're always here to help you maintain accurate and up-to-date purchase orders in QuickBooks. Use the Reply button if you have any other concerns managing vendor transactions in QuickBooks. We're always here to assist you, @sestamping. Take care.

I'm not talking about a vendor purchase order. I was referring to a customer purchase order.

Yes, you can definitely edit your customer's purchase order, sestamping. Let me walk you through the process.

First off, are you referring to Estimates or Sales Order? If you're referring to estimates, you can modify this by following the detailed steps below:

1. Go to Sales.
2. Navigate to the Estimates tab.
3. Choose the estimate you want to edit.
4. Click the View/Edit option under the ACTION tab.
   
5. Update the necessary details
6. Hit Save and close.

On the other hand, if you're referring to sales orders, please note that you can edit them, but there are certain conditions. You can only edit open sales orders that are unfulfilled and either have not been invoiced, have an unpaid invoice, or have an invoice that has been voided or deleted. If the accounting period is closed and no invoice has been created, then it can be edited.

Here's how:

1. Navigate to Sales, then select Sales orders.
2. Find the sales order you need to edit.
3. Under the ACTION tab, click Edit.
4. Make any changes you need.
5. Hit Save.

Moreover, I'd like to share some materials that would be useful in your business:

• Convert an estimate into an invoice in QuickBooks Online
• Set up and send progress invoices in QuickBooks Online
• Record invoice payments in QuickBooks Online

Lastly, if you need help managing your estimates, our QuickBooks Live Expert Assisted service is available to offer guidance. From creating estimates to generating insightful reports, they can assist you every step of the way.

With this, you can successfully edit your estimates and maintain accurate financial records. If you have more inquiries regarding with estimates or any other QuickBooks concern, feel free to leave a comment below. The Community is always here to assist you.

I'm referring to a purchase order that a customer send us for parts.

I see where you can edit now but that didn't work. We have a customer that has about 150 purchase  orders with us. Each part has a different PO. In QB Desktop you could enter a PO that stayed opened the whole year but you could bill against the PO every time you ship a part. It would take away from the quantity and show the balance left. Here is an example.

PO# 5510009052, 10,000 pcs open for the whole year. On 01/10/2025 I would bill and ship 500 pcs against that PO. Which should leave a balance of 9,500 pcs. Is there a way to do that without having to enter a PO every time I ship?

I can imagine how challenging it must be to manage multiple purchase orders individually, Ses. It appears you are referring to a sales order when you mentioned recording the customer's purchase orders. Since it isn't currently possible to create an invoice incrementally against a sales order, you can use the estimate function as a workaround. This allows you to create a customer's purchase order or sales order, and you can invoice against the estimate each time you ship apart. Let me clarify things and provide help with these orders.

First, ensure Progress Invoicing is enabled in your Account and settings to achieve this.

Once done, you can start the process of running the progress invoice, here's how:

1. Navigate to the +New tab and select Estimate under the Customer column.
2. Add Product and services.
3. Enter the amount for an estimate.
4. Click Save.
5. Then click the Create invoice on the upper right side.
6. Choose the second option on How much do you want to invoice?
7. Then click Create invoice.
8. Finally, click Save.

Just a heads up, unlike a sales order, it doesn't block the inventory count to reserve item quantities. Nevertheless, you can utilize this workaround for now.

The ability to edit quantity items in a sales order in QBO is crucial. Therefore, I encourage submitting feedback to QuickBooks so that this feature can be considered in future updates.

You can also consider reaching out to our QuickBooks Live expert Assisted team, they are available to assist you with recording progress invoices and addressing any QBO concerns.

Additionally, you can run the open invoices report to monitor the status of these long-term transactions once everything is set up.

Let us know if you have further questions about managing your orders in QBO. We'll be right here to help you anytime.