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Level 2

Link Existing Bill Item To Purchase Order

I have a client that is using QB Desktop Enterprise 20 for a wholesale operation. Recently they entered a bill with an item that they did not link to a purchase order. There are two other items that are correctly linked to the PO but one is not. Is there a way to link the remaining item to the PO now that the bill has been created and paid?

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Best answer June 26, 2020

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QuickBooks Team

Link Existing Bill Item To Purchase Order

Hi BobMc98. I'm glad you came to the community.  Let me walk you through the steps on how to do this:

  1. From the Vendors menu, pick Vendor Center.
  2. Select the vendor's name.
  3. In the Vendor Information section, find the Bill under the Transactions tab and double-click it.
  4. Choose the Select PO icon.
  5. Check all the purchase orders that need to be included on the bill.
  6. Click OK, then Save & Close.

Check out the article on Accounts Payable workflows in QuickBooks Desktop for some in-depth information about how everything links together. 

 

Let me know if this helps, and if you run across anything else be sure to check out the QuickBooks Learn and Support page for more great how-tos and articles. Don't hesitate to leave a reply below, I'm always happy to further assist. 

View solution in original post

6 Comments
Highlighted
QuickBooks Team

Link Existing Bill Item To Purchase Order

Hi BobMc98. I'm glad you came to the community.  Let me walk you through the steps on how to do this:

  1. From the Vendors menu, pick Vendor Center.
  2. Select the vendor's name.
  3. In the Vendor Information section, find the Bill under the Transactions tab and double-click it.
  4. Choose the Select PO icon.
  5. Check all the purchase orders that need to be included on the bill.
  6. Click OK, then Save & Close.

Check out the article on Accounts Payable workflows in QuickBooks Desktop for some in-depth information about how everything links together. 

 

Let me know if this helps, and if you run across anything else be sure to check out the QuickBooks Learn and Support page for more great how-tos and articles. Don't hesitate to leave a reply below, I'm always happy to further assist. 

View solution in original post

Highlighted
Level 2

Link Existing Bill Item To Purchase Order

Thanks! This was exactly what I needed. It ended up duplicating the line that was already in there but I deleted the incorrect one and all was well. 

Highlighted
QuickBooks Team

Link Existing Bill Item To Purchase Order

Hi BobMc98. Thanks for the reply. I'm glad to hear it helped. Let me know if you need anything else. Have a great weekend. 

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Level 1

Link Existing Bill Item To Purchase Order

I found this solution when searching for the same problem.  When following those steps, I get an error that the "transaction is not in balance".

 

What would cause this and how do I correct it?

 

ETA: What I'm trying to do is enter bills for items on a PO that are paid for when they are ordered.  Then I can pay the bill so the account balance is correct.  Then receive the items when they arrive...

Highlighted
Level 2

Link Existing Bill Item To Purchase Order

I couldn't really tell why the transaction isn't in balance without seeing the transaction, but I would venture a guess that, when connecting the PO, it duplicated some lines as mine did. Check all your transaction detail for any dupes.


Bob Mc.

Highlighted
Level 1

Link Existing Bill Item To Purchase Order

I hear ya, I've already deleted the payment and the bill and re-did the bill applying to the PO.  When doing it this way, I feel I'm asking QB to do something it wasn't designed for.  To me, it seems like a basic and desirable feature to be able to pay for an order and then receive the items later.  I have net30 accounts, but at times I order from new vendors or off of eBay or Amazon and pay with a credit/debit card.  I'd like to be able to create bills and pay them to keep the account up to date, and then receive the items later....

 

  I may set up a company file just to play with and see if this is "just how it works" of if it's a fluke that it gave me this error, this time.

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