Memorized transactions automatically enter

I commend you for trying and discovering the features yourself, @Susan1216.

I'll provide you with the steps you can perform to help you achieve your goal.

In QuickBooks Desktop we have the feature to customize templates for your forms. By customizing these templates you can control how they look and what information to include. I'll show you how to do it:

1. Go to the Lists menu and select Templates.
2. On the Templates page, click the Templates dropdown and choose New.
3. Select Purchase Order then OK.
4. Choose Additional Customization and uncheck the check box of the P.O. No.
5. Click OK.

When you make a Purchase Order, make sure to select the template you've created without the P.O. NO. 

For additional details, refer to this article: Use and customize form templates.

You can also check this article that can help guide you to generate reports in your QBDT to show the information you need: Customize reports in QuickBooks Desktop.

Feel free to drop by the Community whenever you have further concerns. Stay safe!

I created a template without the po number. I used an "other" field to enter a standing po number. However, it is still assigning a po number in sequence, just not showing it in the actual template. When I enter a bill, the pop up screen opens with the OPEN PURCHASE ORDERS, so I can choose which po to receive against. In this screen it shows the assigned po number. So it's still automatically entering the po number in sequence, it just doesn't show it on the template. The problem is that I have various po numbers used in our procedure. They are numbered this way, (employee initials, pre printed number). So as you can see, if it assigns a po number in sequence, it could pick up any of the last employee's pos and add a number, which could be a po they just haven't written yet. I need to be in control of the purchase order numbers because I use the number the employee hands in on paper. Attached shows the po # I need it to remain, the column shows the po # QB assigned. The assigned number is for another po that just hasn't been entered yet. I don't want to enter 52 purchase orders forcing the po number. And I already tried one po and used the grid to enter 52 dates, but when I receive one date, I have to zero out all the other dates. And there were a few purchase orders that somehow ended up closed when I tried that procedure. Any other ideas?

I appreciate your time getting back to us, @Susan1216. I have details regarding how the transactions are sorted with the current customization settings.

I understand how it would make your work easier if we can customize the number according to your format or reference. However, this is currently unavailable. 

The PO number is a unique reference number assigned to every purchase order. By default, QuickBooks automatically handles creating and tracking transaction numbers. When a new transaction is created, QuickBooks looks for the last transaction number and simply adds one. This system ensures that all of your transaction numbers are in sequence and that there are no duplicates.

In the meantime, you'll want to change the numbers manually.  Then, select Keep Number so it remains the same. 

See this article to learn more about tracking the items you order and receive: Create purchase orders in QuickBooks Desktop. You'll also want to consider my colleague's suggestions above to use and customize form templates. This way, you can control the layout and include the information you need.

Here's a reference that will guide you how to resolve template issues in the program: Fix common issues when you use and customize templates.

Click the Reply button below if you have follow-up concerns regarding purchase orders or other inquiries. I'll gladly help. Take care.

Actually, the extra detail of changing purchase order numbers would be confusing and cumbersome. So I decided to let QB number however it wanted to number and I would enter the correct number in the memo field of the purchase order and the "other" custom field. That way I can see the correct po number when I enter bills in the pop up "open purchase orders" window and choose the correct po by the memo field. This makes the QB assigned numbers irrelevant. It's a work around.