Open POs not showing up as open transaction when entering bill

Hi,

Just some additional info: I realized the problem described in the original post only exists for POs that were created prior to our update from version 18.0 to 22.0. If the PO was created AFTER the update, the PO *and* the Item Receipt will both show up as a transaction I can select to enter the Bill agaisnt. The Item Reipt and the PO are linked, so I'm not sure why both are showing up as selectable options (In my experience, the Item Receipt would only show up as an option if it wasn't linked to a PO). 

If I select to enter the Bill against the PO, the PO will reflect that it has been fully received and all items are on Bills, *but* the Item Receipt will still show up as an open transaction that future Bills can be applied against. Please let me know how I can fix this!!

Thanks!

Stephanie

Hello there, svienonen.

I appreciate you bringing your question forward here in the Community, as well as all of the details you've included. I'm happy to pass along some info regarding purchase orders and bills in QuickBooks Desktop.

QuickBooks allows you to receive inventory with or without a bill. If you choose to receive without a bill, "This will create an Item Receipt that increases your inventory asset account and accounts payable." Here's how to get this set up:

1. Go to Receive Inventory dropdown, then select Receive Inventory without a bill.
2. On the Item receipt window that appears:
  a.) From the dropdown, choose the vendor name.
  b.) Select Yes to receive a purchase order for the bill.
  c.) Choose the correct PO, then select OK.
  d.)Review the information on the Item Receipt. Note that except for the Memo field, any fields that were filled in on the PO are carried over to the Item Receipt.
  e.) Select Save & Close.
3. When you receive the bill for the inventory, proceed to Entering bills against Inventory.

I recommend checking out the following article for even more info about this workflow: Receive Inventory

There you have it. With these details the workflows for receiving inventory will be corrected. Please don't hesitate to reach back out if you have any additional questions.

Hi Morgan,

I appreciate the quick response, however, this does not solve my problem. I can create Item Receipts just fine, but the issue comes when trying to enter a Bill associated with the same PO. Once I do an Item Receipt for a PO, that PO no longer shows up as an open transaction available for me to enter the Bill against. If I choose to enter the Bill against the Item Receipt instead, then the PO still shows that there's no Bill entered against it.

This is some kind of glitch and not a process/workflow error as this is something I've done for the past few years, so I just need to know how to fix this glitch, please.

Thanks!

Stephanie

Thanks for getting back to me with those additional details, svienonen.

Since the steps for adjusting the workflow don't do the trick, I recommend reaching out to a member of the QuickBooks Desktop Support Team. Agents have advanced tools, such as the ability to screen share, and take a closer look to determine what's causing this issue. They'll also be able to get this escalated further if need be. Here's how to contact the team:

1. With QuickBooks open, press the F1 key on your keyboard.
2. Select Contact Us.
3. Enter Support in the field and click Continue.
4. From here you can begin a live chat session with an agent.

You'll be back up and running soon! I'm only a comment or post away if you have any other questions.