PO

The purchase order (PO) will automatically close as soon as it is converted to a bill. It's possible that a user tried to convert the PO to a bill which is why it was closed, Emma8876.

You can delete the bill to reopen the PO and be able to bill the remaining items. I've added a screenshot for your reference:

For additional details on what transpires once a vendor accepts a purchase order, please refer to the article: Add Purchase Orders to Expenses, Bills, or Checks in QuickBooks Online.

Furthermore, learn how you can manage or record payments for bills by reading this article: Enter and Manage Bills and Bill Payments in QuickBooks Online.

If you need assistance in managing your transactions, consider exploring QuickBooks LIve Expert Assisted. Our experts specialize in aiding business processes and can help you create purchase orders, bills, invoices, and other transactions, simplifying your business's streamlined process.

Let me know if you have any questions when converting PO to bill. I'll be more than happy to assist. 

Hi,

Thank you for your reply. I have another question regarding the PO.

The PO contains 20+ items, each with a quantity of 50+, and not all items will be shipped at the same time or with the full quantity.

When I receive the bill for only two items with a partial quantity, I understand I can create a new bill and add the PO, but this adds the entire PO, and I would need to delete the items not on the bill and adjust the amounts for each item.

Is there a way to select just the items and amounts I need for the corresponding PO, rather than linking the entire PO to the bill? Thank you

Selecting partial items from the PO and linking them to a Bill is currently unavailable, Emma8876.  However, adjusting the quantities or amounts in the line items of the bill is our available workaround to make a partial payment, just like you've previously done. Allow me to provide the steps and visual references below.

Here's how:

1. Click + New, then select the Bill.
   
    
2. Select a Vendor from the vendor dropdown.
3. Click Add on the Purchase Order (PO) when appears on the right-hand side of the screen.
   
    
4. Adjust the quantity or amount for each line or delete an item to reflect the portion you received or plan to pay for.
   
    
5. Select Save and close.

The purchase orders automatically close when all quantities are added to the bills. For more detailed information from the steps above, you can check this article: Add purchase orders to expenses, bills, or checks in QuickBooks Online.

Additionally, I recommend providing direct feedback to our engineering team regarding the option to select some items without including the entire PO in the Bill. They can consider your suggestion and potentially include it in future updates. We value customer feedback as it helps us enhance the various features of our products.

Here’s how:

1. Select the Gear icon, then choose Feedback.
2. Enter your comments or product suggestions.
3. Select Next to submit.

In case you have created a bill from a purchase order with a wrong or excessively high amount, you can refer to this article to help you correct the bill with the incorrect amount.

If you have any more questions about bills or other navigations in QBO, please drop them below. The Community team and I are always here to help you. Have a great day!