Quantity on Purchase Orders incorrect

Thank you very much for your guide, the Rebuild tool sorted the problem out!

Hi MargaDLS. I'm glad to hear your issue was resolved. Just be sure to remember, if you need anything else we're always here to help in the QuickBooks Community. Please have a great rest of your day as well. 

How do correct the "on orde" count in QB's online?

It's nice to see you join this thread, aperez2.

I'd love to help you with your concern, but may I know what are you trying to achieve with on order count? Do you want to change the status or remove it? I would appreciate additional details or screenshot to help me identify which part of QuickBooks are you referring. This way, I can look for a permanent fix and prevent this issue moving forward.

In the meantime, you may want to save or visit this articles that provide answers to your How do I questions in QuickBooks Desktop: QuickBooks Community help website

Looking forward to here your response. I'll be on the look out. Have a great day a head.

Thanks for the prompt response. I have a few sku's that show a higher on hand count than what is reflected in an open purchase order. Somehow QB's is claiming a different number and I cannot locate the origin of the problem. I ran Open PO reports, and the report only states the purchase order reflecting the true on order count. However, when I hover over the sku in the PO, it shows a different number and misleads us to believe the part is on order.

Thoughts?

Hi, @aperez2.

Thanks for getting back to us and sharing the details of your concern. Allow me to chime in and help fix the issue you're having with SKUs in QuickBooks Desktop (QBDT).

We haven't received any reports similar to what you're having. Since the Open PO reports shows the correct on order count, there may be a possible damage in your data.

Let's isolate this by running the built-in Rebuild and Verify tools. This automatically fixes minor company file data issues.

Here's how to do it:

1. In QBDT, go to the File menu, then hover over Utilities and select Rebuild Data.
2. On the QuickBooks Information window, select OK. Follow the onscreen steps to save a backup.
3. Let the tool repair your file. It may take some time. QuickBooks may seem stuck, but as long as you can move your mouse, the tool is working.
4. When the tool finishes, select OK.
5. Go to the File menu. Then hover over Utilities and select Verify Data.
6. Let the tool check your file for data issues.

If QuickBooks doesn't find any problems, select OK. You can keep using your company file. You don't have any data damage. If it finds an issue, select Rebuild Now.

If the same thing happens, check out this article and proceed to Solutions 2 - 4 for more troubleshooting steps: Fix data damage on your QuickBooks Desktop company file.

In case you need it, I'll add these articles that tackle managing PO and adjusting quantity or total value of your products in QBDT for more information:

• Create purchase orders in QuickBooks Desktop.
• Adjust your inventory quantity or value in QuickBooks Desktop.

I also recommend visiting our website for more tips and other resources you can use in the future: Self-help articles.

Please post again or leave a comment in this thread if you have follow-up questions about this or anything else QuickBooks. I'm more than willing to help. Take care always.

Apologies for not making myself clear. I am working on QuickBooks intuit, not a QBDT.

AP

In desktop, a PO was created but an item was missed. The PO was received with the bill. The missing item was then added to the bill, saved and the PO opened and the missing item added and saved. Item shows in inventory, bill total is correct, but PO shows 0 item for that item. I tried closing it with a check mark and it closed but stayed at 0 quantity. There are 12 items received, how do I get the PO to show 12 items instead of 0?

Hello, SheilaLa.

I want to make sure that the correct quantity is reflected on your purchase order. 

This happens when a PO is added with a line item not linked to the bill. 

So, even though you've mirrored all the items on the PO with the bill, the quantity amount (for the newly added line item) would still show as zero because there's no link for both transactions. 

There are two ways to fix this. 

We would want to delete and recreate both the PO and the bill, then add the items to properly link both transactions together. 

Simply open the bill, then click on Delete. Do the same for the PO. 

Then, recreate both transactions by receiving a PO with the bill. The quantity or the RCVD column should now reflect the proper amount as seen here: 

Another way is to leave the PO as is, then create another bill for the missing items. Since you mentioned that you closed the PO with a checkmark for the missing items, we would want to remove it, then save the PO.

Next, let's create a bill by clicking on Vendors, then selecting Enter Bills.

When you select the vendor's name, a prompt appears that an open PO is available. Simply check it to add the missing items. Then, proceed with the creation of the second bill.

The PO should now reflect the proper quantity received:

If you'd like to track your POs, bills, and other transactions, we can run reports to achieve. If you need help running them in the future, I'll include this article: Understand reports. 

You can always drop by if you have more questions about managing your purchase orders and bills. If you need to take care of other entries, let me know and I'll gladly help you again.