Incorrect quantities are being received on Purchase order

Thanks for visiting the Community space, @Katgold. Let me help you fix your issue about your purchase order.

In QuickBooks Desktop (QBDT), a purchase order will be tag as Received in Full if the total quantities on your item receipts or bills match the total quantities entered on the purchase order.

To verify the issue why the purchase order is closed, you'll want to check the related transactions for this purchase order to see the total quantities.

Here's how:

1. On your QBDT account, click Vendor menu at the top.
2. Select Vendor center.
3. Locate and select the vendor that you created a PO.
4. Click on Transaction history.
5. From there, check the associated PO.

To know how to enter PO/Bill and additional information about these types of transactions, see these articles:

• Create purchase orders in QuickBooks Desktop
• Pay bills in QuickBooks Desktop

In case you need help with other processes and workflows in QuickBooks Desktop, feel free to visit its articles. Check them here and look for a specific topic. 

If you've got any questions when using QuickBooks, let me know by commenting below. I am here to help. Have a nice day.

Mirriam

Transactions show 200 gallons received - PO shows closed with 400 received.  Other items on the PO are also received but no transactions show the receipt as well.

So that doesn't explain the issue unfortunately.

Katgold

So in order to resolve quantity numbers I need to reach out to an accountant? 

Yes, you'll need to consult your accountant for help in adjusting your quantities, @SOSA. I'll provide more information by explaining why.

You might discover from time to time that you have more or less of a certain item than QuickBooks indicates. QuickBooks Online Plus and Advanced users who maintain inventory can manually change an item's quantity. This reflects what you actually have on hand without documenting a purchase or sale.

For our reports to be correct, we automatically record the necessary adjustments to your stock Asset and Cost of Goods Sold (under stock Shrinkage) accounts when you save the inventory modification. For additional information, see this article: Adjust inventory quantity on hand in QuickBooks Online.

You can also delete and recreate the items to correct the quantity on hand. Set up and track your inventory in QuickBooks Online.

Once everything's settled, let's pull up some reports to see your sales and inventory status. This way, we can check to see your best sellers, what’s on hand, the cost of goods, and more.

Please don't hesitate to comment below if you have other concerns about managing inventory. I'm just around to help. Stay safe.

But why is this happening?  The best way to prevent this from occurring in the future is to explain the possibilities.  I too have the same issue while using Enterprise Solutions Manufacturing and Wholesale 23.0.  Sending a user off to an accountant or QB "expert" doesn't help other users of this site.  On a large PO, I received 50% of an item, qty 25 in June.  Now in August, the transactions show that those 25 items of the 50 on the PO have been paid, which should leave 25 more to receive now that those 25 have arrived.  However, the PO states that all 50 have been received.  While the PO is still open, that particular item is not.  How does this happen and how can it be prevented?  I'd greatly appreciate a resolution to this.  

I recognize the urgency in resolving incorrect quantities on purchase orders in your account, aUSERid1. Allow me to share insights to help you keep going when managing your inventories.

With the purchase order you've created, you'll want to review the status of the transaction as closed and verify the related transactions associated with the PO entry. This way, it is to confirm the entries linked to the particular PO are correct. Also, you can manually delete or unlink any unnecessary transaction found from there to ensure no discrepancies are related to the PO created. I've added a screenshot below for reference.

However, if the same thing happens, unusual behaviors like this might have caused data damage to your company file. To help us identify and ensure these quantity values on your purchase orders will accurately reflect in your record, let's run the Verify Rebuild Data tool. Beforehand, please secure a backup copy of your file and make sure your QuickBooks Desktop is up-to-date. This way, you'll always have its latest features and fixes. To do this:

1. On the top menu, click File and select Utilities.
2. Click on Verify Data.
3. Select OK when QuickBooks doesn't detect any problem with your data.
4. If verify finds an issue with your data, you'll be prompted to Rebuild Now or View Errors.
5. Click Close or View Errors and take note of the specific error message.

Then, here's how to rebuild data:

1. On the top menu, click File and choose Utilities.
2. Click OK if you receive a prompt to back up your company file.
3. Select OK when the rebuild is complete.
4. You can run the Rebuild Data again to ensure there's no error.

Additionally, you can share a detailed screenshot on your end to help us identify further and have a visual reference on your concern.

Moreover, you may want to visit this guide when handling quantity adjustments on your inventories if you encounter negative amount issues in the future: Adjust your inventory quantity or value in QuickBooks Desktop.

We'll keep this thread available for any additional queries you may have when managing purchase orders. Feel free to leave a reply in the comments below. Keep safe!

OK.  I will need to do this after hours, in single user mode, after the tech team secures a backup and I notify the accountant.  I will let you know what happens with a Verify and possible rebuild.  Thanks.

Yes, we did have the tech team verify and rebuild the data as indicated above.  Unfortunately we still had to adjust inventory quantities after creating a PO with the original PO number, followed by a letter, since the original PO was listed as closed.  We still do not know why this happens as to prevent it in the future.