Purchase Orders Show closed items

Hi, imagingproducts. 

We can generate a report that shows closed in QuickBooks Desktop.

We can run the Open Purchase Order Detail report because it already has item descriptions. Then, by changing its Received filter to Either, we can see the open and closed Purchase orders. The ones with a 0.00 value under Open Balance means they are closed while others with a value mean they are open. 

Here's how:

1. Go to Reports tab. 

2. Select Puchases, then click Open Purchase Order Detail. 

3. Go to Customized Report, then select Filters tab. 

4. Type Received to Search Filters then click OK. 

You can apply additional filters if you wish to get your desired details. For more info, please check out this article: Customize reports in QBDT. Then, you can memorize it to keep a copy for quick future access.

You can always get back here in the Community if you have more questions about managing your PO's in QBDT. I'd be glad to help you some more. Take care and enjoy your day.

Thank you!  I know how to print it on a report.  But I want it to print on the purchase order itself, so if my warehouse person is receiving items into the warehouse and using our printed purchase orders for reference, he would know what has already come in and what has not on each purchase order.

Yes, you can print closed purchased orders, imagingproducts. I'll show you how.

1. Go to the Vendors menu.
2. Click on Create Purchase Order.
3. Locate the purchase order you'd like to print.
4. Click on the Print icon.

For your visual reference, I've also attached some screenshots below of how an open and closed purchase order looks like once it's printed.

Open Purchase Order:

Closed/Received Purchase Order:

Additionally, I've included these articles that'll help you view ready-made vendor reports and learn more about the AP workflows:

• Customize Vendor Reports
• Accounts Payable workflows in QuickBooks Desktop

Feel free to post here again if you have any other questions about managing and printing your purchase orders in QuickBooks. I'll be right here to lend a helping hand. Take care always. 

Thank you.  But I have a purchase order where some of the items have been received in and some have not.  See the screen shot I provided.  I would like to be able to print the purchase order where it shows either the "received" or "closed" column.  See my screenshot.  I want to see on a printed purchase order what items have already been received and what items have not, (which are all on the same purchase order).  Does that make sense?  Thanks for your help!

You’re most welcome, @imagingproducts.

In QuickBooks Desktop (QBDT), the ability to show what items are closed and received in the purchase order printout is currently unavailable.

You may consider using the Description column then enter the information you need. This way, you’re able to know what items have been received or not.

Here’s how:

1. Open and edit the purchase order.
2. In the Description column, enter the items you’ve received and not.
3. Click Save & Close.
   
   

These simplified guides will help and provide depth information on how you can manage purchase orders in QuickBooks:

• Use the purchase order management worksheet
• Use the Purchase Order Fulfillment worksheet

If you have other concerns or questions about managing purchase orders, please don’t hesitate to let us know. We’re always here to help.

Thank you, but then I assume QB will make me save it before I print it and I don't want the description changed permanently on that p.o.

I'll just hand write it in.  Maybe QB will add the feature in the future.  It seems silly that you can see the received and closed columns on the screen but not on the print out.

But thank you for your help!