Purchase Orders

Hi ST11,

I'm here to guide how you can remove the old Purchase Order.

A Purchase Order (PO) is a non-posting transaction. So, it does nothing to the accounting and will not duplicate any of your expenses. That said, you can delete the old PO. Here's how:

1. From the Expenses tab, select Vendors.
2. Select the vendor's name.
3. On the Transaction List tab, locate the purchase order transaction.
4. Under ACTION, click the drop-down arrow.
5. Select Delete.
6. Hit Yes.

I've also added this link on how you can add a purchase order to a bill:  Learn how to add an accepted purchase order to a transaction for your vendor.

I'm just a post-away whenever you need help with managing vendor transactions.

Is there a way to connect the PO with the already created Bill? I don't want to remove the PO completely as I still would like record it was created in QBO and sent to the vendor. Is it possible to open the PO and just from the small drop down select "close" PO? Will this keep it in the system or delete it?

Thank you for getting back, @ST11.

Linking the purchase order (PO) to the existing bill is unavailable in QuickBooks Online (QBO). 

The system allows you to use the POs for one transaction only. Once copied to a bill, the status will be closed automatically.

In this manner, you'll need to create another purchase order for your remaining bills. This way, you can link them successfully.

Moreover, you can delete the POs from your record or close them immediately if they won't be received. This action won't affect your financial reports since these are non-posting transactions:

1. First, pull up your purchase orders.
2. Choose one transaction, then click to open it.
3. Under the Vendor name, click the Open drop-down arrow.
4. Click the Purchase Order status drop-down arrow, then choose Closed.
5. Click Save and close.

Also, feel free to visit the following articles for more tips while handling POs: Enter expenses, pay bills, write checks, and manage suppliers

Please don't hesitate to reply if you need further assistance with purchase orders. We're always here to help you.

The issue is that I have open PO's that were not linked to a bill. The bills were not created from the PO. The bills are in AP and have been paid so the issue is what is the best way to handle these open PO's that are not linked to bills that have been paid. If I don't want to delete them from QBO, can I just open the PO, and from the "open" drop down link at the top left select "close"? Will this delete the PO from QBO or will is just close the unlinked PO?

Yes, you can, ST11.

Since we can't link an open purchase order (PO) to an existing bill in QuickBooks Online, you can close these transactions. Doing so won't delete the PO in the program.

Here's how:

1. Pull up your purchase orders.
2. Choose one transaction, then click to open it.
3. Under the Vendor name, click the Open drop-down arrow.
4. Click the Purchase Order status drop-down arrow, then choose Closed.
5. Once done, click on Save and close.
   

Additionally, I've added an article that'll help you track and manage your purchase orders, bills, and other vendor entries in QuickBooks: Enter Expenses, Pay Bills, Write Checks, and Add Suppliers.

Please keep us posted if you need additional assistance handling your expense transactions. We want to make sure your record is accurate.