Receive items on Purchase Order-forgot to enter as received

Hi there, @sprints.

Thanks for taking the time to reach out to the Community for support. 

To clarify, when you're stating you received an invoice, do you mean that you're receiving it from your vendor? If so, we refer to those invoices as bills in QuickBooks. 

If you received the items and the corresponding bills for them, here's what you'll need to do. 

1. Go to Receive Inventory dropdown, then select Receive Inventory with Bill.
2. On the Enter Bills window that appears:
   1. From the Vendor dropdown, choose the vendor.
   2. Hit Yes to receive a purchase order for the bill.
   3. Choose the correct PO, then click OK.
   4. Review the information on the Bill. 
   5. Select Save & Close.
3. When you're ready to pay the bill, proceed to Pay Bills screen.

However, if you have an instance where your vendor didn't send you bill, you can still receive the Inventory with out one. This is referred to as an Item Receipt. For additional details about these processes, check out Receive Inventory.

Please let me know if you have any questions or concerns. I'm always around to lend a hand. Take care!

Steps:

Purchase order issued

Good are received

Invoice entered from vendor

Invoice paid

Oops, forgot to enter as being received. Still showing no received.

If I mark as being received it will probably be under the tab to enter the invoice (has already arrived & paid)

Thanks for updating us about the steps you've performed, sprints. I'm here to ensure you're able to mark the purchase order as received.

To do this, let's link the purchase order to the existing bill that you've created. I'll show you how:

1. From the Vendors menu, select Vendor Center.
2. Select the vendor's name.
3. In the Vendor Information section, find the Bill under the Transactions tab and then double-click it.
4. Choose the Select PO icon.
   
5. Select the purchase order that needs to be included on the bill.
6. Click OK and then select Save & Close.

Additionally, I've included an article that'll help you see the complete list of workflows and other vendor-related transactions. This ensures your record is accurate: Accounts Payable Workflows in QuickBooks Desktop.

I'm only a post away if you need more help managing your vendor transactions, sprints.  It's always my pleasure to help you out again.

Thanks for the reply,

I know about that. My issue was I forgot to enter as being received. The invoice was entered and paid. Because of this to PO shows it is open.

Thanks for getting back to us, sprints.

Allow me to provide additional details about the purchase order in QuickBooks Desktop. 

A purchase order will remain open if the quantity of the item is not fully entered. This way, you can easily track open PO that needs to be paid. 

You can enter the purchase order as received to update the avg costing. Here's an article for the step-by-step procedure: Receive inventory

By the time you pay the actual received item, the PO will be tagged as close. For more details about this process, you can refer to these articles for reference: 

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

You can always get back to this thread if you have any additional concerns about PO, @sprints. You've got my back.

The suggestions above do not help. They always create a bill. Best thing is receive the items, which will create a bill. I would use a similar number to the real bill (by adding a letter, for example). If you have not paid the vendor, easy, use this and delete de other.(the mistaken one)

If you already paid the vendor, then create a fake bill (just to receive the items) and write in memo the real bill number) then create a credit memo to that vendor for the same amount.

Next time you pay this vendor call your fake bill and offset it with the credit memo.

That way your pending PO will not show anymore. You got your items and do not need to have those pending purchase orders there.  

What if you had a PO, paid for the inventory, but forgot to receive said inventory?

Already did steps to receive the inventory, but there isn't an option to just receive the inventory without having a double entry/double payment. Our QB company file had a glitch and lost several vendor invoices, as well as customer invoices, both of which had already been paid/received payments for.

Let's work together to handle this situation in QBDT, k-townsendCo1942.

Since you've already entered the bill and bill payment without linking them to the purchase order, we no longer have to receive the items to avoid duplicates. Instead, we can simply mark the PO as closed and then add a note or memo indicating that this transaction has already been fulfilled. Here's how:

1. Go to the Vendors menu.
2. Choose Vendor Center, then pick a vendor.
3. Head to the Transactions tab, then open the PO.
4. Add a memo, then click the Mark as Closed button.
5. Hit Save and close.

Additionally, we can verify and rebuild your company file to help detect and fix data integrity issues. Our QuickBooks File Doctor can also help data damages. I recommend following all the solutions highlighted in this article to rectify the problem: Fix data damage on your QuickBooks Desktop company file.

Moreover, refer to this guide about tracking inventory levels, monitoring stock movements, and ensuring efficient inventory management: Inventory Reports.

Come back to this thread for more updates or to let us know if you have any inquiries on inventory or any other QBDT-related matters. We're always here to have your back.