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pikes
Level 2

Bills not getting auto populated with line items from purchase orders

Hi, I'm testing out quickbooks online to see if it will work for us so we can get off of our old accounting software. I've created a purchase order and added a line item to it for an item bought from a vendor. If I try to create a bill for it, the items do not automatically transfer over to the bill. In fact the screen doesn't look like the tutorials I've seen online for how to do this. Is this a quickbook bug or feature? If feature is there a way to turn on copying items from a PO onto a bill?

 

See screenshot for what I'm talking about. You can see the PO is linked but there are no items on the bill...

Solved
Best answer July 21, 2021

Best Answers
Jen_D
Moderator

Bills not getting auto populated with line items from purchase orders

Thanks for posting here again, @pikes,

 

Joining the thread to share additional insights about copying a purchase order to a bill. This problem is unusual, so we need to check a couple of things to rule out the issue.

 

First, make sure to check the settings if the option to add items on purchase transactions is enabled. This way, we can make sure that items will populate automatically once copied. Here's how:

 

  1. Go to Settings ⚙ and select Account and Settings.
  2. Select Expenses.
  3. Click on the Bills and expenses section.
  4. Make slider for Show Items table on expense and purchase forms is enabled. It is indicated by the bright green color.
  5. You can also toggle it off and on to refresh the settings.
  6. Once done, press Save then Done.

 

After that, copy the purchase order again to the bill and see if it successfully add the items. If not, let's proceed to the next troubleshooting. 

 

Unexpected issues in QuickBooks are sometimes affected by the amount of data stored in the cache. This is because a regular browser will constantly overwrite itself and will not remove history unless done manually.

 

Private browsing will not save any history, so it's a great place to identify issues in the browser. Use these keyboard shortcuts to launch a new private window:

 

  • Google Chrome: press Ctrl Shift N  
  • Mozilla Firefox: press Ctrl Shift P
  • Safari: press Command Shift N

 

Try copying the PO one more time. If it works, clear the cache to resolve browser issues in QBO. Using a different browser can also help.

 

I want to make sure this billing issue is resolved and you're able to do it successfully. If you have other questions or need further help, just post here again. I'll be right here to help. Have a good one!

View solution in original post

4 Comments 4
ZackE
QuickBooks Team

Bills not getting auto populated with line items from purchase orders

Welcome to the Community, pikes.
 

I can certainly understand how an option to auto-populate bills with line items from purchase orders could be useful and have submitted a suggestion about it as of today.
 

You can also submit your own feature requests while signed in.
 

Here's how:

  1. Use your Gear (⚙️) icon.
  2. Click Feedback.
  3. Enter your suggestions and/or comments.
  4. Hit Next.
  5. Choose Skip and send message.
  6. The available drop-down menu can be used to pick an appropriate category.
  7. Select Send message.


Your feedback's definitely valuable to Intuit. It will be reviewed by our Product Development team and considered in future updates. Feature requests can be tracked through our Customer Feedback website. You can also find recent news about QuickBooks on Intuit's Product Updates webpage.
 

I've additionally included a couple detailed resources about using your auto-recall feature and creating bills that may come in handy moving forward:


Please feel more than welcome to send a reply if there's any questions. Have a wonderful day!

pikes
Level 2

Bills not getting auto populated with line items from purchase orders

Hi there, thank you for responding so quickly to my message! You say that this is a good suggestion which suggests that it is actually NOT a feature of quickbooks as of right now. However, there are several videos on youtube that demo this functionality very specifically so either it existed in the past and now does not, or it's a bug and is missing in error. Here are two very specific videos that demonstrate how creating bills from purchase orders auto populated the line items from those purchase orders on the bill:

https://youtu.be/jOtsT91SZ2A?t=2074

 

In this video, he creates a purchase order and when he creates the bill, he adds the PO to the screen which automatically populated the item from the PO which was a dell laptop. Your current Bill screen does NOT look like the one in this video.

 

https://youtu.be/pHU7AQbIkBo?t=419

 

In this video, the functionality is very much the same. Purchase orders were tied to bills and then that bill automatically got populated with items from that purchase order. My current bill screen does NOT have any line for Items, only for Categories. Why is this? Did it get removed? Why? If it did get removed, what replaced it? PLEASE HELP!

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Jen_D
Moderator

Bills not getting auto populated with line items from purchase orders

Thanks for posting here again, @pikes,

 

Joining the thread to share additional insights about copying a purchase order to a bill. This problem is unusual, so we need to check a couple of things to rule out the issue.

 

First, make sure to check the settings if the option to add items on purchase transactions is enabled. This way, we can make sure that items will populate automatically once copied. Here's how:

 

  1. Go to Settings ⚙ and select Account and Settings.
  2. Select Expenses.
  3. Click on the Bills and expenses section.
  4. Make slider for Show Items table on expense and purchase forms is enabled. It is indicated by the bright green color.
  5. You can also toggle it off and on to refresh the settings.
  6. Once done, press Save then Done.

 

After that, copy the purchase order again to the bill and see if it successfully add the items. If not, let's proceed to the next troubleshooting. 

 

Unexpected issues in QuickBooks are sometimes affected by the amount of data stored in the cache. This is because a regular browser will constantly overwrite itself and will not remove history unless done manually.

 

Private browsing will not save any history, so it's a great place to identify issues in the browser. Use these keyboard shortcuts to launch a new private window:

 

  • Google Chrome: press Ctrl Shift N  
  • Mozilla Firefox: press Ctrl Shift P
  • Safari: press Command Shift N

 

Try copying the PO one more time. If it works, clear the cache to resolve browser issues in QBO. Using a different browser can also help.

 

I want to make sure this billing issue is resolved and you're able to do it successfully. If you have other questions or need further help, just post here again. I'll be right here to help. Have a good one!

View solution in original post

pikes
Level 2

Bills not getting auto populated with line items from purchase orders

OMG this is exactly what I needed, thank you Jen_D! This fixed the problem, I wonder why this isn't enabled by default?

 

Anyway, I'm grateful for your help. Have a great day!

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