Item Receipt Open Purchase Orders Exist but Empty Box (No PO to select)

I'm here to help share how you can receive your inventory items, @stheobald.

Let me start by saying thank you for sharing how you tried running the QuickBooks Utility tool to resolve this one. You don't need an adjustment or a new item receipt not related to the existing purchase order.

Instead, let me show you how to receive your inventory items from the existing purchase orders created:

1. Go to Vendors.
2. Select Vendor Center.
3. Find and open the vendor profile you remember.
4. Choose one or any of the existing purchase orders in question.
5. Click the Create Item Receipts.
6. Review and confirm the date on the item receipt.
7. A window saying Open POs Exist and you'll want to select Yes.
8. Select the purchase order again.
9. Change the quantity or amount if needed.
10. Click Save & Close.

I'm adding this article with the topics you can use while recording the common vendor transactions: The Vendor Transaction Workflows in QuickBooks Desktop.

It'll always be my pleasure to help if you've got additional questions about QuickBooks inventory tracking. Use the Reply option below and surely I'll be here ready to assist you. Take care and stay safe!

Thank you but not a solution. As I mentioned in my post the box is empty, nothing to select.

Hello there, @stheobald. 

I appreciate you getting back to us. Let me share some insights about Purchase Order is empty. 

Sometimes it happens when the Purchase Order has already been copied to a bill. It would be easier to recreate the item receipt manually and close the Purchase Order.

Here are a couple of resources about working with reports which may in handy moving forward:

• Customize reports
• Customize customer, job, & sales reports

Additionally, you can check out this article with the topics you can use while recording the common vendor transactions: The Vendor Transaction Workflows in QuickBooks Desktop.

If there's anything else that I can help you with, please let me know in the comments. Stay safe!

Thank you for your reply. I do understand how to customize reports and the typical workflow. This seems to be an error in the programming with Quickbooks. I should not have to re-do, undo and re-do transactions to capture the item receipt or bill payment. Seems it is a glitch in Quickbooks.

I ended up doing an item receipt, not linked to the PO and then closed the PO.

I continue to have problems with receiving inventory. Will start a new thread again!!

I am having the exact same issue.  This is after getting my file unscrambled for other issues and having it sent back.  Where this was not one of the issues, it is now.  If you have found a solution, I would love to know what it is.  I agree that none of the answers that were given below are the issue.  It is a QB programming glitch.

This may help you as I've found it worked for us having the same issue!. Open the original PO and change the Expected Date to after your actual receipt date, save & close. Go back to select PO to receive items and it should be there

Note that we made the date changes in the PO on our Server file (if multi-user) 

Hope that helps!

I understand all of this, However, how do I turn off this automated warning message?  There is no PO for this transaction and the automated message just gets in the way of workflow.  

Thanks for joining this thread, Evan. I’m here to help, so you won’t receive warning messages when managing your transactions in QuickBooks.

You can go to your Preference window to turn this automated warning message off. Here’s how you do it:

1. Open your QuickBooks Desktop account.
2. Press the Edit menu, then click Preferences.
3. Select General on the left column and go to the My Preferences tab.
4. From the Preferences window, select the box next to “Turn off popup messages for products and services.”
5. Click OK after.
   

You’ll want to restart your program for this change to take effect. Also, you may need to repeat the process from time to time as updates and notifications alter your settings.

On the other hand, if you keep receiving messages, you can use the Feedback option to send this idea to our Product Development teams. This way, they could take action to help improve your experience. I’ll show you how:

1. Go to the Help menu.
2. Select Send Feedback Online.
3. Choose Product Suggestion.
   

I’ve added this link that contains tips and ways to manage expenses and suppliers in QuickBooks: Expenses and vendors. This will give you more details about your business and cash flow through proper bookkeeping practices.

Don’t hesitate to tap the Reply button below if you have any other questions or concerns besides disabling the automated warning message. I’ll be here to help. Take care always!

We also have this issue after an item receipt has been deleted.  Go to the PO, select Mark as Closed, then immediately click Mark as Open, Save and close. You can then find the PO available in the Open PO box.

Thanks for sharing this.  They need to get this fixed.

I had the exact same issue.  PO created 12/27/22, partial shipment received 12/28/22.  The rest came in today, 1/21/23.  Go to the vendor file and the PO is there and still shows open, but it doesn't come up with the "receive against open PO" window.

I found that changing the PO date to this year (1/1/23) fixed it.

But this is BS...there's a gazillion glitches like this in the program.  Now that I have to pay $100+/ month for something I used to buy for a couple - three hundred once and that was it, I shouldn't have to go through this.  Netsuite is looking better and better....

Thank you for starting this thread. Nothing worked until I read the below response to check "closed" and uncheck and save and close and PO will reappear when paying bill. Thanks again!

Hi there, jmar.

I’m glad to know that the responses in this thread help you rectify your concern with Purchase Orders (PO) in QuickBooks Desktop (QBDT).

Rest assured that the Community will always be here whenever you need assistance with your QBDT application in the future. Have a great day!

I agree that this works - change the date to after the receipt came in - however - it will STILL show the items already received on the PO and invoiced.  It should not do that and the date should not need changed.  For us this happens only periodically and supports what is said above in this thread.  This is most definitely a glitch.  I was able to give examples on my phone call with Belinda today on 02-21-2024.  Our phone call will show this is a glitch that needs fixed.  I had a live example to see.