Linking a paid bill to PO

You can't. Just the mark the POs as closed. Then, go back to your bills and enter their corresponding PO numbers as reference

Hello there, rkmilalm.

Let me share some information about linking a paid bill to purchase order in QuickBooks Desktop.

When recording an item as a credit card charge, we can link this transaction by following the steps below. As long as we ensure that the PO was created already. Here's how:

1. Go to the Banking menu and select Enter Credit Card Charges.
2. Click Select PO from the menu.
3. Choose the vendor name by clicking the Vendor drop-down arrow.
4. Select the PO where you want to link the credit card charge by ticking the original transaction.
5. Then, hit OK.

Here's the sample screenshot:

For the second question, we can associate the bill to the original PO by following these steps. Here's how:

1. Within the Bill page, click Select PO.
2. Locate the PO that will need to link the bill.
3. Make sure the transaction is ticked next to the Date column.
4. Click Save. Once done, select the Pay Bill from the menu.
5. Find the PO and put a check-mark on it.
6. Then, hit Pay Selected Bills at the bottom part of the page.

Here are the sample screenshots for additional reference:

You'll also want to check these articles about your accounts payable workflows:

• Accounts Payable workflows in QuickBooks Desktop
• Set up, use, and pay credit card accounts

That will do. Let me know if you have follow-up questions. I'll be right here to assist more if you still need help. Take care and stay safe always!

How do prevent creating another payment transaction when going through this process of linking an  already paid invoice to a PO?

I tried the recommend process suggested by Admin, but it generated a payment. If the bill has already been paid and you just want to associate the payment to a PO after the bill has been paid how can one accomplish that without generating another payment?

Thanks for joining this thread, Txmd79708.
 

You can link purchase orders to a bill from your Vendor Center. This way, a new payment record isn't created.
 

Here's how:

1. In the top menu bar, go to Vendors.
2. Choose Vendor Center.
3. Click your vendor's name.
4. Find the Vendor Information section, then locate your bill under the Transactions tab. Once you've found it, double-click it.
5. Use your Select PO icon.
6. Tick the checkbox for your purchase order.
7. Hit OK.
8. Select Save & Close.

For more information about this process, I recommend reviewing our Accounts Payable workflows resource. A link to it can be found in SarahannC's post.
 

You'll additionally be able to find many detailed resources about using QuickBooks in our help article archives.

I'll be here to help if there's any questions. Have a lovely day!

Hello,

I have four POs  I need to attach to paid invoices after the fact. I tried the instructions listed but I found that it added to the invoice which I did not want as these are paid and processed.

Thanks

Hello there, Redkayak. I'd be glad to share a few things about attaching purchase orders to paid invoices in QuickBooks Desktop (QBDT). 

Please know that the process provided above is when you link paid bills to PO. In your case, linking purchase orders (PO) to paid invoices is not possible in QBDT. What you can do is mark the PO as closed if it's open. 

If you really want to attach the PO, you'll need to process another payment because the balance will change in the invoice. You can use the Memo to add information or reminders of the transaction.

You'll want to learn more about the Accounts Payable workflows you can use in QuickBooks Desktop. 

Feel free to reach back if you have any other concerns or follow-up questions. Just leave a comment below. I'll be here to help in any way that I can.

this only works if the PO is open. 

If the PO has already been received, it will not show up in the drop down menu.

Also, from our experience, once you associate a PO with a check, the system automatically marks the PO as being received in full.

Neither of these behaviors are good. We pre-pay for many if not most of our product orders, so that the check is written long before the items actually arrive. It is false for Quickbooks to assume that just because we wrote a check that the items have arrived.

So my two questions are:

1) How can we associate an already Received PO with a check?

2) How can we stop the system from automatically Receiving items when associating a PO with a check? 

When will QB have the ability to link a Received PO to a check?

Quickbooks logic seems to make no sense when looked at in the real world.

In many situations, companies do not pay for materials until AFTER THEY HAVE BEEN RECEIVED. So, being unable to associate a check with a PO that has already been received does not seem to match with how the real world works. 

Similarly, it appears that quickbooks automatically marks a PO as Received when a PO is associated to a check. Again, this does not match the real world, where often a vendor requires payment before materials are shipped. So, this means if you handle the check properly, your inventory is wrong, and if you handle inventory receipt properly, your check is wrong.

The only situation where QB logic works is where one issues a check simultaneous with receiving materials. I don't know about other businesses, but this happens less than 1% of the time in our business.

Thank you for providing more information on your concerns, @Square1. 

We understand that you would like to link a received Purchase Order (PO) to a check in QuickBooks. However, currently, this feature is not available in QuickBooks. You can only associate a PO with a check when receiving an item, and the PO needs to be open.

We are aware of the importance of this feature for your business, and we appreciate your interest in it. With that, we recommend sending your valuable feedback to our product developers. By doing so, you can help us improve our services and make your experience with QBDT even better. To submit your request, follow the steps below.

1. Go to the Help option.
2. Choose Send Feedback Online.
3. Click Product Suggestion. A pop-up window displays.
4. Enter your feedback suggestion
5. Click the Send Feedback button.

Rest assured that our developers will review and consider your feedback depending on the number of requests received.

Additionally, we suggest checking out our articles about accounts payable workflows in QuickBooks Desktop to help you better manage your accounts. 

Feel free to reach back if you have any other concerns or follow-up questions about PO in QBDT. Just leave a comment below. I'll be here to help in any way that I can.