We are new to quickbooks and still working the kinks out. We wrote POs for expenses (building repair, fire inspection, etc...) in our old system. I am looking to try to do something similar here. In our old system we would just write the description in item area and assign it an expense GL. However, it doesnt appear I can do that here. Do I have to make an actual item for everything and assign the item a GL code in the item card itself? We don't do POs like this often, but it seems like a bit of extra work. Any suggestions?
You can do this Fine: " However, it doesnt appear I can do that here. Do I have to make an actual item for everything and assign the item a GL code in the item card itself?"
Yes; make a set of Items, such as "Other Charge" that are Single-sided, Expense only, and Name them what they should name for clarity of the Account you linked them to. Examples:
Alarm Service = Repairs expense
Plumbing Service = Repairs Expense
Or, make One Generic item named Repairs; put the Detail in the PO, for the Description of this One PO entry here. Leave the Item without any default Description at all.
Repairs expense item
"We don't do POs like this often, but it seems like a bit of extra work."
If you are issuing POs and expect partial draw requests, you need to Swap Quantity and Rate.
PO for $35,000 Site Engineering contract is $1 each for 35,000 Quantity. POs are fulfilled by Quantity and not Price. You cannot partially fulfill Qty <1 of the $35,000 contract. It would be All or Nothing until complete.