Why does a partially received PO not show as OPEN when trying to receive the remaining inventory?

piperppp · ‎June 05, 2024

Hi!

We have been dealing with this problem for a while now. We get a bill from a vendor, but a few items were backordered. So we initially receive the items on the first bill. Then later we receive a second bill with the remaining items. So we go in and try to "Enter Bill Against Received Items" and the original PO no longer shows up in the open list when trying to choose a bill from the "Enter Bill Against Received Items" list. Even though I could go into the Vendor Center, find the PO and click on it and it still only shows as partially received and it is not closed yet. Why can I not find the PO a second time to receive the remaining items???? This has happened so many times and I have spent HOURS on the phone with Quickbooks trying to get an answer and no solution. This seems like such a common procedure, I would think Quickbooks would be prepared for this. Are there any answers?

ShyMae

I appreciate you sharing your concerns in detail, piperppp. I see how this situation has caused you. Let's collaborate to ensure the missing transaction appears when receiving the inventory.

Let's use the verify and rebuild data tool. It helps identify and resolve common issues in your company file that prevent the transaction from appearing on the Open Purchase Order list.

To begin, here's how to verify your company data:

Proceed to the Window tab, then Close All.
Click on File and select Utilities.
Choose Verify Data. Hit OK.

After that, follow these steps to rebuild your company data:

Go to the File menu, then choose Utilities.
Select Rebuild Data. QuickBooks will prompt you to do a backup before rebuilding your company file. Pick OK.
Save your backup, and OK.
When the Rebuild has completed message appears, hit OK.

Once completed, receive the remaining inventory.

There's also a workaround for you to proceed. We can manually change the status to close and then re-open it again. This process will ensure that the PO will show in the area where it should be appearing.

Let's locate the partially received transaction that is not showing in the Open Purchase Order list. You can follow these steps:

Hover over the Vendors menu. Choose Vendor Center.
Double-click the specific transaction missing.
Click Mark As Closed and then save it.
Locate it again. Select Marked as Open. Hit Save & Close.

Afterward, receive the remaining inventory.

For future reference, you can generate a report to obtain an overview of your future sales and inventory status.

That should ensure the successful tracking of orders and managing inventory. Rest assured that the workaround will help you get back on track. If additional assistance is needed, feel free to reach out. I'm always here to help.

View solution in original post

ShyMae

I appreciate you sharing your concerns in detail, piperppp. I see how this situation has caused you. Let's collaborate to ensure the missing transaction appears when receiving the inventory.

Let's use the verify and rebuild data tool. It helps identify and resolve common issues in your company file that prevent the transaction from appearing on the Open Purchase Order list.

To begin, here's how to verify your company data:

Proceed to the Window tab, then Close All.
Click on File and select Utilities.
Choose Verify Data. Hit OK.

After that, follow these steps to rebuild your company data:

Go to the File menu, then choose Utilities.
Select Rebuild Data. QuickBooks will prompt you to do a backup before rebuilding your company file. Pick OK.
Save your backup, and OK.
When the Rebuild has completed message appears, hit OK.

Once completed, receive the remaining inventory.

There's also a workaround for you to proceed. We can manually change the status to close and then re-open it again. This process will ensure that the PO will show in the area where it should be appearing.

Let's locate the partially received transaction that is not showing in the Open Purchase Order list. You can follow these steps:

Hover over the Vendors menu. Choose Vendor Center.
Double-click the specific transaction missing.
Click Mark As Closed and then save it.
Locate it again. Select Marked as Open. Hit Save & Close.

Afterward, receive the remaining inventory.

For future reference, you can generate a report to obtain an overview of your future sales and inventory status.

That should ensure the successful tracking of orders and managing inventory. Rest assured that the workaround will help you get back on track. If additional assistance is needed, feel free to reach out. I'm always here to help.

piperppp

I already verified my data the first time this happened and that did not help. However, your solution to mark the PO as closed and then to re-open and save the PO worked! That somehow took care of the glitch that was happening and allowed the PO to show up in my open PO list again still as only partially received! Thank you!

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Why does a partially received PO not show as OPEN when trying to receive the remaining inventory?