Entering bills, but Select Related Purchase Order missing from list

Let's make sure you'll be able to match the purchase order to your bill, Toonces.

Under normal circumstances, QuickBooks matches uploaded bills to existing bill transactions or any existing purchase order. The program will determine if an existing vendor bill matches the vendor name, amount, and date, and display the information for confirmation. It's possible that the purchase order is linked to another bill, that's why it's not showing on your end. Since you've already performed the Verify and Rebuild tool, I suggest reaching out to our phone support team so they can investigate further. They have the tools to pull up your account in a secure environment. 

At the same time, you may also need to review your accounts in QuickBooks to make sure they match your real-life bank and credit card statements. For more information, please read this article for more information: Reconcile An Account In QuickBooks Desktop.

Feel free to let me know if you have any concerns when matching transactions. I'll always be right here to help. 

The Purchase Order is keyed in by the buying manager. The bill is keyed by AP. Nothing is uploaded. 

The purchase order and bill are from the same vendor. Simply put the Purchase Order is NOT on the list of Select Related Transactions for that vendor. 

We ended up deleting the Item Receipt and then the Purchase Order appeared on the list of Select Related Transactions. We hope this is an isolated incident because we have plenty of purchase orders that need to be matched to bills. 

There's definitely something amiss in the dbase/program matching process. 

I have also been experiencing this issue with our program. We noticed this started happening as early as May of 2022. Here's what I've noticed:

• If the Bill is entered after I enter the Item Receipt, the PO is NOT on the list of "Select Related Transactions". 
• If the Bill is entered before I enter the Item Receipt, the PO IS on the list of "Select Related Transactions". 

I agree something is massively amiss. This has caused all of our POs for the last 8 months to show line items as Received, but not "on bills". I've called customer support 6 times and still do not have a clear answer about this bug. One rep said this was part of some update, but my gut tells me otherwise. The PO always used to be available to enter a bill against no matter when the item receipt was entered. I've verified/rebuilt data dozens of times with no errors.

Customer support has also recommended I use the Tool Hub to run the tool doctor. We are hosted through Right Networks, so at first chat with them when trying to download the Tool Hub app, they said they can't download the app onto our remote desktop. However, the Right Networks rep downloaded our company file and ran it through the Tool Hub himself and again, showed no errors.

I don't know how to get this resolved.

I can share some information that can help you with resolving the error you're having, @JacStamato.

To resolve this inconsistency you're having, I suggest reaching out to our Customer Support team. Let them know that after running the QuickBooks Tool hub, no error was received but the error persists. They can take a look into your company file in a secure environment, and help you resolve it.

Follow the steps below on how to reach them:

1. From your QuickBooks Desktop account, click the Help menu at the top.
2. Select QuickBooks Desktop Help.
3. Provide some information about this concern in the search box.
4. Click the Contact Us link at the bottom of the window.
5. You'll now be provided with a few support options.
6. Select Get a call to arrange a callback from a support agent. Or Start a chat to chat with them directly.

You can check this article for more information about the different types of support we offer and their availability: Contact QuickBooks Desktop support.

Check out this article for more information about tracking your transactions with your vendors by paying bills that have a purchase order: Accounts Payable workflows in QuickBooks Desktop. 

I'm always here if you have further questions with bills or anything else with your account. Keep safe, and have a wonderful day!

Hi @MJoy_D ,

Thank you for reply. I spent time on a call this morning with a Quickbooks support team member. Here's the steps we took:

1. Opened up a sample file and tried to duplicate the issue that I have with my company file. We were unsuccessful in duplicating because EIR (Enhanced Inventory Receiving) could not be turned on in the sample file. We were unable to determine if the problem existed in the sample file.

2. Our Quickbooks is hosted via Right Networks, so next we decided to download Quickbooks locally on my desktop so that we could run the Tool Hub Application locally. No errors were detected and the problem still existed.

3. Still in the program on my desktop, we verified and rebuilt data twice through back to back. No errors related to this issue remained after both rebuilds. The rep says this confirms there is something about our company file that "Quickbooks doesn't like". (Shout out to this rep Kevin, he was super pleasant and great to work with as we tried to figure this out!)

The issue remains unresolved. Kevin gave me two remaining options:

1. Keep using our workaround which is:

• If the Bill is entered after I enter the Item Receipt, the PO is NOT on the list of "Select Related Transactions". My AR team will select the Item Receipt transaction to connect to the bill. 
• If the Bill is entered before I enter the Item Receipt, the PO IS on the list of "Select Related Transactions". My AR team will select the PO transaction to connect to the bill.

2. Reconcile our company file and start a new company file. 

Is there anything else we can do? It is a major inconvenience as me (the purchaser for the company) and my AP team are not under the same roof, and this pretty much requires a conversation or a special note notifying them what to enter the Bill against based on whether or not I've entered an Item Receipt first. This is not how it used to be. It leaves line items on our purchase orders as far back as April of last year look like we've received the product, but not added them to bills.

I wish you didn't have to go through all these hurdles when matching purchase orders (PO) to bills, JacStamato. Allow me to share some information about the issue you're having.

As I've tried to replicate it here using the QuickBooks Desktop (QBDT) 2023 version, I was able to see the PO on the Select Related Transaction lists even after or before entering the Item receipt. Before doing so, I turned on the Enhance Inventory Receiving (EIR) feature and did create a purchase order.

To ensure I've done your possible options, I did replicate your issue and concluded that:

• If Bill is entered after I enter the item receipt, the PO will appear on the Select Related Transactions lists.
• If the Bill is entered before I enter the item receipt, the PO will appear on the Select Related Transactions lists.

Thus, to help us narrow down the issue, we'd appreciate it if you could add screenshots to get more details on what's happening on your end. Also, this will help us further check what's causing the issue.

Additionally, since you've already done some troubleshooting steps and other workarounds, I'd suggest creating a dummy company file and following the exact process. Doing so will help us identify if there's data damage.

Please let us know what the results are so we can further provide you with the best possible solutions.

I'd be glad to hear more from you, JacStamato. Feel free to get back to this thread for any additional questions. Take care!

Here are screenshots of what we are running into - 7 images below.

An additional scenario is this:

Sometimes we enter multiple Item Receipts against a PO (I think that's pretty normal for most companies). If I enter a partial Item Receipt against a PO and then go to enter the Bill, in the "Select Related Transactions" list, the PO AND the Item Receipt will appear so it is not clear which one to select to connect to the Bill. 

I will next take your suggestion and create a dummy company file to try and replicate the issue. Will report here when I have done that. 

Wow, I just came across this problem.  I had no idea what was going on and why the PO was not coming up when I entered the bill.  When I started searching support it seems that this has been an issue for a few years now!  It never affected us because we usually have entered the bill before receiving the items so this is the first time it's happened.  Anyway it sounds like QuickBooks has not resolved this impending issue that's been an item of discussion for at least 2 years.

We have been having the same issue since 2019.

Hundreds of hours wasted with Intuit and still no solution.

See the link below we have even filed complaints with the Better Business Bureau and still nothing has been fixed. Pure denial that the system has an issue.

https://quickbooks.intuit.com/learn-support/en-us/other-questions/re-where-can-i-lodge-complaints/01...

I hope finally this tread can be solved or a patch is programed to fix the obvious fault in the system. 

I would say QuickBooks enterprise is not really fit for purpose nor does it function as advertised. 

I am encountering the same problem. I first discovered it a year ago when I was on Enterprise version 2019 and was trying to upgrade to version 2021. At that time, I was told it was data damage related but I discovered on my own that I was able to upgrade to version 2020 without this problem (despite my data damage). Now I must upgrade from version 2020 and cannot find a higher version that does not have the problem. I have tried versions 2022 & 2023. Intuit once again claims it is from data damage and their only solution is to be down for days while they repair the data damage. Frankly, after reading these comments about the problem, I am not convinced this would even fix it plus I cannot afford to have my system down for days. Was anyone ever able to find a fix or livable work around to this problem with any of the Enterprise versions after 2020?

Wow guys, just found this thread. I am also having this issue for years now. I have literally hundreds of Item Receipts floating around when I enter a bill. This makes NO sense whatsoever, I also contacted QB support but they seem to have NO clue as to what the problem means. They could never find a solution for me. I don't understand how it's 2023 and QB cannot fix this simple and dumb bug. And same as the other users who posted here, if I receive an item before I enter the Bill, it's game over for that P.O., it will never be able to relate it to the bill. So stupid. Intuit, FIX THIS!!! 

Hi, 

We have a product line which has a quantity on open PO that is not reflecting correctly in the Prodcut & Services list ? 

Good to see you in this thread, @Migrating to On-Line Problem. I appreciate the screenshots you provided. I understand how important it is to have the exact information shown in the Purchase Order (P.O.) in QuickBooks Online (QBO).

Allow me to help you through this time and ensure you get accurate details about why you're still getting incorrect on your P.O.

Based on your screenshot, the purchase order is still open. Moreover, the amount shown in your Product/Service is correct. However, if you already covert it through the Use copy it as a bill option, the quantity will double in the product and services.

In QBO, once you select the vendor's name when entering the bill, an Add to Bill menu will appear on the right side of the form. From there, you'll see the existing purchase order created for them. To link the transaction, simply select the Add option.

I'd be happy to guide you on how:

1. Open your QBO account and click the +New button.
2. Next, click Bill under the Vendor column.
3. Then, select the vendor's name in the Vendor field.
4. An Add to bill menu will appear on the right side containing the purchase order transaction you create for them.
5. Click the Add button to link it to the bill.
6. Once done, select Save and close.
   
   

See this article for additional information about this process: Add purchase orders to expenses, bills, or checks in QuickBooks Online. 

Also, I've added articles to learn more about how P.O works in QBO:

• Create and send purchase orders in QuickBooks Online.
• What is the quantity on the purchase order (PO)?

Feel free to share any additional ways I can assist you with your purchase orders by leaving a comment below. I'm here and eager to support you. Wishing you a fantastic day ahead!

Hi there, 

Thank you for the answer. I don't see where you say it's being relfected correctly though. Have a look at this screenshot. As you are aware from the previous screenshot there is an open PO for this particular product item however when I run a report for Out of Stock Items - you can see the orders quantity from the PO is not being pulled through / reflected against the product item. It reflects as Zero in the Qty on PO Column ?

Thanks for the update and getting back to us here in the Community, Migrating to On-Line.

An item's quantity will reflect as zero in the QTY ON PO column in the Products and Services list once the PO is added or linked to an expense transaction (for example, bill or expense). (Please see the screenshot below for your reference). Let's go to your vendor profile's Transaction List tab to verify its status. I'll show you on how to do this accordingly.

After a vendor accepts a purchase order, record it as a bill or expense. This closes your PO and connects it to your expense transaction to keep your accounting data accurate. You can visit your vendor profile's Transaction List tab to verify the status of your PO. Here's how:

1. Go to the Expenses menu.
2. Select the Vendors tab.
3. Find your vendor and select their name to open their profile.
4. Go to the Transaction List tab.
5. Filter your transactions to easily locate your PO. Check its status under the STATUS column.

Additionally, you can use reports to get helpful insights on the items you buy and sell and the status of your inventory. If you wish to know which ones to run depending on the kind of information you want to see, you can check out this article: Use reports to see your sales and inventory status.

Please let me know in the comments if you have other concerns about managing PO and expense transactions in QBO. I'm always ready to help. 

Hi there, 

Thanks for this info but the process described makes no business sense unfortunately as the PO will only become fulfilled once the physical product / service has been received from the Vendor. It doesn't become fulfilled / billable until such time this has happened. We can not create a bill for stock which has not been delivered as yet as this would 1) Erroneously increase the physical stock levels in the warhouse (Even though this hasn't yet been received) and 2) By not reflecting it as an open PO against that Stock Item it creates the perception that it still needs to be ordered. 

Please advise. 

Thanks so much.

Simon

Oh - sorry me again. Incidentally the PO in question has not as yet been added or linked to any Bill Transaction so should then be visible as an open PO for that Stock Item in the Product / Services Out of Stock Report should it not ?

Thanks for coming back to this thread, Simon. We know you're doing your best to understand the issue with your PO, and we appreciate you for doing so. Right now, let me share information, and help you reflect your PO in the Products and Services section.

As my colleague @Rea_M explained above, the quantity on the PO will only show if it wasn't added or linked to the bill. However, you mentioned that it wasn't. With that in mind, let's try to delete the PO transaction and recreate it. Before doing so, ensure to save the details of the PO. 

If the error persists, we recommend contacting QBO Live support. They can help you dig deeper into your account system in a safe environment. You can also ask questions about why it was happening to your account.

Additionally, we'll add these articles to help you manage your inventory items:

• Add product and service items to QuickBooks Online.
• Track inventory manually in QuickBooks Online.

For additional questions, don't hesitate to reply to this post. I'll be willing to lend a hand. Keep safe.

Hi, 

I will do thank you as the problem is quite a serious one, but they only seem to operate at obscure hours considering you have a global presence ? Isn't there an on-line support for UK customers ? 

Thanks.

Simon.

Hello there,

If you want to connect with our Support Team, please refer to this article: QuickBooks Online Support. Or to speak with one of our experts from QuickBooks Online Support. Please follow the steps below to contact support:

1. Sign in to your QuickBooks Online company. Click Help (?).

2. Select either tab: Assistant or Talk to a Human.

3. Search or select Contact Us.

4. Start a chat with a support expert.

You can contact us from M-F, 8:00 AM to 10:00 PM, and S-S, 8:00 AM to 6:00 PM.

You can utilize this article for future reference: Common custom reports in QuickBooks Online.

For additional QuickBooks-related concerns, don't hesitate to post them here in the Community. We're always available and willing to lend a hand to your queries. Have a great day ahead.

Hi, 

I am urgently needing to get hold of someone in the help department but it keeps saying the online chat is closed but your support info says it should be open ?

Support hours.

For QuickBooks Online Simple Start, Essentials, and Plus users
Live chat is available 8AM - 6PM SAST Monday - Friday

I am in South Africa. Please advise. 

Many thanks.

Simon

Hello there!

I want to ensure you can reach out to our support team.

I understand the urgency to resolve your issue so you can get back to working order. You should be able to connect with our live agent since it is still their support hours. Since it's saying closed, I suggest contacting them again.

If you get the same result, I recommend logging out and logging in to your QuickBooks Online (QBO) account. Then, contact our QuickBooks Support Team again.

Just in case you want to learn more about tracking stocks in QBO, you can check out this article for more guidance: Set up and track your stock in QuickBooks Online.

Come back to this post if you have other concerns or follow-up questions about this. I'm always here to help.

I know I am a little late to the party but I have had this issue & called QB multiple times about it.  They have no idea why it's happening.  I have realized that all you have to do it change the PO date & save it, then change it back to the original date, resave it & the PO will be on the open PO list again.  I've done this half a dozen times now & it works every time.

I know I am a little late to the party but I have had this issue & called QB multiple times about it.  They have no idea why it's happening.  I have realized that all you have to do it change the PO date & save it, then change it back to the original date, resave it & the PO will be on the open PO list again.  I've done this half a dozen times now & it works every time.