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SKIPPY08
Level 2

How do I mark a mass amount of Purchase Orders as billed? They were paid but not in QB's.

How do I mark a mass amount,(several years worth,) of Purchase Orders as billed? They were paid but not in QB's. I'm trying to clean up the QB's file. I'm using QB's Desktop. Please help & thank you!!

7 Comments 7
MariaSoledadG
QuickBooks Team

How do I mark a mass amount of Purchase Orders as billed? They were paid but not in QB's.

Let's make sure you'll be able to close all your Purchase Orders, SKIPPY08.

 

Purchase Orders are non-posting transactions. You'll want to close them so you'll be able to clean up your QuickBooks file. To do this, follow the steps below:

  1. From the menu bar, click Vendors
  2. Select Bill Tracker.
  3. In the Type category, select Purchase Orders.
  4. In the Status category, select Open.
  5. Put a check next to the PO you want to close.
  6. Select Batch Actions at the bottom, then Close Purchase Orders.

 

For more information, learn how to track the money you owe your vendors. I've attached this article for your guide: Accounts Payable Workflows In QuickBooks Desktop.

 

Please let me know if this helps you with your purchase order and bill, it's my top priority that this gets resolved. Have a nice day and stay safe!

SKIPPY08
Level 2

How do I mark a mass amount of Purchase Orders as billed? They were paid but not in QB's.

I understand what you are suggesting. I want to use the PO to create the bill. Here is what I was doing in the Unpaid Bill Report or the Bill Tracker: I chose, by vendor, the item receipt, then I check the "bill received" box and save. It then becomes a bill to be paid and I pay it. The problem is, there are more than 16,000 item receipts to do. Is their a way I can mark more of them at one time to speed up this process? 

Thank you!

 

Catherine_B
QuickBooks Team

How do I mark a mass amount of Purchase Orders as billed? They were paid but not in QB's.

I can show you how to create a single bill to multiple purchase order per vendor, SKIPPY08.

 

While the option to create a bill out of a purchase order at once, we can do it for each vendor and select all open POs. Let me show you how: 

 

  1. Go to the Vendors menu and select Vendor Center.
  2. Select on the vendor's name and right-click on the name. Select Enter Bill.
  3. If there are existing POs under that vendor, you'll be prompted with the Open Purchase Orders window.
  4. Select all POs that you want to copy to the bill.
  5. Click OK.
  6. Review the bill and then click Save & Close or if you want to pay it directly, just click the Pay Bill option from the menu.

You can follow the steps above for the rest of the vendors that have open PO. For more details on how to create a bill payment out of the bills created, you can click here.

 

For future reference, you'll want to check out these links that will help you manage and keep track of your vendor transactions:

 

Let me know if you have other questions. I'm just here to help you. You take care and stay safe!

SKIPPY08
Level 2

How do I mark a mass amount of Purchase Orders as billed? They were paid but not in QB's.

Thank you for your reply. I tried to do what you suggested but it only brought up the current PO's, nothing from the old PO's that I want to turn into bills. I don't know why that is. 

In my Bill Tracker, I see the current PO's listed as "Unbilled", as it should. In the next section, "Unpaid", I have 16302 Open Bills. Note, that in the sub section I selected "All" for the Vendor, Type, Status & Date. What am I missing?

Thank you again for your assistance, any help is greatly appreciated! 

SKIPPY08
Level 2

How do I mark a mass amount of Purchase Orders as billed? They were paid but not in QB's.

Hello, I forgot to mention in my response that this only brought up the current Unbilled purchase orders. If I change TYPE to Item Receipt, then it brings up the old PO's I want to close. However, when I go to the Batch Action, it does not allow me to chose any of the actions.

JasroV
QuickBooks Team

How do I mark a mass amount of Purchase Orders as billed? They were paid but not in QB's.

Thanks for sharing an updates with us, @SKIPPY08.

 

The option to bill multiple Purchase Orders (PO) at once is currently not possible in QuickBooks Desktop (QBDT). 

 

As a way around you can look for a third-party app that lets you select multiple PO and item receipts, then mark them at once. You can hover to the App Center and look for an app from there. You can also visit our Apps for QuickBooks Desktop for reference. 

 

Once you've found one, select the app and click Get app now to link it to your account. I can see having this option can seamlessly aid you in running your business. I suggest sending your feedback to our product engineers. This way, they can review your suggestion and might consider adding it in the future updates. I'll show you how.

 

  1. Go to the Help menu.
  2. Select Send Feedback Online.
  3. Then click Product Suggestion.
  4. Enter your suggestions and details then click Send Feedback

 

Let me also add this article that you can read for reference in case you need to refund your vendor: Record a vendor refund in QuickBooks Desktop.

 

I'm all ears if you have any other concerns or questions about PO. It's always my pleasure to help you anytime. Have a good one!

SKIPPY08
Level 2

How do I mark a mass amount of Purchase Orders as billed? They were paid but not in QB's.

Thank you for your time & letting me know.

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