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How to clear out old Purchase orders from 2014. No Credit cards entered.

I have recently taken over a company that had started using QB Desktop in 2014. The user was not very familiar with using QB. I have purchase orders that are outstanding because they had never had a Bill and payment attached to them. Credit cards have never been set up until just a few months ago when I started.


I need to get these cleared up to provide more ' live ' information regarding outstanding orders.


Is there a way that I can ' close out ' the purchase orders with out showing accounts payable records or will I need to set up a fictitious credit card to clear them? As mentioned earlier - all have been paid for, and were just not tracked in the system that way.


Any help or advice would be greatly appreciated!

1 Comment

How to clear out old Purchase orders from 2014. No Credit cards entered.

Greetings, @Sara_F.


It's a pleasure to see you here in the Community. I'm here to share some insights about clearing an outstanding Purchase Orders (PO) in QuickBooks Desktop (QBDT).


Deleting or closing Purchase Orders, whether it's outstanding or not, won't affect your Accounts Payable records since it's a non-posting transaction. Additionally, you don't need to set up any credit cards to delete or close them. You only need to mark them as closed.


To do this, you may pull up Transaction List by Vendor report and filter it to show the outstanding PO from 2014. Here's how:


1. Go to Reports menu at the top, then pick Vendors & Payables on the drop-down.
2. Choose Transaction List by Vendor.
3. Click Customize Report on the upper left.
 4. On the Display tab, enter the date on From (01-01-2014) and To (12-31-2014) under REPORT DATE RANGE.
5. Go to the Filters tab, then enter Transaction Type on the search bar.
6. Pick Purchase Order on the Transaction Type drop-down, then OK.
7. Double-click on each transaction to view, then click Mark As Closed at the top.
8. Select Save & Close, then Yes on the pop-up notification.


I also attached some sample screenshots for your visual guide.








Just in case you need it, you may check out this helpful article that for more information about Accounts Payable workflows in QuickBooks Desktop.


That should clear out those outstanding PO in your QBDT. Please let me know how it goes or if I can be of additional assistance. I'll be here if you have any follow-up questions. Have a great day!

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