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Level 1

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!


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!

Level 1

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

I attempted to use this strategy (suggested by QB Help Chat) to clear old "Item Receipt" transactions that were not cleared when the invoice was entered. Did not work because when I double-clicked on the transaction in the report there was no "Mark As Closed" option showing at all.

QuickBooks Team

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

Yes, the Item Receipt form doesn't have the Mark as Closed option, PatrickM2.


The said option is a function on the Purchase Order (PO) form. You can delete those old purchase orders since there are item receipts already entered. 


POs don't affect your accounts payable since those are non-posting transactions. And, the only way to clear those items receipts is to create a bill against them.


You can refer to this link: Accounts Payable workflows in QuickBooks Desktop. It provides instructions and detailed steps when you create a purchase order.


Upon sharing this solution, I still suggest consulting your accountant. This is to ensure you have accurate balances on your books.


Let me know if you have follow-up questions by commenting below. I'll be right here to help you.

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