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How to enter and track customer-received purchase orders

I'm using Quickbooks for Mac desktop 2015, even though the "select your product" section above won't let me choose that. I double checked, and that's what I've got.

I provide metal polishing services to my customers. I will often receive a purchase order from a customer for several hundred various parts, say 75 aluminum adapters with a certain item number, 300 steel rods with another item number, and so on. I complete these parts in batches, and return them to the customer as they are completed. What I would like to do is:

1. Input the purchase order along with the part numbers, descriptions, and quantities into Quickbooks.

2. Create invoices for partial shipments based off of a purchase order.

3. Have my inventory for those item numbers update as I cut invoices.

Maybe I'm just being obtuse, but I can't for the life of me figure out how to do this, and I haven't had any luck finding the answer in the community either. Any help would be greatly appreciated! 

Thanks! :-)

Solved
Best answer 05-21-2019

Accepted Solutions
Established Community Backer ***

Look at estimates, you can edit a template and rename it...

Look at estimates, you can edit a template and rename it  customer PO if you like, progress invoice from the estimate.

View solution in original post

Community Manager

Re: Look at estimates, you can edit a template and rename it...

Here's a handy article for customizing form templates if anyone needs it.

 

Use and customize form templates

View solution in original post

13 Comments
Established Community Backer ***

Look at estimates, you can edit a template and rename it...

Look at estimates, you can edit a template and rename it  customer PO if you like, progress invoice from the estimate.

View solution in original post

Not applicable

Thanks so much for your help!

Thanks so much for your help! :smile:
Established Community Backer ***

"Have my inventory for those item numbers update as I cut...

"Have my inventory for those item numbers update as I cut invoices."

"I provide metal polishing services to my customers. "


If you polish THEIR products sent to you, this is not your inventory.

Anonymous
Not applicable

Re: Look at estimates, you can edit a template and rename it...

I have a similar problem in that I provide a service (temporary staffing) and my customers will sometimes create a purchase order on their end for my services.  For example, they wish to allocate $50,000 to temporary personnel for a specified project.  My invoices to them need to reference their purchase order, and we would like to run status reports, or better yet, receive an alert when we have completed the majority of the purchase order and may need to approach the customer to either increase the current PO or create a new PO.  Is there a way to manage this in Quickbooks (using Desktop)?

QuickBooks Team

Re: Look at estimates, you can edit a template and rename it...

Hello there, jgambi.

 

You can use the progress invoicing feature. This way, you'll know the status or progress of a specific job. 

 

First, you'll have to turn on the feature. Here's how:

  1. Click the Edit menu, then choose Preferences.
  2. Go to Jobs & Estimates, then choose Company Preferences.
  3. Under DO YOU DO PROGRESS INVOICING?, choose Yes, then click OK.

Next, create an estimate. Here's how:

  1. Click the Customers menu, then choose Create Estimates.
  2. Fill in the necessary fields, then click Save & Close.

Then, create the invoice from the estimate. Here's how:

  1. Open the estimate, then click Create invoice.
  2. The Create Progress Invoice Based on Estimate window will appear. Choose what to include on the invoice:
  • Create invoice for the entire estimate (100%).
  • Create invoice for a percentage of the entire estimate.
  • Create invoice for selected items or for different percentages of each item.

               3. Click OK, then click Save & Close.

 

To check the progress of the invoice, you can click the Progress button on the Invoice page. You can also click the same button to make changes or add more items. Please check the screenshot below. 

 

Feel free to let me know if you have further questions. I'll be around. Have a good one! 

Established Community Backer ***

Re: Look at estimates, you can edit a template and rename it...

You don't need to Invoice from the Estimate, to use an Estimate as a comparison reporting tool for PO completion. If you need to charge the customer from actual Billable time, go ahead. The point of Estimate is to lay the baseline for that project or budget. Do not Progress Invoice from it, if you mark time as billable and use that with the Add Time & Costs Function. You still have what you need for Est vs Actuals reporting. And the Timesheet reporting exists, such as Time by Job by Name by  Item, or By Job by Item by Name. Add the Columns for Billable, Not Billable, Billed, and Estimated. This lets you compare quantity across that row and these columns.

Not applicable

Re: How to enter and track customer-received purchase orders

I have the same problem

 

QuickBooks Team

Re: How to enter and track customer-received purchase orders

I'd like to know the issue that you've encountered with purchase order, bettyevansant

 

If the solutions provided by our AllStars @SkinnyRaven and @qbteachmt didn't work for you, it would be a great help if you could provide more details about your issue so we can find the appropriate solution.

 

I'll be waiting for your response. Thanks in advance!

Not applicable

Re: Look at estimates, you can edit a template and rename it...

Is there a way to do this using the web based service? Or would it be the same practice. I have the exact same need.

QuickBooks Team

Re: Look at estimates, you can edit a template and rename it...

Thank you for joining this conversation, @tbard.

 

I'm here to convert the same functionality for web based (QBO) subscriber.

 

You can utilize the Progress Invoicing feature to record the transactions in QBO. This allows you to split an estimate into as many invoices as you need.

 

Let's first turn on this feature:

  1. Click the Gear icon at the top menu.
  2. Choose Account and Settings.
    1.JPG
  3. Select the Sales tab.
  4. Go to the Progress Invoicing section and select the Create multiple partial invoices from a single estimate checkbox.
  5. Select Save.
  6. Click Done and then close your settings.
    2.JPG

After that, you can create a customize invoice template and name it as your "progress invoicing template".

 

Next, create an estimate that has the total amount of the product:

  1. Click the Plus (+).
  2. Choose Estimate.
  3. Select your customer.
  4. Enter the information.
  5. Select Save and New or Save and Close.
    3.JPG

Lastly, you're all set to create a progress invoice from the estimate!

 

You can decide how much you want to invoice according to the estimate. You can charge for a percentage or a specific amount. If you choose Custom amount for each line, then you'll have to enter a specific amount for each item on the invoice.
4.JPG

 

For the detailed instruction and additional recommendations, you can refer to the set up and send progress invoices article and New Progress Invoicing for QBO blog.

 

That should get you going today. Let me know how it goes or if you have any follow-up question about progress invoicing. I'll be here if you need further assistance. Wishing you all the best!

Community Manager

Re: Look at estimates, you can edit a template and rename it...

Here's a handy article for customizing form templates if anyone needs it.

 

Use and customize form templates

View solution in original post

zjh
Not applicable

Re: Look at estimates, you can edit a template and rename it...

I'm having a hard time parsing this response. Brevity at the expense of clarity isn't super helpful. Is there useful information somewhere in this word salad?

Moderator

Re: Look at estimates, you can edit a template and rename it...

Hi there, @zjh.

 

May I know what specific concern do you need help with? I'd appreciate if you can provide more details about your post so I can be able to help get it taken care of.

 

Just leave a  comment below by clicking the Reply button to add more details as to what you were experiencing.

 

Looking forward to your response and providing further help. Have a great day ahead.

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