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Level 2

I receive purchase orders from a customer. I bill hours against the PO. Is there a way to track the open balance on the PO?

For instance, if I receive a PO for $1000 of services, and then I invoice for $100 of services provided, is there a place to see the PO balance of $900?
6 Comments
QuickBooks Team

I receive purchase orders from a customer. I bill hours against the PO. Is there a way to track the open balance on the PO?

Hi there, @activeg2014.

 

There are several reports available in QuickBooks Online that allows you to view all the purchase orders. Among these are the following:

 

  • Open Purchase Order List - This report shows PO's grouped by vendor.
  • Open Purchase Order Detail - This report shows PO's grouped and its details including total, received, and balance quantities and amounts.
  • Transaction List by Vendor - This report shows all transactions grouped by vendor. You can customize this report to show only specific transactions like Purchase Order.

 

 Here's how to run a report:

 

  1. Go to Reports.
  2. Under Expenses and vendors, choose your preferred report (Open Purchase Order List, Open Purchase Order Detail, or Transaction List by Vendor).
  3. Filter the dates and other information by clicking the Customize button.
  4. Hit Run report.

 

Also, got these articles to learn more about managing reports in QuickBooks Online:

 

 

If you have other questions, just let me know. I'm always happy to assist you further. Have a great day ahead.

Level 2

I receive purchase orders from a customer. I bill hours against the PO. Is there a way to track the open balance on the PO?

Thanks MaryAnn.  This is cool, but my scenario is where I'm the vendor providing the services. The PO's are created by my clients, who I then bill.  I want to know if there's a place where I can record these orders from my clients, and see them fulfilled.  Is that a sales order?

Level 2

I receive purchase orders from a customer. I bill hours against the PO. Is there a way to track the open balance on the PO?

Thanks MaryAnn.  My scenario is flipped: I'm the vendor providing services.  My clients give me a PO number, and I invoice them referencing that.  So if there a place in Quickbooks online to record their order before I fulfill it?

Moderator

I receive purchase orders from a customer. I bill hours against the PO. Is there a way to track the open balance on the PO?

We can create an Estimate, activeg2014.

 

QuickBooks Online (QBO) doesn't have a Sales Order option. However, you can create an Estimate as a replacement and, later on, convert into invoices. 

 

Here's how to create an Estimate:

 

  1. From the + New button, select Estimate.
  2. Select a Customer.
  3. Enter their Email.
  4. Enter a PRODUCT/SERVICEQTYRATE, and AMOUNT.
  5. Click either Save and sendSave and close, or Save and new.

 

You also have the option to rename the transaction form from Estimate to Sales Order.

 

When you're ready to convert the Estimate to an invoice, you can check this guide: Convert an Estimate Into an Invoice in QuickBooks Online.

 

I'm just a post-away if you need help in converting the Estimate. Keep safe!

Level 1

I receive purchase orders from a customer. I bill hours against the PO. Is there a way to track the open balance on the PO?

I have the same issue.  I understand how to send the Estimate, but I would like to then reference the Purchase Order number that I receive from my client and then once the work is completed, would invoice from the Estimate w/ the Purchase Order referenced.  And of course be able to run reports to see which POs are still open.  Is that possible?

QuickBooks Team

I receive purchase orders from a customer. I bill hours against the PO. Is there a way to track the open balance on the PO?

We have simple ways on how to do this in QuickBooks Online (QBO) and I'll show you how, 

precept.

 

You'll have to manually enter the Purchase Order (PO) number on your estimates if you want it referenced on your sales form. Follow these steps on how to do add a custom field:

  1. Click the Gear icon, then select Custom Form Styles.
  2. Click the drop-down beside the New style button and choose Estimates
  3. Go to the Content tab, then click anywhere on the first part of your estimate form.
  4. Click Custom Field, then add Purchase Order on the field and tick the box. 
  5. Click Done.
  6. Once done, open the estimates then click Customize so you'll be able to use the template and for the Purchase Order number field to show.

Then, you can now convert estimates to invoice. And then, manually re-enter the PO number on your invoice. You can still follow the same steps above, but you'll just have to select invoice instead of estimates.

 

Finally, you can run Purchase Order reports in QuickBooks Online.

 

You'll also want to browse QBO help articles in case you need further information about the product.

 

If there's anything else that you need with sales forms, let me know so I can assist you.

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