PO Change Order Line item details

whizzey · ‎September 22, 2021

We are implementing PO's and I can't seem to get the line item details for a change order on a PO to show in any reporting. As an example, if I have a PO for 50K with a 30K remaining balance and do a change order for a new service at 20K, I am able to run a report that shows my total PO is now 70K and the remaining balance. If I run the line item details though it will not report on this new line item or the fact my PO is now 70K. It seems to show the PO total still at 50K on the line item reporting. Seeing if there is another option? Thanks

Rea_M · ‎September 23, 2021

You're already on the right track in monitoring your Purchase Order (PO) transactions in QuickBooks Desktop (QBDT), @whizzey. With this, I'll make sure you're able to balance the difference between the reports you've pulled up and keep your data accurate.

There's no need to create a new PO and then do a change order to check for any reporting issues. The Open Purchase Order report shows the total amount with the PO you've created and after the change order. While the Open Purchase Orders Detail report indicates the total PO amount excluding the closed ones.

Based on your screenshot, you'll have to either unchecked the closed POs or missing line items (please see the screenshot below for your reference) or filter both reports without the closed ones. This way, you're able to remove the difference between the two transaction reports and get the data you need.

Also, QBDT offers a wide variety of ready-made vendor reports that tell you where your company stands in terms of expenses and accounts payable. To further guide you in keeping track of your POs and inventory, you can customize your item reports by checking out this article: Customize item reports.

Please don't hesitate to comment below if you have other reporting concerns and questions about managing POs in QBDT. I'm always around to help. Take care and keep safe, @whizzey.

View solution in original post

Kristine Mae · ‎September 22, 2021

We're here to help you, Whizzey.

I'd like to know more about this, though. What specific report did you pull up? This way, we can check if there's an open investigation the same as yours.

Also, can you provide us a screenshot? It'll help us take a better look at your issue.

Feel free to get back to this thread with more information and some screenshots. We'll reply to you as soon as we can. Thanks in advance.

whizzey · ‎September 23, 2021

Thanks for following up. I have attached screen shots that include the two reports, the differences I am getting and the updated PO details. There are more info in the attached. Appreciate your time and assistance.

whizzey · ‎September 23, 2021

Thanks for looking into this. I have attached screen shots of the reports I am pulling, with the results I get from both. Also attached is the updated PO with the details I would hope to have pull into the line item report. Thanks for your time and assistance in looking into this.

Candice C · ‎September 23, 2021

Good afternoon, @whizzey.

Thanks for reaching back out again and letting us know some more details about your situation.

Let's try some troubleshooting steps to help resolve this problem. Using the Verify and Rebuild Data tool will guide your data back to your account. Here's how:

Verify

Go to the Window menu an hit Close all.
Go to the File menu.
Hover over Utilities.
Tap the Verify Data option.

Rebuild

Go through steps 2-3 from above and click Rebuild data instead of "Verify."
Press OK to backup your company file.
After the backup is finished the Rebuild Data utility will start.
Hit OK when you get this message, "Rebuild has completed."

Please inform us on how it goes. We want to ensure that you're able to get back to running your business. Have a wonderful day!

whizzey · ‎September 23, 2021

I ran the utility and it appears everything is in working order but I still have the differences. Should I try to create a new PO and then Change Order to see if it continues? From the reply, it sounds like the line item report should be picking up the C/O but must not be for some reason. Is that correct? Thanks

Rea_M · ‎September 23, 2021

You're already on the right track in monitoring your Purchase Order (PO) transactions in QuickBooks Desktop (QBDT), @whizzey. With this, I'll make sure you're able to balance the difference between the reports you've pulled up and keep your data accurate.

There's no need to create a new PO and then do a change order to check for any reporting issues. The Open Purchase Order report shows the total amount with the PO you've created and after the change order. While the Open Purchase Orders Detail report indicates the total PO amount excluding the closed ones.

Based on your screenshot, you'll have to either unchecked the closed POs or missing line items (please see the screenshot below for your reference) or filter both reports without the closed ones. This way, you're able to remove the difference between the two transaction reports and get the data you need.

Also, QBDT offers a wide variety of ready-made vendor reports that tell you where your company stands in terms of expenses and accounts payable. To further guide you in keeping track of your POs and inventory, you can customize your item reports by checking out this article: Customize item reports.

Please don't hesitate to comment below if you have other reporting concerns and questions about managing POs in QBDT. I'm always around to help. Take care and keep safe, @whizzey.

whizzey · ‎September 23, 2021

Thanks. From your information I was able to finally realize in the Customize that I had the option under Received to update from a Filter of NO to Either. This got me exactly what I was looking for. Appreciate how quickly the team helped out on this. Have a great one. I have attached an example but will also close the tkt.

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PO Change Order Line item details