Purchase order and bill

Rubielyn_J · ‎October 14, 2020

Thanks for getting back in here, @kristinestvns.

Currently, you have the option to link purchase order (PO) to multiple bills in QuickBooks Desktop. You can create a bill separately as long as the vendor has an open purchase order.

I'll show you how:

Go to the Vendors menu and then select Create Purchase Orders.
Choose a vendor from the dropdown.
Create an item with the Quantity and Amount.
Once done, click Save and Close.

Then, create a bill:

Choose Vendors and select Enter Bills.
Click Yes when you receive the prompt Open POs Exist.
In the Open Purchase Orders window, click the purchase order and click OK.
Then click Yes to record the transaction.

I've also added these articles that you can use for future task in QuickBooks Desktop:

Please fill me in if you have additional queries in managing your purchase orders in QuickBooks. I'm always around to help you. Keep safe.

we_plumb_indy · ‎October 27, 2020

@John_Momentum

Totally Newby here, but would you not just be able to backorder the qty on the PO when the bill is received, creating another tie to that PO for another bill with updated qty to be entered when received?

Michael222 · ‎March 10, 2021

I have found that if you enter the bill and attach it to a purchase order then only enter the quantity received (sometimes 0) it will not close the PO. However the next time you enter a bill and attach it to the PO, the entire PO opens (even with the troublesome "billable boxes checked) and you need to make sure that only the items quantities actually received are entered. While exceedingly tedious, at least it does not close the PO.

I would really like it if the Intuit development team would be addressing these issues. It is very unfortunate to see these things drag on for years.

JasroV · ‎March 10, 2021

I appreciate you for joining this thread, @Michael222.

I can share with you some insights about Purchase orders (PO).

A purchase order will remain open if the quantity of the item is not fully entered. This way, you can easily track open PO that needs to be paid.

By the time you pay the actual received item, the PO will be tag as close. For more details about this process, you can refer to these articles for reference:

Furthermore, I’m adding this link that can walk you through the steps in case you need to record a vendor refund in the future.

Tag me in your reply if you have any other concerns or questions about bills and PO in QuickBooks. I’m more than happy to help you out. Keep safe.

DioChi · ‎May 04, 2021

Dear Qbteachmt,

Can't tell you how much this has help. This is basically the only answer avail!

ssmithtx5 · ‎July 10, 2021

This thread started on 2019. It is a shame that such a basic business accounting procedure as receiving multiple partial bills against a single purchase order has not been resolved in 2021. Quickbooks should be an asset to businesses....not create more work with unproductive "work arounds"....this cost businesses time = money.

Jo_WHI · ‎February 05, 2022

A possible workaround... giv your PO number a month extension. For example: a po for along term equipment rental might be po 2712. If it is a rental for February thru April, use po 271202 271203 271204.

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