Is it possible to reassign my own purchase order number?

Hello,

Yes you can.  Go to Gear Icon/Account and Settings/Expenses/Purchase Orders and checkmark the box that says "Custom transaction numbers"

Click save and then done.

While this allows you to change the PO number, can it set the "next number" for the rest of the PO's?

Good Evening, @Casey C. 

Thanks for joining in on this thread. Yes, this feature will allow the purchase orders to go to the "next number" in line. 

Here's a link that can outline some additional details: Managing purchase orders.  

Let me know if there's anything else I can help you with. Have a splendid day!

We tried to use custom numbers, but it did not like the fact that each user had a different identifier in the number.  So I want to switch back to QB assigned numbers.  One would think you would just uncheck the box...but it does not revert back to standard sequential numbering.  Any help would be appreciated.

Hi jhamilton1979,

Let me continue to help you. Yes, there should only be one number format for all users.

You're right about unchecking the box, but before doing that, you would need to create a PO with the standard sequential numbering you want because that will be the basis for future transactions. So, let's check that box again, and uncheck it after recording one actual PO with the number format you wish to use moving forward.

Speaking of transaction numbers on POs, you may want to check a similar feature for sales transactions. Learn more about adding custom transaction numbers to sales forms.

Let us know if you need more help with your transaction number. Take care and have a good one!

What are the steps in Desktop?  I thought I just had to put the new format in and the next would just follow the pattern, but it's not working.  Did on invoices, but not on POs.

Hello, XLevel.

It's true that the next PO would follow the pattern and increment from the new format. Let's work together and find out what's preventing the system from following the new PO number pattern. 

Are you editing an existing PO with the new number format? If so, it won't actually take place on an already entered purchase order. 

We'll want to create a new PO with the new format. The next purchase orders would follow the sequence. 

However, are you entering the new format on a new PO? Let's check if this is caused by a data integrity issue the program. 

We can run the Verify/Rebuild tool to fix this. Here are the steps: 

1. Go to File, then hover on Utilities.
2. Select Verify Data.
3. Click OK, then follow the prompts.
4. After running the Verify Data utility, go to File then Utilities again.
5. Select Rebuild this time.
6. Follow the prompts to begin the Rebuild process. 

After rebuilding, create a new PO and enter the new format. Let's observe the sequence on the next transaction afterwards. 

If you need more details about managing your purchase orders and how to track them, I'll link this article for you: Create purchase orders in QuickBooks Desktop. 

Would you like assistance running financial report to see your sales, expenses, and other data? We have a guide to help you on what reports you can run: Understand reports. 

Let me know if you have questions about managing your purchase orders. If you have concerns on other entries like sales, checks, and whatnot, fill me in with the details, and I'll guide you through. 

I have multiple PO's that have 30-40 products on them. I don't want to have to enter the same products every time. Is there a way to just set up standard PO's (like 50 standards) or a way to just duplicate a PO and send it off to the vendor again?

Yes, @vandalen1. Let me show you how to copy the PO details so you can send them to your vendor without entering the items manually in QuickBooks Online.

QuickBooks makes it simple to copy the PO details so, you don't need to enter the items again. 

See the steps below:

1. Go to your existing PO.
2. Select Copy from the Dropdown arrow.
3. Choose a Vendor.
4. In the Item Details section, select the same customer used on the purchase order.
5. Select Save and Close.

We also have the option to delete the items if you don't want them to include on your PO and bill. See the illustration below:

Once you're PO is ready, you'll want to link it to the bill; please visit this article for your guide: Add purchase orders to expenses, bills, or checks in QuickBooks Online.

Do you want to export your report to your Excel file? I'll give this page for your reference: Export your reports to Excel from QuickBooks Online. Furthermore, click the Enable Editing button to modify the data if the file is on the Excel file.

That would be all for today, @vandalen1. Keep me posted in the loop if you have other concerns. Take care.