Item receipt partially matches the invoice I received from the vendor

Good day, CuriousSam.

It's my pleasure to help you partially match the Item receipt with the invoice received from the vendor.

In QuickBooks Desktop (QBDT), you can create a Purchase Order (PO) with two separate Item Receipts. I'll guide you through the process:

1. Create a PO by going to Vendors and choose to Create Purchase Orders.
2. Enter the necessary information including the 10 items.
3. Click Save.
4. Then, create the first batch of Item Receipts by clicking Create Item Receipts.
   
5. Enter the first 5 items there.
   
6. Then, click Save and close.

Once you're ready to receive the remaining 6 items, you'll want to open the PO again and create another Item Receipt with 6 items left. Just use the same steps above.

By doing such, the two separate Item Receipts will be linked under one PO. Learn more about receiving items in QBDT through this article: Receive inventory.

If you need other helpful articles in the future, you can always visit our site: Help articles for QuickBooks Desktop.

Feel free to drop a comment below if you have follow-up questions about managing item receipts or anything QuickBooks. I'm always here to help. Have a good day.

Hi, CuriousSam.

Hope you’re doing great. I wanted to see how everything is going about partially matching an item receipt with the invoice received from the vendor. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at any time.

Looking forward to your reply. Have a pleasant day ahead!

i received some items on my po. Now a new shipment came in and I need to receive the remaining items. When I go to Item Receipt the PO now longer shows open to receive against. The po is not marked closed. We just updated to Enterprise 2021 and now there is an issue

Hi @Pgear567.

I can share some details on how to identify and fix this unusual behavior about making item receipts to an outstanding PO.

In your case, all of the items from your PO may have been used in an Item Receipt or Bill even if it wasn't marked as paid. Usually, we click on the first cell of the Item Receipt's table and the Open PO Exist dialogue box appears to choose items from. 

Also, a used PO indicates "Received in full" signage.

Let's start by running the Open Purchase Orders report. If the PO appears from the list of open purchase orders, it means that you haven't used it fully.

1. Go to the Reports menu and then select Purchases, then choose Open Purchase Orders.
2. Review the report and see if the PO appears.
3. If it shows the PO is open, double-click to see the PO transaction.
   
4. In the Vendors tab under the Summary section, you can see the number of POs made you can review beside the POs to be received. Also, see the most Recent Transactions.
   
5. Go to the Transactions tab to see the Item Receipt made to review.
   

Once confirmed that the item in the PO is still open, you can run the verify and rebuild tool to fix data issues in the system.

However, if the PO doesn't exist on the report, you can check the PO's Recent Transactions and Related Transactions to remove the Item Receipts that contain the remaining items. Simply click the Item Receipt and then hit the Delete button above the item receipt window.

This will make the items open and then receive it against the PO.

I'll share this article that you can reference with creating and editing POs: Create purchase orders in QuickBooks Desktop.

Additionally, you can bookmark our Expenses and Vendors Community page to learn more about managing expense records and suppliers.

Please comment below if you have follow-up questions or other concerns with the purchase orders or other expense-related transactions. I'll come by to help.

Hello,

The above used to work for us in 2020 version, but since upgrading to 2021 if we delete and item receipt, it does NOT reopen the items on the PO and the PO does not reappear on the open PO report so even though no item receipt exists anymore, or only a partial receipt still exists, the PO will still show received in full and will not allow us to pull any items to receive against. It is really causing issues because we often need to split or combine item receipts to match how we are billed and now anytime we try we just end up losing the ability to receive anything against the PO at all. 

For instance, the below PO, line item 1 had two seperate item receipts but we only had one invoice and QB for whatever reason will not let you pull two item receipt from same PO on one invoice. SO - we deleted one of the item receipts, and then went back into the PO, but both items are still received. It did not open the 1 pc back up. Confused we also noticed that 2 item receipts also seemed to exist on related transaction tab. So we click the stacked documents icon to see all related. 

The only related transactions are the 1 item receipt for value 102.86 which is the amount of only 1 pc. 

And now PO no longer shows on open PO list even though there is a whole other unreceived line item we are still waiting on. We have no idea why this is happening. 

Oh AND bank feeds no longer works right... it lets us math inbound deposits to customer invoices (sometimes) but will not let us match outgoing payments to exising vendor bills. We just get an error every time, So we are manually putting in payee and the AP account and then having to go into every vendor file and manually post the credits against the open bills to be able to post our bank feeds. 

2021 has issues... 

Good day, aprily_dwtus!

Thanks for joining us here. Allow me to help you in fixing this issue.

You'll want to open a sample file and see if you experience the same issue with the item receipt and PO. If everything works fine from there, this means that the error is caused by a damaged company file. We can fix it by rebuilding your file. Follow the steps in this article: Verify and Rebuild Data in QuickBooks Desktop.

Please follow these steps on how to open a sample file:

1. Select Close Company from the File menu.
2. You will see the No Company Open window. Select the drop-down arrow beside Open a sample file.
3. Choose Sample product-based business.

If you encountered the same behavior, I recommend updating the version of your QuickBooks Desktop. The steps are in this link: Update QuickBooks Desktop to the latest release.

Additionally, I'd like to know what is the exact error you received on the bank feeds so I can share an accurate resolution. Visit our QBDT banking for more references in managing your bank transactions.

Keep on posting here if you need more help. Take care!

Hello, 

I did as instructed and opened a sample file and the same issue occurs. 

Sample file PO 6228 was fully received. I went to the item receipt and selected one of the line items and hit ctrl+delete to delete the entire line from the item receipt in order to open it back up on the PO so it could be received against a new item receipt (as if I had an invoice for just that line that I needed to post). The 6 items from this line did open back up on the PO as intended. 

But just as before, the PO does not appear in the open PO list to be able to generate a new item receipt for the now open line item. The PO is not closed, but for whatever reason it just won’t allow you to locate and select this PO so we are unable to create he invoice in order to post the invoice.

We have already done a verify and rebuild. We did find some corruption and fixed it, but this did not fix the PO/item receipt issues we are having ever since upgrading to 2021.

Since this is also happening in the sample file does that mean this is an issue with the 2021 upgrade?

Thank you for getting back to us, @aprily_dwtus.

I appreciate you following the instruction shared by my colleague above and perform some troubleshooting steps to fix the issue. I'd like to redirect you to the best support group available to get this addressed right away.

Since you're still experiencing the issue after following the troubleshooting steps, I recommend reaching out to our QuickBooks Support Team. This way, they can further investigate this matter and provide additional troubleshooting steps to get this resolved. They can also create an investigation ticket if other users encountered the same issue. To reach them, please follow the steps below:

1. Go to the Help icon and select QuickBooks Desktop Help.
2. Click Contact Us.
3. Write your concerns in the description box, then select Continue.
4. Select which one of the support options you'd like to use.

You can also check out this article for another way of reaching out to our support team and its support hours: QuickBooks Desktop Support.

Just in case you'll want to run and customize vendor reports to review your expense transactions, you can read this article for more guidance: Customize vendor reports.

Our doors are always open to help you again if you have any other concerns or follow-up questions about item receipt and PO. Have a nice day ahead.

your answer did match the question.  if i receive 10 items on 09/01/21 and the vendor sends an invoice for just 4 on 09/05/21 and then another invoice for the next 6 on 09/10/21 it appears you are saying that you have to go back into the receipts and split the 10 received into 4 and 6 on separate receipts after the fact even though you physically received 10 on 09/01/21.  

Thanks for joining this thread, ggillette.
 

To partially match item receipts with invoices, you can create a purchase order with two separate item receipts.
 

Here's how:

1. In the top menu bar, go to Vendors, then Create Purchase Orders.
2. Enter any necessary details, including your items.
3. Hit Save.
4. Click Create Item Receipts and enter the items.
5. Select Save and close.

If you have any additional items, you can follow the steps above to create another item receipt on your same purchase order.

You'll also be able to find many detailed resources about using QuickBooks in our help article archives.
 

Please don't hesitate to send a reply if there's any questions. Have a wonderful weekend!

Forgive me but I think you are misunderstanding the original question.  It is understood that you can make many different item receipts from one PO.  But can you in fact create many different bills from one Item Receipt?  This comes into play because your purchasing and shipping departments make the Purchase orders and receive the items.  Many times you will receive the entire purchase order amount, or even some of it, in one shipment.  Accounting department then receives invoices directly from the vendor and looks up item receipts to match the invoices (bills) with.  

If I see an item receipt in the system for 300 product A and 500 product C, but the invoice I have is for only 300 product A, is there a way to convert ONLY the 300 product A portion of the item receipt into a bill?  In doing this I would be able to convert the remaining 500 product C when I receive a bill for it.

Please advise.  Thank you!

Cheri

I’m here to provide insights on how to handle an item receipt with different bill transactions, Cheri.

The option to convert a portion of an item receipt into a bill is unavailable. What you can do is split the data into separate receipts using the original date instead. This way, both items come over when entering the bill against the item receipt/inventory.

Here’s how:

1. Open your item receipt with Product A and Product C.
2. Remove the other line item.
3. Make a bill using the original date.

You can also turn the entire receipt into a bill then treat product A as a partial amount to pay. I’m glad to show you the steps.

1. Go to the Vendors menu.
2. Click Pay Bills and enable the Show all bills option.
3. Enter the amount of the partial payment in the Amt. To Pay column.
4. Click the Payment Method drop-down list and select the appropriate payment type for the partial payment.
5. Press Pay Selected Bills after.

You can visit this guide to see the complete list of workflows and other vendor-related transactions: Accounts Payable workflows in QuickBooks Desktop.

Moreover, if you need information on your purchases and payables, you can generate reports anytime to view them.

Don’t hold back to drop a comment below if you have any other questions or concerns besides managing vendor transactions. We’ll be here to help. Take care always!