Open Purchase Order Report that displays the CUSTOMER Column

mac999 · ‎August 21, 2020

** Using QB Enterprise - desktop - latest version. **

See attached image. The normal Open Purchase Order Report is nearly perfect. Displays date created, PO#, vendor name, and the memo field which lists the sales order number from which it was made. But, I want the customer column from a PO to also be displayed on this report, and that column is not listed under the display tab when you go to customize. And I also want the "Message" box to be listed in the report as well. The message box is from the footer tab of the PO template and we call that box "Created By" so that the sales person who made the PO can put in there name (since sales reps are tied only to sales orders and not purchase orders.

The report: Open Purchase Order by Job has a completely different format and will not work for what I need.

What I'm wanting to do:

We are a distributor, buying building materials from many different vendors for resale. Each of our vendors send us an acknowledgement or confirmation for each PO. Our office assistant receives all of these acknowledgements and compares them to our PO as well as the Sales order it is associated with to ensure proper margin is achieved and to makes sure everything ordered matches what is confirmed. If our vendor fails to send him an acknowledgement, there's no way for him to know something was even ordered. That's where the open PO report comes in. We export the report to excel and then highlight each row different colors - depending on if the PO has been acknowledged, another color if there's an issue with GPM, another color if there's questions on it, etc. We can then update this spreadsheet on a daily basis to ensure all PO's are being accounted for. While it does show the memo on the report which shows the sales order number, is does not give me the option to also show the customer:job nor does it give the option to show that message box that we call "Created by." This is an extra step our assistant must look up and then manually type that into the spreadsheet. I do not have advanced reporting at this time. Is there a solution? Thank you!!!!!

BigRedConsulting · ‎August 21, 2020

I think you can get there, if you make a few changes:

Notably:

- The Vendor Message field, which you've renamed to "Created By" cannot be included on reports.

- The Customer:Job is in the Name field, but on the detail rows of the PO.

So, these changes might work:

1 - You can include a custom Vendor field, both on the PO and then on the report, to serve as your "Created By" field. Do this by editing a vendor, then on the Additional Info tab, Define a Custom Field, perhaps called "Created By". No need to put any value on the vendor record(s). Then, edit your PO template from the Templates List and add the field, which will appear under Additional Customization... on the Header tab.

2 - Change the Open PO report to include detail rows, which will then show the Customer name on each row. Create the report, then click Customize Report, then Filters, then under Detail Level, pick All Except Summary.

3 - Add columns to the Open PO report. Also under Customize Report but on the Display tab, locate and add "Source Name" (the Vendor) and your new "Created By" custom field.

Once you get the report you want, then Memorize it and then run it from the Memorized Reports list.

View solution in original post

ZackE · ‎August 21, 2020

Hey there, mac999. Thanks for sharing that screenshot, it helps me to see what you're working with.

When customizing reports in QuickBooks Desktop, after you click your Customize Report button you'll be brought to a Modify Report window. In the COLUMNS section, you'll see a list of available columns. These can differ from one report to another. If you're not finding options for Customer or Message in this area, that would mean they don't currently exist.

If you'd like to submit a product suggestion, here's how:
1. In the top menu bar, expand your Help drop-down.
2. Move your cursor over the Send Feedback Online option, then select Product Suggestion....

Your feedback is definitely valuable to Intuit. It will be reviewed by our Product Development Team and considered for future updates.

Here's a couple resources about working with reports which may in handy moving forward:

Feel welcome to send a reply if there's any other questions. Have a great day!

BigRedConsulting · ‎August 21, 2020

I think you can get there, if you make a few changes:

Notably:

- The Vendor Message field, which you've renamed to "Created By" cannot be included on reports.

- The Customer:Job is in the Name field, but on the detail rows of the PO.

So, these changes might work:

1 - You can include a custom Vendor field, both on the PO and then on the report, to serve as your "Created By" field. Do this by editing a vendor, then on the Additional Info tab, Define a Custom Field, perhaps called "Created By". No need to put any value on the vendor record(s). Then, edit your PO template from the Templates List and add the field, which will appear under Additional Customization... on the Header tab.

2 - Change the Open PO report to include detail rows, which will then show the Customer name on each row. Create the report, then click Customize Report, then Filters, then under Detail Level, pick All Except Summary.

3 - Add columns to the Open PO report. Also under Customize Report but on the Display tab, locate and add "Source Name" (the Vendor) and your new "Created By" custom field.

Once you get the report you want, then Memorize it and then run it from the Memorized Reports list.

mac999 · ‎August 21, 2020

Thanks BigRed! Changing the detail level grabbed the customer's name and I added the custom field to the PO template. Works like a charm!

creyesx6 · ‎November 02, 2021

I am somewhat in the same boat and I see that you had a great suggestion and am hoping you may be able to help me out too??

I am using the same report, except I need to include a custom field that will be included on the custom column field from the "item inventory custom field".

So we create a daily Open Purchase Order Report for our sales reps with a url link that they can click which will take em right to the item on our website. These sales reps forward the report to some of their customers so the url link is really helpful. Our problem is having to copy and paste the link after exporting this report because I cannot bring over the custom field from the item custom field created. In a perfect world, we would add that url to each and every item (over 1000 items) ONE time. Once it is there, we can extract it with the Open Purchase Order Report. Any input would be awesome.

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Open Purchase Order Report that displays the CUSTOMER Column