Question

Purchase order and bill

Forum|Forum|7 years ago
January 15, 2019
31 replies
121 views

When I create a PO, it is sometimes based on an estimate or ends up having multiple bills that apply to it. Is there a way I can enter a bill and apply it to a PO without editing the PO and creating additional lines each time (if the bill is only a partial amount of total PO?)

QuickBooks Desktop

A

AldrinS

Level 4

Good to see you here in the Community, Jen14.

I'd be happy to share some insight about purchase orders and get you on the right track.

At this time, there isn't a way to apply multiple bills to a purchase order. However, if it's the other way around, then we have a method on how to do it. Let me walk you through the steps on how to do this:

From the Vendors menu, pick Vendor Center.
Select the vendor's name.
In the Vendor Information section, find the Bill under the Transactions tab and double-click it.
Click the Select PO icon.
Check all the purchase orders that need to be included on the bill.
Click OK, then Save & Close.

For more information about this process, I recommend following this article: Accounts Payable workflows in QuickBooks Desktop

Please let me know if this helps you with your purchase order and bill, it's my top priority that this gets resolved. Thanks for reaching out, I look forward to hearing from you.

J

John_Momentum

Is that really a limitation? I'm just looking at utilizing the Purchase Order function in QB Desktop Accountant 2019 for our business (construction specialty subcontractor) ... and it is absolutely essential that we have the ability to match up ~5-6 (maybe more) individual vendor bills against a single "Purchase Order" ...

I'm planning to have my PO input into the systems first (as you'd expect) and then a flow of vendor bills that I'd be looking to ensure are encoded with whatever field includes the necessary value to match it up against the correct PO ...

What is that field that would enable this basic functionality?

A

Anonymous

@HoneyLynn_G

What if the vendor bills are all from the same vendor? ... and they are part 1, 2, 3 of the total Purchase Order?

How can I "match" up 3 vendor bills from Vendor X that are all part of a single PO?

Welcome back, @John_Momentum,

I appreciate your time today. Allow me to step in and share additional information on how to link bills to a purchase order.

To do this, you'll need to create the P.O. first before attaching it to multiple bills. Let me guide you on how to do that:

Step 1: Create the P.O.

Go to the Vendors tab.
Click on Create Purchase Orders.
Fill out the transaction then click Save & Close.

Step 2: Create Bill then attach the P.O.

Click the Vendors menu.
Select Enter Bills.
Choose the Vendor name.
Click on the Select PO icon at the top of the transaction.
On the Open Purchase Orders window, choose the vendor name.
Mark the PO created for that vendor.
Click OK. This will add all the items from the PO.
Manually edit the quantity (QTY) of the items you are billing. Doing this will not close the PO, so you can apply the unbilled items to the remaining bills.
Click Save & Close.
Do the same process on the next vendor bill.