Question

Purchase order and bill

Forum|Forum|7 years ago
January 15, 2019
31 replies
119 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?

JasroV

Level 8

I am stumped on these two.

7. Click OK. This will add all the items from the PO

8. 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.

I only have need for one line item on the PO.

If I try to manually edit the qty of the line item it increases the amount of that item and the bill and I don't want that.

Therefore this doesn't work unless you enter multiple line items in the PO?

If I did take the time to breakdown the PO to multiple line items and follow step 8, would I need to uncheck the "BILLABLE?" box on the items I'm not billing in order for it to work?

I have no problem entering multiple line items for Customer estimates but I would rather not do that for Vendor Subcontracts.

Thanks for providing additional information, @Alex-General Contractor.

Let me share some insights when linking a purchase order to multiple bills.

If there's only one line item in the Purchase Order. Linking it to the Bill will also show only one line item. The same goes if you have multiple line items in your Purchase Order.

If you're adding QTY in the line item, automatically the amount increases. And yes, you can breakdown the purchase order and uncheck the billable box, then applied the unbilled items to the remaining bills.

If you're unsure of your action, I recommend reaching out to your accountant for further advice on recording these transactions.

Also, I'm adding these great resources that can help guide you in your future tasks:

Don't hesitate to leave a comment below if you have other concerns.

C

Chau

This video shows how to create mutiple bills to a PO. Hope it helps.

https://www.youtube.com/watch?v=MPI_GqBq_as

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