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J
Jen14
January 15, 2019
Question

Purchase order and bill

  • January 15, 2019
  • 2 replies
  • 38 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?)

2 replies

A
AldrinS
Level 4
January 15, 2019

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:

  1. From the Vendors menu, pick Vendor Center.
  2. Select the vendor's name.
  3. In the Vendor Information section, find the Bill under the Transactions tab and double-click it.
  4. Click the Select PO icon.
  5. Check all the purchase orders that need to be included on the bill.
  6. 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
February 19, 2019

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? 

    katherinejoyceO
    katherinejoyceO
    Level 9
    February 27, 2020

    Alex / Desola,

     

    Did either of you ever find a solid solution to this? Or perhaps the QB team?

     

    Spent hours with our accountant today trying to figure out how to (you'd assume this would be extremely straight forward and a basic function of QB) create a report that shows outstanding invoices that we've actually received from a vendor/trade requesting a progress payment against our total PO amount with them. Not just the total open balance of that PO. That means nothing when a PO lasts for a longer period of time and there's 15+ invoices against that PO total. 

     

    Goal: A report listing received, outstanding, & unpaid invoices that show the amount being requested even if it's $5,000 of a $200,000 PO. 

     

    Problem: For example, if a PO is created totaling $200,000 for HVAC and their first progress invoice is for $5,000, any report created shows an "open balance" of $200,000. Knowing the total open balance of the PO is worthless in this situation, we just want to know the amount they are invoicing for against the total PO.

     

    Our accountant says the only way to make this happen is to create individual POs for each "progress invoice" that comes in........and that just seams wildly barbaric.

     

    The owners of our company want to simply see who is CURRENTLY REQUESTING payment (i.e. have sent an invoice and we've entered it into QB) on a report to either approve or decline the payment on a weekly basis.

     

    Astonished this wasn't one of the first features of QB - we can't be the first GC using QB that hires subcontractors (obviously...). Any help/guidance would be greatly appreciated.


    Thanks for joining this conversation, @Tay4. I appreciate you for sharing detailed information about your goal. 

     

    At the moment, the vendor report that will show a listing of received items is unavailable in QuickBooks. 

     

    I can see the importance of having this feature in the future. Don't worry, I'm taking down note of this idea and pass this along to our engineers to let them know of your insights.

     

    Knowing what works favorably for you and your business will show our developers what they need and consider to improve in the next updates. For now, I'm inviting you to visit the Firm of the Future to get the latest features and improvements in QuickBooks Desktop.  

     

    Feel free to visit again if you have more suggestions or concerns. We're always here to listen and care. 

     

     

    C
    Chau
    August 23, 2020

    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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