Purchase Order billed, paid but still showing open balance

Check and see if the items from the PO where actually pulled into the bill.   I have found that sometimes they are manually entered, which keeps the PO open.   Quick way to see.  

Open the bill. Change the Vendor,  move to another field. then change the Vendor back.  It should allow you to re-choose the PO.  Confirm the quantites/items applicable to the bill. (change if needed)   Save.   

I hope this helps.

Thanks for the thought, which I will file for future possible solutions. But in this case the bills against the POs are showing the PO numbers. The items are definitely pulled from the purchase order. The purchase order shows itself as "closed" yet the original amount is still showing in the Open Balance column.

Additionally, I just noticed that if I run a Purchase Orders report, the report *skips* this PO number. I believe the PO is corrupt and may just try deleting and reentering it, then reconnecting the bills to it.

This is an irritating problem in Quirkbooks but here is how I solved it.  I opened the PO that was showing open when it was actually closed. Selected "Mark as Open" from the Main ribbon. Saved and closed.  Opened again. Selected "Mark as Closed". Saved and Closed. All my problems went away.

I was using subtotals on our Amazon orders to differentiate different shipments... This was the problem. I went back and removed all of the subtotals and "phantom" lines (lines with nothing in them) and, wallah, all of my outstanding Amazon POs magically disappeared!

---

@SueB2000 wrote:

This is an irritating problem in Quickbooks but here is how I solved it.  I opened the PO that was showing open when it was actually closed. Selected "Mark as Open" from the Main ribbon. Saved and closed.  Opened again. Selected "Mark as Closed". Saved and Closed. All my problems went away.

 

Sadly this doesn't work for me.  I'd like to understand why it happens so I can keep it from happening, and what the solution is if it does continue to happen.

---

I appreciate you for posting your experience here in the Community, @pollyannapac.

Let me share some information on how the Purchase Order (PO) transaction will mark as closed in QuickBooks Desktop (QBDT). 

Once you create a bill transaction from the purchase order, QuickBooks will automatically mark the PO status as closed once the amount is received in full. 

However, if you only created a purchase order and you cannot manually mark the status as closed, let's rebuild and verify the data in your QuickBooks to remove if there's an empty or damaged information from the file. 

Here's how to rebuild the data:

1. At the top menu bar, click File.
2. Select Utilities, and choose Rebuild Data.
3. Click OK if you receive a prompt to backup your company file. Your computer may display the message QuickBooks is not responding. However, as long as you can see your mouse cursor to move, Rebuild is still ongoing. Wait for it to complete.
4. Click OK when you get the message Rebuild has completed and process the next troubleshooting steps.

To verify the data in QuickBooks, you can follow the steps in this article: Resolve data damage on your company file.

If the same thing happens, I recommend contacting our QuickBooks Desktop Support Team. They have additional tools to pull up your account and do a remote session to investigate this further. 

Here's how to contact our customer support:

1. Select QuickBooks Desktop Help from the Help menu.
2. You can also press F1 on your keyboard to bring up the same Help Panel. 
3. In order to route you to the correct support expert, we need to know what type of question you have.
4. Click Continue.
5. We’ll provide you a few options. You choose which one is best for you.

For future reference, you can visit these articles to learn more about the Accounts Receivable and Accounts Payable workflows in QuickBooks: 

• Accounts Receivable workflows in QuickBooks Desktop.
• Accounts Payable workflows in QuickBooks Desktop.

Please let me know how it goes by clicking the Reply button below. I'm always here to help you out if you have any other concerns about vendor transactions. Have a good day. 

There is still a side issue to this... if you use subtotals in a purchase order. I have found that you can't check the subtotal as closed (CLSD) and even a fully received purchase order will show up as an open PO when prompted to receive against open purchase orders.

I just tested this today by adding a subtotal to a close purchase order. Now the purchase order does not show in a report I have of open purchase orders AND it also shows as "received in full". However, if I go to receive against this vendor this purchase order shows in the list. 

My solution has been to not use subtotals.

Let's verify the data for the subtotals, atcyn.

I tried this on my end and it works fine. This happens when the PO is not associated with the vendors bill.

I've attached a screenshot here:

You can verify this by checking out the detailed information in this article: Resolve data damage on your company file.

If you're still getting the same result, you can follow the steps provided by my colleague @JanyRoseB.

Let us know how it works. We're right here to help you out.

The PO does not close in my QuickBooks if there is a subtotal line (refer to my screenshot.) However, there is a variance from your test case.

I do not use Item Receipts. We do not buy on-account and I save time and hassle by using a one-step receiving entry by directly receiving items via the credit card receipt. 

I tested the subtotalled PO using an Item Receipt and the closed PO did not show in the list as just as your test case. 

I will continue to not use subtotals on my purchase orders.

I appreciate you going through the steps provided by my colleagues @atcyn.

Let's check if there's a payment link to your Purchase Order. Let me guide you how.

1. Open the Purchase Order.
2. Press Ctrl + H to open Transaction History window.

If there's a payment link to the Purchase Order, then there's something wrong with the transactions. To get this issue sorted out, I suggest reaching out to our support team.

They have the tools to look into your account and provide you the information you need and help you get back in the right track.

To reach them:

1. Open QuickBooks Desktop.
2. Go to Help, then select QuickBooks Desktop Help.
3. Select Contact Us.
4. Give a brief description of your issue, then click Continue.

Also, if there's no payment link to your purchase order, I'd still suggest contacting our support team to look into your account and have it check on why you're experiencing this.

I'm also adding this article that can guide you in your future tasks: Adjust Inventory Quantity or Value

As always, don't hesitate to reach out to us if you have other concerns or questions. We're always here to help.

I also find that just typing in something in the memo field such as "closed"  and save will update and the PO will disappear from Open PO report.  Since the memo field appears on the open Po report, if it does reappear you will see it is closed

Let's perform the verify and rebuild steps to fix this issue, Mike at Velocity.

These troubleshooting steps help us resolve the discrepancies on your reports and transactions. 

I've got the steps on how to do it:

1. Click the File menu at the top.
2. Select Utilities, and then Verify Data.
3. Click OK to create a backup copy of your file. If you see:

• QuickBooks detected no problems with your data," no further action is needed.
• A specific error message, there may already be an article for it. Try searching for it in our QuickBooks Desktop support site for specific instructions.
• "Your data has lost integrity," indicates there is data damage in the file. Continue to the steps below to Rebuild Data to correct the problem.

1. Click the File menu.
2. Select Utilities, and then Rebuild Data.
3. Follow the on-screen instructions to successfully rebuild the file.
4. Click OK when the Rebuild has completed.

Afterwards, try running the Open Purchase Order report again.

Feel free to leave a reply if you have additional questions. I'll take it from there.

Have you ever figured this out fully? I want the open balance against that PO to be zero once it has a bill associated with it. Then the bill should have the open balance, then it should revert to zero once paid.

I have attached my test vendor and PO. 

I have been closing out and trying to zero open balances but it takes forever.

I did report a system bug just to see if anything could happen.

Thanks for joining the thread and for adding a screenshot, @SharonSST.

As mentioned by @ilysekazar, when a Purchase Order (PO) is completely fulfilled, the Open Balance figure reverts to the full amount of the original PO.  Since this is a non-posting transaction, QuickBooks assumes that this is received through an Item Receipt/Bill. As the basis of the open balance is the corresponding bill, that's why it doesn't zero out. Need not worry as it won't affect your books since this is a non-posting transaction. 

As always, visit our QuickBooks Community help website for reference for tips and related articles in the future: QBDT Self-help.

Please post again in the Community if you have additional concerns. I'm here to keep helping. Take care!

Hi,

Problem we had: After items received and bill paid, PO still showing open on Open PO list.

Here's what we did: Open the "open" PO from you list. Make sure every item is checked off, if not, check it.

(if u get "after 90 days warning" just do it) This removed the PO from the open list. Cheers!

This worked!  Though it does not solve the glitch it cleared it from the report.

Thanks 

This helped remove it from report.  Thanks.  Shouldn't need to do this thought a definite glitch in the system.

This worked!  Though it does not solve the glitch it cleared it from the report.

Thanks