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Level 2

Purchase Order billed, paid but still showing open balance

Hello everyone -- I am using Quickbooks Pro 2017 Accountant edition. For one of our vendors, I entered two purchase orders for estimates we received for her work. We received a bill for the full amount of one P.O., and a bill for a partial payment (deposit) on the other. The bills are associated to their P.O.s (I can verify this by pulling up the history for the P.O.s, and by looking at the bills.) The bills were paid and shows no outstanding balance.

 

Yet the full amounts of both P.O.s still show in the  "Open Balance". Why is the Open Balance not adjusting? I don't have this problem with other vendors' PO's.

 

thanks,

 

kazar

Solved
Best answer 02-07-2018

Accepted Solutions
Level 2

Re: Purchase Order billed, paid but still showing open balance

Just to follow up on this, I engaged in a remote support session on this issue. It turns out that when a PO is partially fulfilled, the Open Balance column will display the remaining open balance. But when the PO is completely fulfilled, the Open Balance figure reverts to the full amount of the original purchase order. This is "expected behavior".

 

While it is possible to filter the view of transactions in the Vendor Info window to show open PO's (thus filtering out the ones that only *look* open because they have been fulfilled and once again display the PO total under Open Balance), there is no visual clue when viewing the list of All transactions that some of the POs showing an open balance figure are actually closed.

I have submitted my feedback (via the application) to say that closed POs should show a blank in the Open Balance column just like paid bills do.

View solution in original post

12 Comments
Level 3

Re: 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.

 

 

Level 2

Re: Purchase Order billed, paid but still showing open balance

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.

Level 2

Re: Purchase Order billed, paid but still showing open balance

Just to follow up on this, I engaged in a remote support session on this issue. It turns out that when a PO is partially fulfilled, the Open Balance column will display the remaining open balance. But when the PO is completely fulfilled, the Open Balance figure reverts to the full amount of the original purchase order. This is "expected behavior".

 

While it is possible to filter the view of transactions in the Vendor Info window to show open PO's (thus filtering out the ones that only *look* open because they have been fulfilled and once again display the PO total under Open Balance), there is no visual clue when viewing the list of All transactions that some of the POs showing an open balance figure are actually closed.

I have submitted my feedback (via the application) to say that closed POs should show a blank in the Open Balance column just like paid bills do.

View solution in original post

Level 1

Re: Purchase Order billed, paid but still showing open balance

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.

Anonymous
Not applicable

Re: Purchase Order billed, paid but still showing open balance

Hello, @SueB2000.

 

Thanks for joining the thread. I appreciate you sharing your workaround in closing your PO's in QuickBooks. This will help others as well who are struggling with the same issue. I'd still suggest sending your feedback though so that our Product Developers can dig deeper into this.

 

Here's how:

 

  1. Go to Help menu.
  2. Select Send Feedback Online and click Product Suggestion.

 

We want to do our best to make sure that you're taken care of. That said, if there's something you need help with, please feel free to reply with any questions and details. 

Level 1

Re: Purchase Order billed, paid but still showing open balance

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!

Level 1

Re: Purchase Order billed, paid but still showing open balance


@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.


 

QuickBooks Team

Re: Purchase Order billed, paid but still showing open balance

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. Capture.PNG

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: 

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. 

Level 1

Re: Purchase Order billed, paid but still showing open balance

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.

Highlighted
Moderator

Re: Purchase Order billed, paid but still showing open balance

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:

303.PNG

 

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.

Level 1

Re: Purchase Order billed, paid but still showing open balance

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.

QuickBooks Team

Re: Purchase Order billed, paid but still showing open balance

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.

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