Purchase Order vs. Vendor Bill Amount Tracking and Deviation

jcrabtree410 · ‎September 05, 2024

Hello,

Is there a way to compare purchase order amounts vs. actual bills.

Here is the workflow I am looking to run.

Project Manager enters a purchase order (to a vendor) (with the customer specified)

Vendor sends back an invoice

Project Manager approves the invoice

Bookkeeper converts the purchase order to a bill (that was created by the Project Manager)

Bookkeeper makes any adjustments to amounts (if there is a deviation from the original purchase order)

(((That deviation is what I am trying to track on a customer basis and on an aggregate basis)))

FROM THAT POINT:

Is there a way to compare the deviation between the converted bill (that started as a purchase order) and the actual bill itself?

So we could track the variation for project?

Also, is there a way to see this on a bill/purchase order invoice basis, rather than looking line item by line item?

Thank you in advance for the help!

John

MorganB · ‎September 05, 2024

Hey there, jcrabtree410.

Thanks for posting your question here in the Community. I'm happy to provide some info about Purchase Orders and Bills in QuickBooks Online.

To compare the Purchase Orders and Bills you may consider the Transaction List by Vendor report. Here's how to view it:

1. Go to Reports from the left menu.
2. Enter Transaction List by Vendor in the Search box and select it.
3. Select Customize.
4. Set the Report period as to when the PO's and bills took place.
5. Go to the Filter section.
6. From the Transaction Type drop-down list, choose Bill and Purchase Order.
7. Click Run report.

The following article provides additional info about customizing reports in QuickBooks Online.

For the other details mentioned I recommend submitting feedback to the Product Development Team for review. This is the best way to make your requests known and can easily be done directly through your account by clicking the Gear icon, then select Feedback.

If you have any other questions please don't hesitate to comment below. The Community always has your back.

jcrabtree410 · ‎September 05, 2024

Thank you, but what if I want to see this by customer rather than by vendor?

For example, say we have 8 - 12 different subcontractors for one customer project.

Is there a way to compare all of the aggregated POs vs. actual vendor invoices?

jcrabtree410 · ‎September 05, 2024

Thank you, but what if I want to see this by customer rather than by vendor?

For example, say we have 8 - 12 different subcontractors for one customer project.

Is there a way to compare all of the aggregated POs vs. actual vendor invoices?

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Purchase Order vs. Vendor Bill Amount Tracking and Deviation