Question

Purchase Orders (Auto Numbering)

Forum|Forum|1 year ago
September 27, 2024
2 replies
28 views

I turned on my Purchase Orders & at the same time, I have enabled the 'Custom Transaction Numbers'.

When I create a PO, it still is being assigned by Quickbooks on the PO. Adding a custom field just adds another field of info.

I am not finding where I can add the # to start our POs with & disable the one that QB assigns.

Where do I go to do this?

QuickBooks Online

J

Jelayca V

QuickBooks Team

Managing your transaction numbers in QuickBooks Online (QBO) is easy with Custom transaction numbers, Lisa. I’ll be more than happy to discuss this in detail so we can align your PO with your preferred numbering system.

When you enable the Custom transaction numbers feature, you have full control over the numbering of your Purchase Orders (PO).

While QuickBooks displays a pre-filled number when you create a PO, you can click on that number field and overwrite it with your desired custom number.

After you set your custom number, QuickBooks will remember the sequence for future POs, incrementing based on the initial number you provided.

Furthermore, you can learn how to add an accepted purchase order to a transaction for your vendor in QBO.

You can also check out this article for more insights about recording, editing, and deleting expenses: Enter and manage expenses in QuickBooks Online.

Our team encourages you to visit anytime or comment below if you require assistance with purchase orders and bills inside QuickBooks. We're also available 24/7 if you have other questions about the program. Keep safe.

L

lisa-2i-t-comAuthor

Thanks for the info....

So if the PO has sales tax on it, and I want to add that as a cost of goods sold/ charge it to the project, I assume I will have to have two separate sales tax payables (one in liabilities - one in COGs)?

K

KimberlyS

Moderator

What is the best way to address overpayment of a purchase order that has already been paid?

Example: You opened a PO for $200, but the invoice ended up being $300.

Thanks!

Handling overpayments will depend on your agreement with your vendor, Lisa. I'll be pleased to discuss relevant options you can consider to achieve your goal.

Since the bill you paid was higher than the amount on your purchase order, you can add the overpayment as a vendor credit or refund in QuickBooks Online. This credit can be used to pay future bills from the same vendor.

If your vendor agrees to give you a credit, here's how to enter a vendor credit.

Click on the +New button, then choose Vendor credit.
Select the vendor in the Vendor dropdown.
Pick the Category from the Category details section or an Item from the Item details section.
Enter the amount of the overpayment.
Hit Save and Close.

On the other hand, if your vendor decides to give you a refund, you'll want to refer to this article for the detailed process: Enter vendor credits and refunds in QuickBooks Online.

Moreover, when you need to review the amount you have paid to your vendor in one place, you can run the Expenses by Vendor Summary report. You may customize it to display the specific information you need.

We're just around to cover all concerns regarding handling vendor overpayment in QuickBooks Online. Please add your queries to this thread by clicking the Reply button below.

P

Program user

We are having a similar problem. We've created several PO's since migrating to QB online, and we've had to correct the autogenerated PO number. Now when we create a new PO, the PO number does not increment from the number we put in on the previous PO.

We've paid for the advanced package, and we call your support line for help, but those people seem to be only marginally qualified, they understand the simple problem only marginally, and their English in only partially intelligible. Very very frustrating.

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