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Join nowHere is a question from a client. I am not sure how to help him.
I hope you’re doing well. I was trying to get a QuickReport on how much I spent on R&D for a particular project. In doing so, I found that some large expenses for that project were not showing up in the R&D Account where I expected them, and it’s because I had to issue a PO to a vendor for those expenses. POs cannot include Expenses, only Items, so I used the “Miscellaneous (R&D)” for each line Item, and used the Description to identify what the expense was. Because I don’t have a “Miscellaneous (R&D)” for every R&D project, those are all grouped, and fall under the R&D Class. So yes, they are totalled in reports for R&D Expenses for the year, but I can’t pull out exactly where they were allocated by doing an Account report.
How can I create a PO so that Expenses applied to a vendor can be better tracked; without having to make separate items for every R&D project (since I already have separate R&D Accounts for each one)? Can I edit one of the POs in question without screwing up the previous year’s reports (it happened in 2019)? I’m attaching that PO, and ideally the first three line items would be applied to R&D Account "6100-4d - DCT Series”.
Thanks for posting, NancyF.
To allocate the Purchase Order item to the correct account, let's make sure we use the expense account that is a link in the Asset of the Account field. Also, purchase orders are a part of the Accounts Payable (A/P) workflow. To track them correctly in QuickBooks, just follow the steps below:
For more details about this one, check out this article: Accounts Payable workflows in QuickBooks Desktop.
Once done, let's run the Transaction List by Vendor report to display all types of transactions recorded for each vendor. Then, filter this to show the bills and purchase orders.
Here's how:
For more details about running reports, you may check out these articles:
On the other hand, you can edit the past purchase order transactions as long as we don't make changes with the amount and date. If there's a need to update them, I'd suggest contacting your accountant about this one. They'll provide you more details on how to handle them in QuickBooks.
I've got a link here that provides you with articles about managing your vendor transactions: https://quickbooks.intuit.com/learn-support/en-us/expenses-and-vendors/07?product=QuickBooks%20Deskt....
Feel free to click the Reply button if you need a hand with reconciling your accounts or any QuickBooks related. I'm always here to ensure your success. Keep safe and healthy.
this didn't really answer the question. The client knows how to create PO's. He needed to know if there was a way to get non-inventory items and service items on his PO's to apply to specific expenses.
Thank you for getting back to us here on the Community page, @NancyF.
At this time, whatever information (items) entered on the Purchase Order (PO) will be added to the expense or bill if you add it to the transaction. If you wish to, you can create a separate PO for the non-inventory and service items to apply to a specific expense/s.
Get back to me if you have any other questions. I'm a few clicks away to help. Have a good day!
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