Receiving parts on PO

TBusyn · ‎August 27, 2020

Hello,

I have an issue with entering the products we ordered in my PO so that it will then show up in my inventory. I have a spot on my PO to show how much we received in the shipment, but I can't enter anything on the column. I tried closing out the part number if it was correct, but the items still didn't show up in my inventory. I feel like I maybe neglected to turn something on, but I wasn't able to find where that was. I don't want to go into our products and services to enter the new quantity there because the last time I did that we ended up with millions of dollars in product that wasn't even close to what we actually had dollar wise. I already went in and rebuilt that who thing, so I don't want to make the same mistake twice. I have attached an image of my screen so that you can see what I have and you can tell me how to do that.

Thank you,

TBusyn

GraceC · ‎August 27, 2020

Hello there, @TBusyn.

I appreciate you coming back to us for additional support. Allow me to join this thread and share more insights about converting the PO to bill.

In QuickBooks, editing transactions multiple times cause issues to the specified transaction. To avoid this, you'll need to delete and recreate the bill. I've got the steps on how to do this in your QuickBooks Online (QBO) account.

Here's how:

Go to the Expenses menu at the left pane, and then choose the Vendors tab.
Find the vendor name associated with the bill, and then select the Transaction List tab.
Click the More button, and then tap the Delete option.
Hit Yes to confirm the action made.

Once you're done, you can recreate the bill and then re-apply the payments you've made.

Don't hesitate to come back here to the Community if you have any other questions. Have a great day!

View solution in original post

gayatriluthfias20 · ‎August 27, 2020

Hi @TBusyn , you could create bill

Here's how :

Quick Create (aka Spinny Plus) > Bill > Choose Vendor > Add PO from Drawer or;

On the purchase order created, click on the drop-down arrow under Action.
Click Copy to bill.
Click Save and close.

Or close po

Choose one transaction, then click to open it.
Under the Supplier name, click the Open drop-down arrow.
Click the Purchase Order status drop-down arrow, then choose Closed.
Click Save and close

Comment back, cheers.

MariaSoledadG · ‎August 27, 2020

Thanks for the screenshot. Let me give you a few information about this, TBusyn.

Purchase Order is a non-posting transaction and serves as a contract to supplier. Items entered won't show up on the inventory. You'll want to copy the PO to bill to receive the items and reflect it to your inventory.

Here's how:

Click + New.
Choose Purchase Order.
Enter the Vendor information.
From the PO page, click on Copy to Bill.
Enter the information.
Click Save and Close.

To pay multiple bills and vendors at the same time you can use pay bills. Please read this article: Enter And Pay Bills.

For future reference about adding inventory products, refer to this article: Add Inventory Products In QuickBooks Online.

Keep in touch if you need anything else. I'll make sure to help.

TBusyn · ‎August 27, 2020

The only thing this does not help me with is when I get multiple bills for one PO. We have it set up that this manufacturer sends us parts from our PO as they have them, so sometimes I can have 20 invoices from them for the same PO. When I tried to transfer things to a bill and then remove the items we didn't get from the PO on that invoice it kept kicking me out. I tried to delete them by line and I tried to unlink them by line and neither would work. I ended up removing those items from the original PO and creating a new PO for each invoice we have received from the manufacturer. That is going to be a royal pain moving forward, though I don't think our PO's moving forward will as big as the last few. Is there a way to do that?

TBusyn

GraceC · ‎August 27, 2020

Hello there, @TBusyn.

I appreciate you coming back to us for additional support. Allow me to join this thread and share more insights about converting the PO to bill.

In QuickBooks, editing transactions multiple times cause issues to the specified transaction. To avoid this, you'll need to delete and recreate the bill. I've got the steps on how to do this in your QuickBooks Online (QBO) account.

Here's how:

Go to the Expenses menu at the left pane, and then choose the Vendors tab.
Find the vendor name associated with the bill, and then select the Transaction List tab.
Click the More button, and then tap the Delete option.
Hit Yes to confirm the action made.

Once you're done, you can recreate the bill and then re-apply the payments you've made.

Don't hesitate to come back here to the Community if you have any other questions. Have a great day!

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Receiving parts on PO