Received items on PO's

byomtov · ‎June 22, 2021

I have some old PO's which show as outstanding even though the items were received and the bills paid.

Is there an easy way to go back and simply mark those PO's as fully received, so as to clean up my data?

Thank you.

AlcaeusF · ‎June 23, 2021

I appreciate you for getting back to us here in the Community. Allow me to provide additional details about how you can mark a purchase order (PO) as Closed.

From the Purchase Order List section, you have the option to select the transaction. After choosing it, you should see buttons you can click within the purchase order window.

Please note that the placement of the buttons will depend on your QuickBooks for Mac version (either at the top or bottom part). To close the PO, I recommend clicking the marked icon in this screenshot:

In case you need the steps, here's how:

Go to Vendors, then select Purchase Order List.
Double-click the vendor with the purchase order you want to edit.
In the purchase orders window, choose the purchase order you want to edit (if you don't see the purchase order list, select the Left View icon).
Press the icon.

You can also check this article for more information about how to create a purchase order from an estimate in QuickBooks: Create purchase orders in QuickBooks Desktop.

Drop me a comment below if you more help in closing purchase orders in the Mac version. Have a great day ahead.

View solution in original post

katherinejoyceO · ‎June 22, 2021

It feels great to see you in the Community today, @byomtov. A purchase order will only be marked as Received in Full if the total quantities on your item receipts or bills matched the total quantities entered on the purchase order.

You'll want to check the related transactions for this purchase order to verify the total quantities.

In your case, since it's showing PO's that were marked as outstanding even the items were already received and the bills are paid, then it can be a sign of a damaged data.

To fix this, we can run a Verify and Rebuild Utility tool to help repair any data damage in the system. Below are the steps on how to do this:

From the File menu.
Click on Utilities.
Select Rebuild Data/ Verify Data.

If the issue continues, I suggest getting in touch with our Support Team to help review and verify this issue further for you.

You can also check this article in case you'll need some steps and ideas about the accounts Payable workflows in QuickBooks Desktop.

Get back to me if you have additional questions about your purchase order. I'm always here if you need my help.

byomtov · ‎June 22, 2021

Sorry, I wasn't clear.

Some bills were apparently paid without the relevant PO being marked as delivered. So I need to correct this, so my list of open PO's is correct.

MadelynC · ‎June 22, 2021

Thanks for the clarification, @byomtov.

You have options to get these outstanding purchase orders cleared in QuickBooks Desktop for Mac.

Since the items were received and the bills are already paid without the relevant orders, you can recreate the PO’s, bills, and payments. You can also close them manually to settle the transactions.

Here’s how:

Go to Vendors, then select Purchase Order List.
Locate the vendor.
Select the PO, then change the status to Closed.

You might want to read this information about reports in QuickBooks. This helps make sure everything is accurate and properly recorded.

Feel free to post here again if you have any other questions about managing your purchase orders in QuickBooks. I'll be right here to lend a helping hand. Take care always.

byomtov · ‎June 23, 2021

Thank you, but I don't see how to mark a PO as closed.

When I get the PO list it merely has three columns, vendor, date, and PO number. I see no "status" field.

AlcaeusF · ‎June 23, 2021

Hi @byomtov,

I appreciate you for getting back to us here in the Community. Allow me to provide additional details about how you can mark a purchase order (PO) as Closed.

From the Purchase Order List section, you have the option to select the transaction. After choosing it, you should see buttons you can click within the purchase order window.

Please note that the placement of the buttons will depend on your QuickBooks for Mac version (either at the top or bottom part). To close the PO, I recommend clicking the marked icon in this screenshot:

In case you need the steps, here's how:

Go to Vendors, then select Purchase Order List.
Double-click the vendor with the purchase order you want to edit.
In the purchase orders window, choose the purchase order you want to edit (if you don't see the purchase order list, select the Left View icon).
Press the icon.

You can also check this article for more information about how to create a purchase order from an estimate in QuickBooks: Create purchase orders in QuickBooks Desktop.

Drop me a comment below if you more help in closing purchase orders in the Mac version. Have a great day ahead.

byomtov · ‎June 23, 2021

Thank you.

The problem is solved. Still, note that I am on a Macintosh, and the stamp icon is at the bottom of the PO, not the top. See attached screen shot.

I only mention this because I find it fairly common that those responding a post here overlook this, and provide answers for Windows or QBO version.

Anyway, I do appreciate your help.

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Received items on PO's