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Level 1

tracking delivery date for entered, paid transaction

I order stuff online.  I record each transaction as a check in QuickBooks desktop.  How can I track the date it arrives in QuickBooks?

4 Comments
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QuickBooks Team

tracking delivery date for entered, paid transaction

Hello there, @rolandgarton.

 

Let me share some information about recording ordered transactions in QuickBooks Desktop (QBDT).

 

When ordering transactions, you can create a purchase order and date it by the time you've ordered the transactions/items. When you receive the items, you can create a bill or a check depending on how you're going to pay the ordered items.

 

To create a purchase order:

 

  1. Click Vendors at the top menu bar.
  2. Select Create Purchase Orders.
  3. Fill in the necessary information.
  4. Click Save and Close.

To create a bill:

 

  1. Go to Vendors.
  2. Click Enter Bills.
  3. Click Select PO beside Attach File.
  4. Select the vendor under Open Purchase Orders.
  5. Select the item/items you've ordered by putting a check-mark beside it.
  6. Click OK.
  7. Click Save and Close.

If you want to pay the bill:

 

  1. Go to the Vendor Center.
  2. Select your vendor.
  3. Click the bill created.
  4. Click on Pay Bill beside Recalculate.
  5. Select the bill you wanted to pay.
  6. Click Pay Selected Bills.
  7. Click Done.
  8. Click Save and Close.

Feel free to add a comment below if you have any other questions. Wishing you the best!

 

Highlighted
Level 1

tracking delivery date for entered, paid transaction

Thanks.  I pay with debit card online when I purchase and I record that payment in QB.  Can I later record the date received without going through all the extra Purchase Order steps?

Highlighted
Level 1

tracking delivery date for entered, paid transaction

Also, when I click the Vendors menu I don't get any Create Purchase Order option.  Is there some setting to enable that option?

Highlighted
Level 10

tracking delivery date for entered, paid transaction

Technically you are supposed to record a purchase upon receipt, not payment, but if the amount is not material or the receipt is in the same month, then it doesn't really matter.  One thing you can do is post the pre-payment to Accounts Payable, which will create a credit on account, and then when you receive the products, create a Bill, and apply it to the open credit

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