Question

When entering an invoice, how does it match automatically to an open purchase order?

Forum|Forum|3 years ago
November 11, 2022
21 replies
71 views

I just started QB online from Desktop. Before, when entering an invoice, it would match an open purchase order and close it. With online, I do not see it connecting a purchase order

QuickBooks Online

JaeAnnC

Level 6

Thanks for reaching out to the Community, @fran29.

We're unable to link a purchase order to an invoice once it has been confirmed by a vendor. To close it, we'll have to link it to a bill or expense.

If you're referring to a bill, the option to automatically connect it to an open purchase order is unavailable. I'll guide you on how to do it manually:

Go to + New and select Bill.
Enter the name of the vendor.
The open purchase orders will appear on the right side of the screen. Select the specific purchase order and click Add.
Review the information to make sure they're accurate, and select Save and close.

To keep track of your purchase orders, you can also run reports for them in QBO.

Let me know if you have additional questions about purchase orders, you're always welcome to post them here in the Community. Stay safe!

F

fran29Author

Thank you . That worked. But I noticed that the items didn't automatically copy over. Is it because the purchase order was originally done on the older quickbooks?

J

JonpriL

Level 9

Appreciate the update, @fran29.

Items on purchase orders are based on the selection you've chosen before the conversion. I'm here to help share insights about purchase orders and how you can move the item to a new vendor bill.

Before an expense transaction from a purchase order is created, a prompt message will show letting you choose how to move the items. Yes, the steps above did also the same with the items of a purchase order I created using the test drive.

Saying the purchase order in question was created before the migration from QuickBooks Desktop to QuickBooks Online, the items included may have been not included during the migration process. This can be the reason why item number of items moved after creating a bill from a purchase order is not the same.

With this, let's consider deleting and recreating the purchase order to ensure the accuracy of the number of items. Kindly read and use the following article below to learn more:

Now that you're able to create purchase orders, you're also able to generate reports showing what has been expensed and other transaction data based on the financial status you need. Here are the references you can use: Create and Manage Reports in QuickBooks Online.

I've got you covered if there's anything else that I can help you with aside from creating purchase orders in QuickBooks, please let me know by tagging, @JonpriL, in the comments below. I'll be around and ready to help. Take care always and stay safe!

S

SarahAG

When attaching the PO to the bill, is there any way to get the PO's sorted by numerical or date? I can have up to 20+ PO's for a vendor open, and it can be a bit frustrating searching the list when they are listed in no order.

G

Giovann_G

Moderator

Welcome to the Community space, SarahAG.

I understand that organizing the purchase order (PO) by numerical or date would make it simpler for you to attach it to a bill. I'll help you with this.

Just to be sure, are you trying to add a purchase order to a bill? If yes, by default PO is sorted by purchase order number. All you have to do is to click the Add button to link when creating a bill for your vendor. Then it will be listed depending on which one you add first.

The reason the PO is not sorted out is that it may not have been added in a specific order. If this happens, you can arrange the PO by dragging it up and down. You can use this resource as a reference to learn how to include it in a bill: Add purchase orders to expenses, bills, or checks in QuickBooks Online.

I've added the following link to assist you with managing your bills and payments for future use: Enter and manage bills and bill payments in QuickBooks Online.

Let me know if you need additional assistance managing your vendor transaction in QuickBooks. We're always available to help you at any time.

S

SarahAG

Thank you for the welcome Giovann!

I have no difficulty adding PO's to a bill, the only issue seems to be that ours don't appear to be sorted numerically as your example shows. Could it be that because we use a custom PO # it can't sort it correctly?

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