Where can I record what and how many items I bought from my suppliers?

info1081 · ‎June 17, 2020

Rea_M · ‎June 17, 2020

Thank you for getting back to us, @info1081.

Let me share details on when you can create a bill in QuickBooks Online (QBO). This way, you can effectively manage your account's supplier transactions.

Yes, you can create a bill to record the list of items you purchase. This feature is mostly used to track your payables that are based on the bill given by your supplier. I'm here to guide you how.

Go to the + New button.
Select Bill.
From the Supplier drop-down menu, select a supplier.
In the Terms drop-down, select your preferred bill's term. The terms show when the supplier expects payment.
Fill out all the necessary fields such as the Bill date, Due date, and Bill no.
Enter the other needed information in the Category details section.
In the Item details section, enter the complete list of items, their quantity, and price.
Select Save and close.

Once done, you can use the Pay Bills feature to close the bill you've created. For the detailed steps, you can refer to this article: Pay your bills through Pay bills.

In the Report menu's What you owe section, you can view the complete list of reports about your supplier bills and payables. If you wish to view the list of your unpaid bills and the total amount you owe each supplier, you can pull up the Supplier Balance Detail report.

Please let me know if you have other concerns. I'm just around to help.

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Rea_M · ‎June 17, 2020

Hello there, @info1081.

I'm here to ensure you're able to record the items you bought from your suppliers in your QuickBooks Online (QBO) account. This way, you can monitor the details of the items (such as quantities and prices) you purchase from them.

You'll have to create a purchase order for the complete list of your items and their quantities. Then, you can apply it to either a cheque or an expense transaction depending on how you made the payment. Both are used to record purchases that have already been paid. Let me guide you how.

To enter a purchase order:

Go to the + New button.
Select Purchase Order.
From the Supplier drop-down menu, select or add a supplier.
Enter all the necessary details.
In the Category details and/or Item details section, enter the purchases. Please note that only the products or services marked I purchase this product/service from a supplier will appear in the Item details section.
Select Save and close to complete the entry.

I've attached screenshots below for your reference.

After that, you can now apply the purchase order to a supplier transaction. To decide whether to create a cheque or expense, you can refer to this article: What is the difference between bills, cheques, and expenses?.

Once done, you can pull up a purchase order report from the Report menu's Expenses and suppliers section. Where you can view the complete list of your open purchase orders, grouped by item and/or account as well as the total, received, and balance quantities and amounts or your items.

QuickBooks lets you know when its time to reorder anything that's running low or out of stock. Then, tracks the items when they arrive to keep your inventory up to date. To learn more about it, you can refer to this article: Reorder inventory or supplies from suppliers.

Please let me know if you have other concerns. I'm just around to help.

info1081 · ‎June 17, 2020

Thank you for your reply.

Can I create a bill to record the list of items I purchase? Since the final data (quantity and price) is based on the bill sent by suppliers.

Rea_M · ‎June 17, 2020

Thank you for getting back to us, @info1081.

Let me share details on when you can create a bill in QuickBooks Online (QBO). This way, you can effectively manage your account's supplier transactions.

Yes, you can create a bill to record the list of items you purchase. This feature is mostly used to track your payables that are based on the bill given by your supplier. I'm here to guide you how.

Go to the + New button.
Select Bill.
From the Supplier drop-down menu, select a supplier.
In the Terms drop-down, select your preferred bill's term. The terms show when the supplier expects payment.
Fill out all the necessary fields such as the Bill date, Due date, and Bill no.
Enter the other needed information in the Category details section.
In the Item details section, enter the complete list of items, their quantity, and price.
Select Save and close.

Once done, you can use the Pay Bills feature to close the bill you've created. For the detailed steps, you can refer to this article: Pay your bills through Pay bills.

In the Report menu's What you owe section, you can view the complete list of reports about your supplier bills and payables. If you wish to view the list of your unpaid bills and the total amount you owe each supplier, you can pull up the Supplier Balance Detail report.

Please let me know if you have other concerns. I'm just around to help.