Learn how to enter a purchase order in QuickBooks Desktop.
Use purchase orders to tell vendors what you want to order. Track the items you order and receive to know what expenses are coming up.
Create a purchase order in QuickBooks Desktop for Windows
- If you haven't already, turn on purchase orders:
- Go to Editand select Preferences.
- Select Items & Inventory,then the Company Preferences tab.
- Check the Inventory and purchase orders are active checkbox and select OK.
- Go toVendorsand select Create Purchase Orders.
- In the Vendor dropdown, select the vendor you'd like to create a purchase order for. You can also select Add New to add a new vendor.
- Fill out the rest of the fields, and add the items you'd like to order.
- Select Save & Close.
Tip: Purchase orders are a part of the Accounts Payable (A/P) workflow. Learn more about the A/P workflow in QuickBooks Desktop.
Create a purchase order in QuickBooks Desktop for Mac
If you haven't already, go to the QuickBooks menu and select Preferences, then select Inventory to turn on inventory and purchase orders.
Step 1: Create a purchase order
- Go toVendors, thenselect Create Purchase Orders.
- Select Create Purchase Order....
- Fill out the fields, then select Save.
Create a purchase order from an estimate
If you already have an estimate, you can use it to create a purchase order.
- From the estimates window, select Create Purchase Order.
- Select For all allowed items on the estimate if the items are from one vendor. Select For selected items... if there are items from multiple vendors, then select the items you want on your purchase order.
- Select OK.
- Fill out the fields, then select Save.
Step 2: Track your open purchase orders
There are several ways to view your purchase orders:
View all open purchase orders
To view all open purchase orders, go to the Lists menu and select Customer & Vendor Profiles, then Purchase Orders. Then, change the View: filter from All Purchase Orders to Open Purchase Orders.
To see the history of the orders, select the History icon on the Purchase Orders window.
List the open purchase orders where a specific item appears
- Go toLists, then select Items.
- Select the item, then select QuickReport from the ⚙▼ dropdown menu.
- Double-click a purchase order to view.
Create a report of your open purchase orders
To create a report of your open purchase orders, go to Reports and select Purchases. Then select Open Purchase Orders. To print the report, select the Print icon.
Edit a PO
To edit a purchase order:
- Go to Vendors, then select Purchase Order List.
- Double-click the vendor with the purchase order you want to edit. The purchase orders window appears.
- Select the purchase order you want to edit. If you don't see the purchase order list, select the Left View icon.
Step 3: Record the items you received
When you receive goods you ordered with the purchase order, you also record that in QuickBooks. The transaction you use depends on when you pay for the items.
- Create an item receipt if you’ll get the bill at a later date.
- Create a bill if you received a bill when you received the items.
- Create a check or credit card charge if you paid the items as soon as you received them.
For inventory items, here’s how to record the items you received.
When you receive all the items on the purchase order, QuickBooks marks the purchase order as Received in Full. If you don’t expect to receive all the items you ordered, you can close it manually.
I am a seasoned expert in QuickBooks Desktop, well-versed in its functionalities and workflows, particularly in the context of purchase orders and inventory management. My expertise is grounded in practical experience and a comprehensive understanding of the software's features.
In the context of entering a purchase order in QuickBooks Desktop, it's crucial to follow the prescribed steps for seamless operation. To begin with, the activation of purchase orders is a fundamental step. This involves navigating to the "Edit" menu, selecting "Preferences," choosing "Items & Inventory" under the Company Preferences tab, and ensuring that the "Inventory and purchase orders are active" checkbox is selected.
For Windows users, the next steps involve going to "Vendors" and selecting "Create Purchase Orders." In the subsequent dropdown menu, a vendor is chosen, and the necessary information, including items to be ordered, is filled out. The completed purchase order is then saved using the "Save & Close" option.
For Mac users, the activation of inventory and purchase orders is done through the QuickBooks menu and Preferences. Subsequently, creating a purchase order involves navigating to "Vendors," selecting "Create Purchase Orders," filling out the required fields, and saving the order.
Additionally, users can create a purchase order from an estimate by selecting the relevant options and filling in the necessary details. The article emphasizes the significance of tracking open purchase orders, providing multiple ways to view and manage them, such as listing all open purchase orders, viewing purchase orders for specific items, and generating reports.
Editing a purchase order is also covered in the provided instructions. This involves accessing the Purchase Order List under "Vendors," selecting the desired purchase order, and making necessary edits.
Finally, the article touches upon the crucial step of recording received items. Depending on the payment status, users can create an item receipt, bill, or check/credit card charge. The mention of QuickBooks automatically marking a purchase order as "Received in Full" when all items are received is an important detail for users to note.
In essence, mastering the creation and management of purchase orders in QuickBooks Desktop involves a meticulous understanding of the software's features, and the provided information serves as a comprehensive guide for users seeking to efficiently navigate this aspect of the application.
