Skip to main content
StephanieLL
Nov 17, 2022 7:45 PM UTC
Question

Vendor Purchase Orders

Hello Community,

Our company has run across an issue with vendor purchase orders. 

Scenario: We have, in operations, a need to have immediate PO #'s available to our Plant Manager.

 

Current Process: We do generate QBO PO's to submit to vendors.  When the Plant or Maintenance Manager have a critical need and Accounting isnt able to generate a PO immediately, they have a Paper PO Book.  The issue is that we are now duplicating PO #'s.  Primarily, we use PO's as a predictive/forecasting of expenses tool.

 

Question/Possible Solution?  Am I able to generate a sequence of PO #'s (say for a given week), and hold those numbers "open" for our Plant & Maint Mgr, all the while continue to generate PO's in the system normally?

Or - am I able to change a system generated PO number at the time of generation to a unique number?

 

Thanks all- Stephanie

 

 

1 reply

MirriamM
Nov 17, 2022 9:38 PM UTC

Welcome to the Community forum, @StephanieLL.

 

I'm here to help you how to generate a unique number for your purchase order.

 

In QuickBooks Online (QBO), you can use your numbering system for your purchase orders by turning on the Use custom transaction numbers for expenses in the Account and Settings. This way, you can generate a unique number for purchase orders.

 

 Here's how to turn it on:

 

  1. In QuickBooks Online, go to the Gear icon at the top.
  2. Choose Account and Settings. 
  3. Select the Expenses menu on the left pane.
  4. Tick the Pencil (edit) icon in the Purchase orders section. 
  5. Toggle the Use custom transaction numbers option to turn it on. 
  6. Click Save, then Done.

 

For more information about purchase orders, see this article: Create and send purchase orders in QuickBooks Online.

 

To guide you in adding an accepted purchase order to a transaction for your vendor in QBO, check out this article for your reference: Add purchase orders to expenses, bills, or checks in QuickBooks Online.

 

If you need anything or have questions about purchase orders in QBO, let me know in the comments section below. I'll gladly help. Take care, and I wish you continued success, @StephanieLL.

Terms & ConditionsAccessibility statement