QB pro 2019

Hello KG303,

Thanks for outlining what's happening with your purchase order and what you've been invoiced so far from the vendor. I know it's important to properly account for these details in your books and I can walk through this with you.

When you click Receive Inventory in the Vendor section on the Home window, it gives you two options: Receive Inventory with Bill and Receive Inventory without Bill. Since you've been invoiced by the vendor, even if only for some of the items, click the with bill option.

When you choose the vendor on the next window, a message box will come up saying "Open purchase orders exist for this vendor. Do you want to receive against one or more of these orders?" Select Yes, then choose the appropriate purchase order.

You'll note this populates all of the items that were on that purchase order. What you need to do in this case is change the amount in the QTY column to what you received, then hit one of the save options when you're ready.

Next time you receive inventory with a bill for that same vendor, that message I mentioned above will pop up again and you'll click Yes. Once again, choose the purchase order in question, hit OK, and only the remaining amounts will populate on the bill. You can change the QTY again if needed or leave it if you've received the rest of the items.

By changing the QTY to only the items you received, QuickBooks knows to leave the purchase order open and lets you choose it again next time you make a bill. It's one of the great, intuitive features of the program!

Feel free to review the Accounts Payable workflows in QuickBooks Desktop article for more information about how each of the features in the Vendor area works.

I'm here if you need clarification about anything I've mentioned above. :)