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bembem
January 7, 2025
Question

Blanket purchase orders from a customer - QB Enterprise

  • January 7, 2025
  • 1 reply
  • 0 views

We have several customers that provide us with blanket purchase orders to ship against. When we ship items against the PO we create a copy of the original sales order so that we do not have duplicate packing slip number. The problem is that we can't really ever track what we have shipping in QB since we have all these copies of the original sales order. I know I can download to excel but QB should be able to handle multiple shipment against a single PO.  Am I missing something somewhere?

 

Thanks!

1 reply

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GebelAlainaM
January 8, 2025

I appreciate the information you've provided about blanket purchase orders in QuickBooks Desktop (QBDT), @bembem. To handle multiple shipments against a single purchase order, you can convert the purchase order to a bill each time you process a shipment. Let's get into details.

Setting Up a Purchase Order:

 

  1. Go to Vendors and select Create Purchase Orders.
  2. In the Vendor dropdown, select the vendor for whom you'd like to create a purchase order.
  3. Fill out the remaining fields and add the items you'd like to order.
  4. Select Save & Close.
     

When you need to process a shipment, you can convert the purchase order to a bill, including the amount. Here's how:

 

  1. From the Vendor menu, select Enter Bills.
  2. Select the customer and the open purchase orders.
  3. Enter the amount and quantity needed for the shipment.
  4. Click Save & Close.
     

Afterward, open the purchase order to track the remaining balance, the date, and the multiple transactions associated with it.



For more details on managing purchase orders and bills in QBDT, you can check out the following articles:
 

If you need to generate a report with your financial data in QuickBooks, refer to: Run and customize reports in QuickBooks Desktop.

Feel free to reach out if you need more help managing blanket purchase orders in QuickBooks. I'm always here to assist you. 

B
bembemAuthor
January 9, 2025

Thank you GebelAlainaM but you have it reversed. I probably wasn't clear with my question. We receive a blanket purchase order from our customer for a period of time, sometimes up to a year. These are large Fortune 500 companies so they will not make allowances for us to change how they do things. From the customer PO we create a sales order which we must then ship against on a weekly basis. This is where we have issues since we need a different packing slip number for each shipment. Does this make sense ?

D
Dandie_A
January 9, 2025

Hello, bembem. I see that you want to manage your shipment efficiently. Let's explore how we can streamline this process and ensure every packing slip has a unique identifier as needed.

 

Since you mentioned that you created a sales order and have multiple invoices with different sales order numbers for each shipment, here's a solution. To keep the sales order number the same on each packing slip, generate the packing slips directly from the sales order without altering the order number. This will help maintain accurate and consistent records for all shipments.

 

For weekly shipment tracking with unique packing slip numbers, create a sales order and then convert it into an invoice for each weekly shipment. Follow these steps:

 

  1. Go to Customers.
  2. Create Invoices, and select sales orders.
  3. Choose the items and quantities for the current shipment.

 

After creating the invoice, generate the packing slip by following these steps:

 

  1. Navigate the File.
  2. Click Print Forms.
  3. Select Packing slips.

 

Manually adjust the packing slip number to include a unique identifier (e.g., Sales Order 1001 with the first shipment could have packing slip number 1001-1, the second shipment could be 1001-2).

 

By following these steps, you can keep the sales order number consistent while generating unique packing slip numbers for each shipment, ensuring accurate and efficient tracking.

 

Additionally, You can also add a custom field to sales orders to better track purchase orders.

 

If you have further questions regarding the sales order, feel free to reach out. I'm always here to help.

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