Skip to main content
E
Erss
October 14, 2021
Solved

Purchasing Order Not Removing after it Has been Received

  • October 14, 2021
  • 4 replies
  • 0 views

- A PO is created from a Vendor.

- To receive items from this PO, go to Receive Inventory with Bill > Select the Vendor > Open Existing PO > Select the PO > Input information in Bill and save.

- By doing the earlier 2 steps, this PO should no longer be Open, and closed out.

 

Issue: We have a PO that has already been received, but it is still open.  How do we get rid of it?

Error:  Under Memo in the Bill, we do see "VOID:"  Maybe this bill was accidently voided?  If that is the case, how we can un-void this? 

 

-  We did a quick report on the item that is in the PO, we only show that one PO number.  In there, we also see a bill for that PO, which shows the item being received and Paid for.  We also show an invoice to a customer for the item that is in this PO.  

- Under Inventory for this item, it shows 0 for Total Quantity on Hand, 0 on SO, 1 on PO

Best answer by AlcaeusF

Hi there, @Erss.

 

Welcome, and thanks for providing the complete details of your concern. I'm here to share some information about purchase orders (PO) in QuickBooks Desktop (QBDT).

 

Did you already receive all the items on the PO? If so, QBDT marks the PO as Received in Full instead. This means that it is already closed.

 

Also, if you don’t expect to receive all the items you ordered, you can close them manually by opening the PO and clicking the Marked As Closed option.

 

Entering Void in the Memo field doesn't mean the PO was voided. Since PO is a non-posting transaction, this will only help you identify that it was voided. Right now, there isn't a way to void a PO in QBDT.

 

To know more about managing POs in QBDT, check out this article: Create purchase orders in QuickBooks Desktop.

 

Purchase orders are a part of the Accounts Payable (A/P) workflow. Learn more about the A/P workflow in QuickBooks Desktop.

 

Let me know if you need further assistance with this. I'm always around to provide answers and clarifications to your questions. Have a great day ahead and take care.

4 replies

AlcaeusF
AlcaeusFAnswer
October 15, 2021

Hi there, @Erss.

 

Welcome, and thanks for providing the complete details of your concern. I'm here to share some information about purchase orders (PO) in QuickBooks Desktop (QBDT).

 

Did you already receive all the items on the PO? If so, QBDT marks the PO as Received in Full instead. This means that it is already closed.

 

Also, if you don’t expect to receive all the items you ordered, you can close them manually by opening the PO and clicking the Marked As Closed option.

 

Entering Void in the Memo field doesn't mean the PO was voided. Since PO is a non-posting transaction, this will only help you identify that it was voided. Right now, there isn't a way to void a PO in QBDT.

 

To know more about managing POs in QBDT, check out this article: Create purchase orders in QuickBooks Desktop.

 

Purchase orders are a part of the Accounts Payable (A/P) workflow. Learn more about the A/P workflow in QuickBooks Desktop.

 

Let me know if you need further assistance with this. I'm always around to provide answers and clarifications to your questions. Have a great day ahead and take care.

E
ErssAuthor
October 18, 2021

You hit it on the spot. Close the PO.  Even though it is not received in full in the PO.  the system already have received this item, so it works out I guess.  Thank you!

    V
    Vitoch
    March 11, 2022

    This is a big issue that needs to be addressed. We need our open PO report to accurately show the remaining open balances on our purchase orders. A good majority of our orders have several line items and are billed out individually by the vendors, leaving back orders. PO’s are in the report that have previously been closed and linked. They no longer link. The Open PO report is essentially useless but yet VERY important part of business. 

      S
      square1 comp
      July 15, 2022

      I am having a similar issue. The Purchase Order shows Received in Full, but the items still show up on the Open Purchase Orders Report.

      K
      KirkT1
      August 9, 2022

      We are getting the same issue as well

      V
      Vitoch
      April 19, 2023

      Do you have another software program that links to your QB?

      E
      ErssAuthor
      April 20, 2023

      No.  If you have another program, I would see if you are able to uninstall that program, try what worked for us.  Then reinstall the program to see if that still happens.  Since QB Desktop 2019 no long have any supports, I wouldn't touch the QB because once you delete QB, you probably won't be able to get the updates.

      E
      ElishaFunBox
      April 20, 2023

      Thanks. I will double check.

      M
      mariojrb_
      August 27, 2024

      Thanks for joining this thread, AccountingIsFun.

       

      Can I ask what specific behavior you've encountered when clicking on Mark as closed in Purchase Order (PO)? This information will help us provide you with an accurate response.

       

      It's possible that this is a data issue, let's run the Verify and Rebuild Data to identify and resolve any issues in QuickBooks Desktop (QBDT).

       

      Here's how:

      1. Go to Window then select Close All.
      2. Go to File, then select Utilities.
      3. Select Verify Data. If you see:
        • QuickBooks detected no problems with your data—your data is clean, and you don’t need to do anything else.
        • An error message—search for it on our QuickBooks Desktop support site for how to fix it.
        • Your data has lost integrity—Data damage was found in the file. Rebuild your data to fix it.

       

      Moreover, you can refer to this article for additional steps: Verify and Rebuild Data in QuickBooks Desktop

       

      If you have any further questions or concerns related to tracking inventory levels, monitoring stock movements, and ensuring efficient inventory management, you can refer to this article: Inventory Reports.

       

      Feel free to come back to this thread for more updates or if you have any inquiries on inventory reports and any other QBDT-related matters. We're always here to have your back.

      Terms & ConditionsAccessibility statement