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JCTorrellas
March 26, 2024
Question

QB Enterprise - Partial Bill Entered but Purchase Order Showing as Complete

  • March 26, 2024
  • 1 reply
  • 0 views

Good day,

 

I have a question with QB and looking for some help. We received a partial delivery for an open purchase order we had from one of our suppliers. We received it into inventory with a bill the items that were received like we normally do, but noticed that the Purchase Order on QB was being shown as closed even though we still have missing items. On the Purchase Order page on QB, the items table shows a Received Column and a CLSD column. For this particular Purchase Order I am talking about, all the items have a checkmark on the CLSD but not all of them shown as received.

 

I am looking for help trying to understand why the Purchase Order is being shown as closed even though there are still items that have not been received.

 

Thanks!

1 reply

R
RheaMaeH
March 26, 2024

Hello there, JCTorrellas. Let me help you fix the issue about your Purchase Order (PO) in QuickBooks Desktop.

 

When converting a Purchase Order to a bill, the PO window will show as Received in Full. To convert partial items, simply edit the quantity in the PO.

 

Here's how:

 

  1. Open the Purchase Order.
  2. Under the Recent Transaction, then click bill.
  3. Edit the quantity of the item.
  4. Click Save & Close.

 

If someone mistakenly closes a Purchase Order (PO), all the items listed in it will also be marked as closed. To fix this, you just need to change the status of the PO to open, and then it will appear as a billable transaction.

 

To do this, follow these steps:

 

  1. Go to the Vendors menu and then select Vendor Center.
  2. Locate the vendor you created the purchase order with.
  3. On the All Transactions drop-down menu, select Purchase Orders.
  4. Find the closed purchase order and double-click to open it.
  5. Click Mark as Open and then select Save & Close.

 

For more tips, while handling your purchase orders and other vendor entries, you can check out the resources from this link: Enter expenses, pay bills, write checks, and manage suppliers.

 

Let me know if you have any other questions about purchase orders in QBDT. I'll be right here to help. Have a good one!

J
JCTorrellasAuthor
March 27, 2024

Good day,

 

I'm not sure if I explained myself correctly. I'll break it down to see if I can explain it better.

 

1) We place PO with Vendor

2) The Vendor splits the PO and only ships to us what they have currently available, the rest of the items ordered will be shipped to us when they become available.

3) We receive the partial order from our vendor

4) We enter the items into inventory with a bill

5) When entering the bill, we only leave the items the items that were received. All the other items that are still pending are not included in this bill

6) The problem that we have is that even though the bill was only entered for the items received, the PO related to the bill is being marked as closed even though there are items that have not been received.

 

We re trying to understand why the PO is being marked as closed? Also, on the purchase order window there is a column labeled Received and another on called CLSD. What action triggers a change on those columns?

 

Thanks!

S
SirielJeaB
March 27, 2024

Thank you for responding and providing more information about your purchase order, JC. I'll help you navigate and manage your transaction effectively.

 

Typically, an open purchase order with outstanding items won't be closed automatically unless you manually select the Mark As Closed option. I recommend using the Verify and Rebuild tool to ensure the accuracy of your company data. The Verify tool detects common file issues, while the Rebuild tool resolves them, safeguarding the integrity of your financial information.

 

For data verification:

 

  1. Navigate to the Window menu and choose Close All.
  2. Click on File, then select Utilities.
  3. Opt for Verify Data.

 

For data rebuilding:

 

  1. Access File, then Utilities, and choose Rebuild Data.
  2. Follow the on-screen instructions and click OK.
  3. Select the backup location and hit OK.
  4. Enter a new name in the File name field and click Save.

 

For detailed instructions, refer to this article: Verify and Rebuild Data in QuickBooks Desktop.

 

Moreover, the Received column in your Purchase Orders shows the quantity of items received when generating the Bill, with a checkmark in the CLSD column if the item is received in full.

 

You may find the following articles helpful in tracking your expenses in QuickBooks Desktop:

 

 

Should you have any additional questions or need clarification about your transactions, kindly reply to this post. Your inquiries are always welcome, and I'm here to ensure you receive the support and information you need. 

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