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S
sprints
December 1, 2021
Question

Receive items on Purchase Order-forgot to enter as received

  • December 1, 2021
  • 2 replies
  • 0 views

A purchase order was made and goods received, but it was not marked as received. The invoice was entered and paid. How do I show goods were received and not have it waiting in the que for receiving the invoice? Did not want a double entry. Tech support said to bring up the PO and enter crtl-H. That didn't do anything.

2 replies

Tori B
Tori B
December 1, 2021

Hi there, @sprints.

 

Thanks for taking the time to reach out to the Community for support. 

 

To clarify, when you're stating you received an invoice, do you mean that you're receiving it from your vendor? If so, we refer to those invoices as bills in QuickBooks. 

 

If you received the items and the corresponding bills for them, here's what you'll need to do. 

 

  1. Go to Receive Inventory dropdown, then select Receive Inventory with Bill.
  2. On the Enter Bills window that appears:
    1. From the Vendor dropdown, choose the vendor.
    2. Hit Yes to receive a purchase order for the bill.
    3. Choose the correct PO, then click OK.
    4. Review the information on the Bill. 
    5. Select Save & Close.
  3. When you're ready to pay the bill, proceed to Pay Bills screen.

 

However, if you have an instance where your vendor didn't send you bill, you can still receive the Inventory with out one. This is referred to as an Item Receipt. For additional details about these processes, check out Receive Inventory.

 

Please let me know if you have any questions or concerns. I'm always around to lend a hand. Take care!

S
sprintsAuthor
December 1, 2021

Steps:

Purchase order issued

Good are received

Invoice entered from vendor

Invoice paid

Oops, forgot to enter as being received. Still showing no received.

If I mark as being received it will probably be under the tab to enter the invoice (has already arrived & paid)

C
CharleneMaeF
December 2, 2021

Thanks for updating us about the steps you've performed, sprints. I'm here to ensure you're able to mark the purchase order as received.

 

To do this, let's link the purchase order to the existing bill that you've created. I'll show you how:

 

  1. From the Vendors menu, select Vendor Center.
  2. Select the vendor's name.
  3. In the Vendor Information section, find the Bill under the Transactions tab and then double-click it.
  4. Choose the Select PO icon.
  5. Select the purchase order that needs to be included on the bill.
  6. Click OK and then select Save & Close.

 

Additionally, I've included an article that'll help you see the complete list of workflows and other vendor-related transactions. This ensures your record is accurate: Accounts Payable Workflows in QuickBooks Desktop.

 

I'm only a post away if you need more help managing your vendor transactions, sprints.  It's always my pleasure to help you out again.

L
LoveNumbers
September 15, 2022

The suggestions above do not help. They always create a bill. Best thing is receive the items, which will create a bill. I would use a similar number to the real bill (by adding a letter, for example). If you have not paid the vendor, easy, use this and delete de other.(the mistaken one)

If you already paid the vendor, then create a fake bill (just to receive the items) and write in memo the real bill number) then create a credit memo to that vendor for the same amount.

Next time you pay this vendor call your fake bill and offset it with the credit memo.

That way your pending PO will not show anymore. You got your items and do not need to have those pending purchase orders there.  

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