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alan516
November 14, 2022
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tracking invoices against purchase order

  • November 14, 2022
  • 1 reply
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We issue a purchase order to a vendor for the total amount of the order.  When parts are received and we get an invoice for partial shipments, how can we track that partial invoice and future invoices against the total purchase order so we know we have not paid more than the original purchase order.

Best answer by RCV

Thanks for coming back and providing us a screenshot to better isolate the issue, alan516.

 

A purchase Order (PO) is a non-posting transaction. You need to create a bill first so you can make a payment. When you create a purchase order you can link it to a bill. This is the process to receive a bill for 30 of the F21 so the Purchase order will indicate they have been received. To pay the remainder, you can go back to the bill and create a payment again. 

 

Here's how to associate the bill with the original PO: 

 

  1. Within the Bill page, click Select PO.
  2. Locate the PO that will need to link the bill.
  3. Make sure the transaction is ticked next to the Date column.
  4. Click Save. Once done, select Pay Bill from the menu.
  5. Find the PO and put a check mark on it.
  6. Then, hit Pay Selected Bills at the bottom part of the page.

Here are the sample screenshots for additional reference:

 

You'll also want to check these articles about your accounts payable workflows:

 

 

That will do. Let me know if you have follow-up questions and I'll be right here to assist more if you still need help. Take care and stay safe always!

1 reply

Nicole_N
Nicole_N
November 14, 2022

Good thing you posted in the Community, @alan516. 


Allow me to help you track partial invoices to a Purchase Order in QuickBooks. It seems like you are referring to the bill that you pay for your vendor. 

When you receive goods you ordered with the purchase order, you also record that in QuickBooks. The transaction you use depends on when you pay for the items. 

If you received an invoice upon receiving the items, you have to create a bill from the purchase order. This way, you can keep track of all your accounts payables and know what or when a bill needs to be paid.

Please keep in mind that when creating a bill for future invoices, we need to enter a lesser amount, not exceeding the original amount of the Purchase Order. 

Follow these steps in creating a bill:

1. Open your QuickBooks Desktop.
2. Go to the Vendors menu, then select Enter Bills.

3. Select a vendor from the dropdown, then fill out the required fields:
 

Date - The date you received the bill.

Amount - Enter the partial amount.

Due date - The due date of the bill.

4. Select the type of bill you want to record. Expenses or Items.
5. Select Save to record the bill.

Once done, you can apply the Purchase Order to the bill. Please follow the steps below.
 

1 From the Vendor's menu, click the Vendor Center.

2. Select the vendor's name.

3. In the Vendor Information section, find the bill under the transactions tab and double-click it.

4. Click the Select PO icon.

5. Check the purchase order that needs to include on the bill.

6. Click OK, then Save and Close.

You can run reports to view vendor-related transactions and help manage them. In the Reports menu, click on Vendors & Payable, then Transaction List by Vendor. If you want to see the exact information, you can customize the report.

Please feel free to read the article about Accounts Payable workflows in QuickBooks Desktop. This helps you learn how to track the money you owe to your vendors.

Should you have any questions about tracking invoices to a purchase order, don't hesitate to click the REPLY button. I'd be glad to assist you with your concern. Keep safe and have a great day!

A
alan516Author
November 15, 2022

The attached PO was created in Quickbooks Enterprise.

What is the process when we receive a bill for 30 of the F21 so the PO would indicate they have been received and the bill in in for processing?

 

R
RCV
November 15, 2022

Thanks for coming back and providing us a screenshot to better isolate the issue, alan516.

 

A purchase Order (PO) is a non-posting transaction. You need to create a bill first so you can make a payment. When you create a purchase order you can link it to a bill. This is the process to receive a bill for 30 of the F21 so the Purchase order will indicate they have been received. To pay the remainder, you can go back to the bill and create a payment again. 

 

Here's how to associate the bill with the original PO: 

 

  1. Within the Bill page, click Select PO.
  2. Locate the PO that will need to link the bill.
  3. Make sure the transaction is ticked next to the Date column.
  4. Click Save. Once done, select Pay Bill from the menu.
  5. Find the PO and put a check mark on it.
  6. Then, hit Pay Selected Bills at the bottom part of the page.

Here are the sample screenshots for additional reference:

 

You'll also want to check these articles about your accounts payable workflows:

 

 

That will do. Let me know if you have follow-up questions and I'll be right here to assist more if you still need help. Take care and stay safe always!

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