Solved

Entering online purchases paid for but not received

Forum|Forum|5 years ago
June 7, 2021
4 replies
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How do I enter online purchases for inventory and assets that I pay for when ordering in a shopping cart but have to wait for shipping to actually receive? If I do a purchase order, I can either receive inventory with a bill or without. Not pay a bill but not receive inventory. Just entering a bill assumes you are receiving the items paid for immediately. As an example, today I ordered 30 sheets of art paper. I paid when ordering via shopping cart online. Once I record payment to that vendor, my inventory shows those 30 sheets but I won't receive them for about a week so why should they be in inventory? The money is gone out of my accounts show not recording the payment until inventory received would make the payment accounts inaccurate. Any suggestions besides having QB actually set up a paid for but not received option on Purchase orders?

QuickBooks Desktop

Best answer by Angelyn_T

I appreciate your quick response, @Captog.

I understand the importance of adding an option to pay the bill from your purchase order while waiting for the inventory items. And, it's my priority to give you the best possible experience while working with QuickBooks Desktop (QBDT). Thus, I'm here to guide you on how to submit your request to our product developers. Rest assured they're working nonstop to enhance the product for all QuickBooks users.

Here's how:

Open your QBDT file.
Go to the Help menu, then click on Send Feedback Online.
Tap on Product Suggestion.
Enter your feedback or suggestion, then hit on Send Feedback.

You can also visit this page to stay current with the latest QuickBooks news and feature enhancements: Product and Industry News.

Moreover, here's how you can learn more about the different ways of tracking your expenses and vendor transactions in QuickBooks Desktop.

If you have any other follow-up questions about bills and purchase orders, let me know by adding a comment below. I'm always here to help. Have a good one!

KlentB

I can shed a light on that, Captog.

Since you're still waiting for the items to be delivered, you'll want to create a purchase order to track your orders and the expenses you incurred. Here's how:

Go to Vendors menu.
Choose Create Purchase Orders.
In the Vendor dropdown, select the vendor you'd like to create a purchase order for.
Fill out the rest of the fields.
Add the items you've ordered.
Select Save & Close.

Once the shipments have arrived, you'll have to receive them with their corresponding bills. Then, record the bill payment to zero out your payables.

To learn more about this process, you can visit this page: Accounts Payable workflows in QuickBooks Desktop. In addition, here's an article that will help you track your vendor expenses in the program: Customize vendor reports.

I'm still here if you need more help in entering your other transactions. Just add a comment below and I'll get back to you. Have a pleasant day ahead.

C

CaptogAuthor

Did you not bother to read my question? I have been using QB for almost 30 years. I know all about purchase orders and the problem is that they do NOT answer the problem. I need to receive the inventory when it arrives. I also need to record the purchase WHEN IT IS ORDERED not when I actually receive the inventory anywhere from a day to 10 days later. I made that very clear in my question. QB does not provide a way to do that I know of despite my long association including being a Specialist. The two choices you have with purchase orders are Receive inventory with bill or Receive inventory without bill. Where is the option for pay bill WITHOUT receiving inventory? As I stated in my original question, when you order online from Amazon, Epson Store, Matcutters, and every other vendor I can think of, you pay for your purchase when you place your order in the shopping cart. The money is gone from your accounts but you do not physically have the inventory. Your solution ignores the fact that the funds are already GONE from your account. I am sorry but I do not accept that either my actual physical inventory or my bank accounts will not be accurate. So, no, KlentB, you did not shed light on that but simply highlighted the problem. The software needs to be changed to reflect the actuality of today's purchases on the internet.

D

designlife

How is this marked "solved" when it isn't?? I have been trying to figure out this same issue for years so my pos dont show received when in fact they are paid but nOT received yet..?

Anyone Know if this is possible??

B

BobSaville

Has this issue ever been actually solved or someone figure out a work around? I have run into this a lot since now a lot of vendors take a long time to ship, but charge the card immediately. I need to reconcile my credit card but can't because there is a charge on it I'm waiting to receive the items, but can't put the charge into QB.

anyone figure this out?

B

BobSaville

FYI, I found this work around. A bit clunky, but it does work... I just do it as a full payment not partial, but seems to work.

https://quickbooks.intuit.com/learn-support/en-us/help-article/vendor-credits/record-vendor-prepayments-deposits-prepaid-parts/L516m2tcF_US_en_US