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gregorypolk4
September 1, 2020
Question

How do I add a purchase order number from a client to the invoice I am creating to send to them?

  • September 1, 2020
  • 2 replies
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Original commenter did not share additional details

2 replies

R
RaymondJayO
September 1, 2020

It's great to see you here today, @gregorypolk4. 

 

Let's add a custom field to the invoice to include your client's purchase order. I'll guide you how. 

  1. Go to the Gear (⚙️) icon on the upper right corner. 
  2. Select Account and Settings under Your Company. 
  3. Go to Sales from the left menu.
  4. Click Sales form content.
  5. In the Custom fields section, enter the Name, such as PO Number. 
  6. Check the Internal box if you want to show the field in QBO. Choose Public if you want to show the field on customer forms.
  7. Choose Save.
  8. Click Done.

 

The screenshot below shows you the last six steps. For the detailed instructions, check out this article: How To Add Custom Fields To Invoices. 

 

Once done, manually enter the purchase order number in the custom field when creating an invoice. I recommend customizing the sales form before clicking Save and send to email it to your client (see the screenshot below). 

 

Here's what it looks like after performing the steps above: 

 

Once you accept the invoice payment, record it from the + New menu. It helps ensure your client's balances are up to date in the program. 

 

I'll be right here to help if you need further assistance. Take care always. 

B
Basking in the Glow
February 21, 2022

Trying to add a PO number to an invoice using QuickBooks Desktop.  HELP

JasroV
JasroV
February 21, 2022

Nice to have you join this thread, @Basking in the Glow.

 

I'll be more than happy to guide you on how to add a Purchase Order (PO) number to your invoice. 

 

You'll want to customize your invoice template to have a PO field. Then, open the PO and manually copy and paste the number to your invoice. Here's how.

 

  1. Open your invoice in QuickBooks Desktop (QBDT).
  2. Go to the Formatting tab and select Customize Data Layout.
  3. Check the box for the P.O. No. field under the Header tab, and click OK. 
  4. Open your PO, then copy and paste the PO number to your invoice. 

Another way is to utilize a third-party app that lets you automatically link your PO no. to your invoice. Just hover to the App Center or visit our Apps for QuickBooks Desktop page for reference. 

 

Once your customer pays their invoice, you can refer to this link on how to seamlessly record it: Record an invoice payment.

 

You can always count on me if you need more help managing your PO and invoices in QBDT. Simply tag me in your reply and I'll take care of them for you. Keep safe and have a wonderful day ahead!

L
lindivn
February 22, 2023

I contacted the Quickbooks helpdesk today to find out how I could add a PO number to an invoice, so my client would be able to locate the contract and pay me. I was very disappointed to find out that Quickbooks Online Simple does not offer an option of creating one extra field on an invoice - I was told to upgrade if I want to be able to add a number. I will either have to download a pdf and add a PO number manually or stick with Wave which enables one to do it - for free!

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paulirwin
November 17, 2023

Just noticed the same thing! This is such a basic requirement for any invoicing process but we are expected to pay extra for this???!!!! 

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GenmarieM
November 17, 2023

Welcome to the Community @paulirwin. 

 

I completely understand the significance of having the custom fields feature in your QuickBooks Online to add a PO number to your invoices.

 

However, custom fields is a feature available in QBO Plus, QBO Essentials, and QBO Advanced. To add a PO number to your invoices, it is necessary to upgrade your subscription to access the custom fields management feature.

 

We value your opinion and would love to hear any suggestions you may have to improve our product. To help us improve, I recommend using the Feedback feature in QuickBooks Online to submit your feedback directly to our Product Developer Team who will review and consider it for future updates. This will make QBO a more user-friendly experience for you and all our valued customers.

 

To do that, here's how:

 

  1. Select the Gear icon at the top, then Feedback.
  2. Enter your comments or product suggestions.
  3. Select Next to submit feedback.

 

Furthermore, you may visit this article as your guide in managing your QuickBooks plan to add more features: Upgrade or downgrade your QuickBooks Online edition.

 

Don't hesitate to post here in the Community if you have further questions and concerns about your invoices and upgrading your QuickBooks plan. We are always here to help.

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