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CassidyScott
March 3, 2021
Question

How do I link more than one bill to an open purchase order? Every time one is linked (even if for a smaller amount) the PO is closed automatically???

  • March 3, 2021
  • 3 replies
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Original commenter did not share additional details

    3 replies

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    Ethel_A12
    March 3, 2021

    I appreciate you reaching out to us, CassidyScott.

     

    I'll make sure that you can link those bills to your purchase order.

     

    Once the Purchase Order status is Closed, we cannot attach another bill to it since the Copy to Bill option will disappear. To link the remaining bill successfully, you can manually change the status of the purchase order to Open. 

     

    Here's how: 

    1. Select Expenses from the sidebar menu.
    2. Go to the Expenses tab.
    3. Click the purchase order transaction to open it.
    4. Below the Vendor drop-down menu, select Open from the drop-down.
    5. Click Save, then Select Copy to Bill to link the remaining bill.

    6. Enter the necessary information then select Save and close.

     

    You can now start entering the bill payment.

     

    Feel free to reach back out if you have any other concerns or follow-up questions. I'll be here to help in any way that I can.


    Take care. 

     

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      CassidyScottAuthor
      March 4, 2021

      The purchase order will not save as open.  It lets me select that option and save, but when I close out of the purchase order, it remains closed.  I am unable to reopen any PO and have it actually saved that way even though it appears to have this option.

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      nathanjackrazi
      March 5, 2022

      Having the same issue here. This is a very standard process in almost any industry. It is very frustrating that you cannot have more than one invoice linked to a single PO.
      I will have to look at other platforms now

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      Blue_J
      December 13, 2022

      You actually can.  Not sure why this hasn’t been explained anywhere on the internet. I spent all day trying to figure it out and did!

       

      1.) if the PO already exists and the date is earlier than your bill. Follow the steps below:

      a.) create bill

      b.) choose supplier and cost category

      c) a PO will appear on the right hand side for the tot amount.

      d.) click it.

      e.) the total amount of your po should appear in your bill.

      f.) change the amount in the bill to the amount you want to pay off. Say the bill is $30,000 and you only want to pay $10,000. Change the $30,000 in your bill to $10,000.

      g.) add any additional info in the notes and description ie. Deposit 

      h.) go back to the po and on the right hand side it should show the amount that has been billed so far.

       

      2.) If a bill it exists but you want to create a PO for it.

      a.) create a PO for the supplier in question and cost category.

      b.) make sure the PO’s creation date is before the bill date.

      c.) go to the bill you want to attach to the po

      D.) po should appear in the right hand side click it and it should drop into your bill. Now delete the old bill amount and replace the po amount you just entered with the old bill amount

       

      i believe this answers your question?

       

      Let me know if this helps… or perhaps you’ve moved on haha.

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      rbzlabelgraphix
      February 28, 2025

      You have to change the line item that was not received to "0" from "1", otherwise it will close the PO.

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