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CuriousSam
March 12, 2021
Question

Item receipt partially matches the invoice I received from the vendor

  • March 12, 2021
  • 3 replies
  • 0 views

Hello,

I am entering bills against item receipts on QB Desktop. I am running into the issue of receiving an invoice that only partially matches the item receipt for the PO. For example:

PO is for a quantity of 10 pieces but we only got invoiced for 5 on one invoice and the remaining 6 will be on a second invoice. I have tried to change the qty once I enter the bill but it completes remove the item receipt once it is saved and then there is no other way of me entering the invoice against the remaining qty. 

Another example is that one PO has 3 line items and I have only received an invoice for line item #1 & #2... what do I do in this case?

 

Thanks for all your help in advance.

3 replies

C
Charies_M
March 12, 2021

Good day, CuriousSam.

 

It's my pleasure to help you partially match the Item receipt with the invoice received from the vendor.

 

In QuickBooks Desktop (QBDT), you can create a Purchase Order (PO) with two separate Item Receipts. I'll guide you through the process:

  1. Create a PO by going to Vendors and choose to Create Purchase Orders.
  2. Enter the necessary information including the 10 items.
  3. Click Save.
  4. Then, create the first batch of Item Receipts by clicking Create Item Receipts.
  5. Enter the first 5 items there.
  6. Then, click Save and close.

Once you're ready to receive the remaining 6 items, you'll want to open the PO again and create another Item Receipt with 6 items left. Just use the same steps above.

 

By doing such, the two separate Item Receipts will be linked under one PO. Learn more about receiving items in QBDT through this article: Receive inventory.

 

If you need other helpful articles in the future, you can always visit our site: Help articles for QuickBooks Desktop.

 

Feel free to drop a comment below if you have follow-up questions about managing item receipts or anything QuickBooks. I'm always here to help. Have a good day.

    G
    ggillette
    September 17, 2021

    your answer did match the question.  if i receive 10 items on 09/01/21 and the vendor sends an invoice for just 4 on 09/05/21 and then another invoice for the next 6 on 09/10/21 it appears you are saying that you have to go back into the receipts and split the 10 received into 4 and 6 on separate receipts after the fact even though you physically received 10 on 09/01/21.  

    R
    rvrfrf
    September 17, 2021

    Thanks for joining this thread, ggillette.
     

    To partially match item receipts with invoices, you can create a purchase order with two separate item receipts.
     

    Here's how:

    1. In the top menu bar, go to Vendors, then Create Purchase Orders.
    2. Enter any necessary details, including your items.
    3. Hit Save.
    4. Click Create Item Receipts and enter the items.
    5. Select Save and close.

     

    If you have any additional items, you can follow the steps above to create another item receipt on your same purchase order.

     

    You'll also be able to find many detailed resources about using QuickBooks in our help article archives.
     

    Please don't hesitate to send a reply if there's any questions. Have a wonderful weekend!

    C
    Charies_M
    March 13, 2021

    Hi, CuriousSam.


    Hope you’re doing great. I wanted to see how everything is going about partially matching an item receipt with the invoice received from the vendor. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at any time.


    Looking forward to your reply. Have a pleasant day ahead!

    P
    Pgear567
    May 19, 2021

    i received some items on my po. Now a new shipment came in and I need to receive the remaining items. When I go to Item Receipt the PO now longer shows open to receive against. The po is not marked closed. We just updated to Enterprise 2021 and now there is an issue

    M
    mv32
    May 20, 2021

    Hi @Pgear567.

     

    I can share some details on how to identify and fix this unusual behavior about making item receipts to an outstanding PO.

     

    In your case, all of the items from your PO may have been used in an Item Receipt or Bill even if it wasn't marked as paid. Usually, we click on the first cell of the Item Receipt's table and the Open PO Exist dialogue box appears to choose items from. 

     

    Also, a used PO indicates "Received in full" signage.

     

    Let's start by running the Open Purchase Orders report. If the PO appears from the list of open purchase orders, it means that you haven't used it fully.

     

    1. Go to the Reports menu and then select Purchases, then choose Open Purchase Orders.
    2. Review the report and see if the PO appears.
    3. If it shows the PO is open, double-click to see the PO transaction.
    4. In the Vendors tab under the Summary section, you can see the number of POs made you can review beside the POs to be received. Also, see the most Recent Transactions.
    5. Go to the Transactions tab to see the Item Receipt made to review.

     

    Once confirmed that the item in the PO is still open, you can run the verify and rebuild tool to fix data issues in the system.

     

    However, if the PO doesn't exist on the report, you can check the PO's Recent Transactions and Related Transactions to remove the Item Receipts that contain the remaining items. Simply click the Item Receipt and then hit the Delete button above the item receipt window.

     

    This will make the items open and then receive it against the PO.

     

    I'll share this article that you can reference with creating and editing POs: Create purchase orders in QuickBooks Desktop.

     

    Additionally, you can bookmark our Expenses and Vendors Community page to learn more about managing expense records and suppliers.

     

    Please comment below if you have follow-up questions or other concerns with the purchase orders or other expense-related transactions. I'll come by to help.

     

    X
    XVY25665
    September 23, 2024
     

    Hi mate,

    I'm a full stack developer, and I encountered a similar issue with a client. It appears to stem from a bug in QuickBooks related to the "modify" function for item receipts.

    When creating a new item receipt with a partially received quantity (for example, a quantity of 10 with an initial receipt of 5), the system correctly reflects the received quantity as 5. However, when modifying that item receipt to a different quantity, the received quantity in the corresponding purchase order displays a seemingly random number between the original quantity (10) and the modified amount.

    I've tested this multiple times in QuickBooks Enterprise 24, and while creating new item receipts works correctly, modifying item receipts with partial quantities consistently results in incorrect received quantities.

    I recommend reporting this to the QuickBooks support team for further investigation, as it seems to be a reproducible bug.

    Best regards,
    Ted

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