Skip to main content
R
rolandgarton
August 8, 2020
Solved

PO report showing Open-Closed and Description

  • August 8, 2020
  • 1 reply
  • 0 views

I would like a report that shows all Purchase Orders, grouped by Open or Closed, and showing the Description that appears on the PO.  Once again, QuickBooks Desktop gives me something close but not quite what I need. 

 

1. Does anyone know how to make an Open-Closed field appear on the report?  QB tracks this, because it can generate a list of Open POs.  But I can't make it display all POs and tell me which are open.

 

2. How can I make the Description field appear on the report if I have hand-entered a description that's different that the default Item Description?

 

Roland 

Best answer by JessT

Hi Roland!

 

We can generate a report that shows the data you asked, and I'll guide you through the steps.

 

We can run the Open Purchase Order Detail report because it already has item descriptions. Then, by changing its Received filter to Either, we can see the open and closed POs. The ones with a 0.00 value under Open Balance means they are closed while others with a value mean they are open. We can also set the Total by to Total Only to ungroup the transactions for an easier way to arrange them later.

 

 

Now that we have the descriptions and the PO statuses, we can export the report to Excel and sort them by Open Balance. In this way, we can easily group the POs according to statuses. Just remove any extra rows and columns. After that, we can do a custom sort to arrange the transactions in each group by Payee and by Num levels or depending on how you want to arrange them. That will do it.

 

 

You can also check about customizing reports in QuickBooks Desktop for your reference in the future.

 

I'm just right here if you need further assistance with your report. Also, please note that we're open 24/7, so feel free to reach back out anytime.

1 reply

JessT
JessTAnswer
August 9, 2020

Hi Roland!

 

We can generate a report that shows the data you asked, and I'll guide you through the steps.

 

We can run the Open Purchase Order Detail report because it already has item descriptions. Then, by changing its Received filter to Either, we can see the open and closed POs. The ones with a 0.00 value under Open Balance means they are closed while others with a value mean they are open. We can also set the Total by to Total Only to ungroup the transactions for an easier way to arrange them later.

 

 

Now that we have the descriptions and the PO statuses, we can export the report to Excel and sort them by Open Balance. In this way, we can easily group the POs according to statuses. Just remove any extra rows and columns. After that, we can do a custom sort to arrange the transactions in each group by Payee and by Num levels or depending on how you want to arrange them. That will do it.

 

 

You can also check about customizing reports in QuickBooks Desktop for your reference in the future.

 

I'm just right here if you need further assistance with your report. Also, please note that we're open 24/7, so feel free to reach back out anytime.

R
rolandgartonAuthor
August 10, 2020

Ah, the main trick was finding the version of the report that already displays the Rcv'd column since display of that column apparently is not under user control.  It's not in the Vendor Center, Custom Transaction Detail, or Reports > Vendors & Payables sections. 

 

This report provides what I need.  It also display the custom description in the Memo field, which the list of open POs from the Vendor Center leaves blank.  Thanks.

Terms & ConditionsAccessibility statement