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cmaddox
July 16, 2023
Solved

Process for receiving partial items on a PO, applying partial invoice to that PO but keeping remaining balance of PO [unreceived items] open? Might someone help?

  • July 16, 2023
  • 13 replies
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Original commenter did not share additional details
Best answer by LieraMarie_A

Certainly, @cmaddox! I'd be happy to help you with that. 

 

 In QuickBooks Online, you can easily handle partial items received on a purchase order (PO) while keeping the remaining balance open. 

 

Here's the steps to accomplish this:

 

  1. Select + New.
  2. Select Expense, Check, or Bill.
  3. From the Payee dropdown, select the vendor. This opens a window with their open purchase orders.
  4. Select Add for the correct purchase order. This adds the items from the purchase order. They appear in the Item details section.
  5. Adjust the quantity or amount for each line item to reflect the portion you received or plan to pay for.
  6. Select Save and close.

 

You can then utilize the Open Purchase Order List report to track and manage your pending purchases. This also helps you stay informed about the status of your orders with vendors.

 

If you have any other follow-up questions about managing POs please let me know by adding a comment below. I'm more than happy to help. Have a good one!

13 replies

LieraMarie_A
LieraMarie_AAnswer
July 16, 2023

Certainly, @cmaddox! I'd be happy to help you with that. 

 

 In QuickBooks Online, you can easily handle partial items received on a purchase order (PO) while keeping the remaining balance open. 

 

Here's the steps to accomplish this:

 

  1. Select + New.
  2. Select Expense, Check, or Bill.
  3. From the Payee dropdown, select the vendor. This opens a window with their open purchase orders.
  4. Select Add for the correct purchase order. This adds the items from the purchase order. They appear in the Item details section.
  5. Adjust the quantity or amount for each line item to reflect the portion you received or plan to pay for.
  6. Select Save and close.

 

You can then utilize the Open Purchase Order List report to track and manage your pending purchases. This also helps you stay informed about the status of your orders with vendors.

 

If you have any other follow-up questions about managing POs please let me know by adding a comment below. I'm more than happy to help. Have a good one!

badgirl
August 2, 2023

Side note question: is there a way to check what you want to receive from the PO without bringing over the entire PO? I have a PO with 100 line items and they will be invoiced in single items or small batches. So today I had to unlink 99 line items just to receive 1 line item. It would be easier to check which items to bring over to the bill vs unlinking unreceived items.

RCV
August 2, 2023

Thanks for joining the thread.

 

In QuickBooks Online (QBO), we can receive only part of a purchase order, or make a partial payment and add just those parts to a bill or expense. This links multiple transactions to the same purchase order. You can also link multiple transactions to a single purchase order.

 

QuickBooks Online automatically closes purchase orders when all quantities are added to bills, expenses, or checks. You can check out this article for the steps and details: Add purchase orders to expenses, bills, or checks in QuickBooks Online. Then, go to Add part of a purchase order to an expense, bill, or check section. 

 

However, the option to receive only 1 line item only in the Purchase Order without bringing over the entire items is unavailable in QBO. We see consumer feedback as an opportunity to improve the numerous features of our products. I'd recommend giving our engineers direct feedback. They may look into this suggestion and incorporate it into future updates. Here's how: 

 

  1. Go to the Gear icon on the top menu.
  2. Click Feedback.
  3. Type in your recommendation in the Share your feedback field.
  4. Tap Next.
  5. Follow the on-screen instructions to complete the process.

 

I've attached screenshots below for your reference:

 

Also, I'm adding this article for additional information, as well as the steps for adding a part of a PO to a transaction as well as updating its status: Enable and use Purchase Orders in QuickBooks Online.

 

Please keep in touch with me here should you need any further assistance regarding managing your POs or have follow-up concerns about QuickBooks. The Community and I always have your back. Have a great day ahead. 

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