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Snafix
January 31, 2018
Solved

Purchase Order billed, paid but still showing open balance

  • January 31, 2018
  • 4 replies
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Hello everyone -- I am using Quickbooks Pro 2017 Accountant edition. For one of our vendors, I entered two purchase orders for estimates we received for her work. We received a bill for the full amount of one P.O., and a bill for a partial payment (deposit) on the other. The bills are associated to their P.O.s (I can verify this by pulling up the history for the P.O.s, and by looking at the bills.) The bills were paid and shows no outstanding balance.

 

Yet the full amounts of both P.O.s still show in the  "Open Balance". Why is the Open Balance not adjusting? I don't have this problem with other vendors' PO's.

 

thanks,

 

kazar

    Best answer by Snafix

    Just to follow up on this, I engaged in a remote support session on this issue. It turns out that when a PO is partially fulfilled, the Open Balance column will display the remaining open balance. But when the PO is completely fulfilled, the Open Balance figure reverts to the full amount of the original purchase order. This is "expected behavior".

     

    While it is possible to filter the view of transactions in the Vendor Info window to show open PO's (thus filtering out the ones that only *look* open because they have been fulfilled and once again display the PO total under Open Balance), there is no visual clue when viewing the list of All transactions that some of the POs showing an open balance figure are actually closed.

    I have submitted my feedback (via the application) to say that closed POs should show a blank in the Open Balance column just like paid bills do.

    4 replies

    M
    Margery Cook
    February 1, 2018

    Check and see if the items from the PO where actually pulled into the bill.   I have found that sometimes they are manually entered, which keeps the PO open.   Quick way to see.  

     

    Open the bill. Change the Vendor,  move to another field. then change the Vendor back.  It should allow you to re-choose the PO.  Confirm the quantites/items applicable to the bill. (change if needed)   Save.   

     

    I hope this helps.

     

     

    S
    SnafixAuthor
    February 2, 2018

    Thanks for the thought, which I will file for future possible solutions. But in this case the bills against the POs are showing the PO numbers. The items are definitely pulled from the purchase order. The purchase order shows itself as "closed" yet the original amount is still showing in the Open Balance column.

     

    Additionally, I just noticed that if I run a Purchase Orders report, the report *skips* this PO number. I believe the PO is corrupt and may just try deleting and reentering it, then reconnecting the bills to it.

      S
      SnafixAuthorAnswer
      February 7, 2018

      Just to follow up on this, I engaged in a remote support session on this issue. It turns out that when a PO is partially fulfilled, the Open Balance column will display the remaining open balance. But when the PO is completely fulfilled, the Open Balance figure reverts to the full amount of the original purchase order. This is "expected behavior".

       

      While it is possible to filter the view of transactions in the Vendor Info window to show open PO's (thus filtering out the ones that only *look* open because they have been fulfilled and once again display the PO total under Open Balance), there is no visual clue when viewing the list of All transactions that some of the POs showing an open balance figure are actually closed.

      I have submitted my feedback (via the application) to say that closed POs should show a blank in the Open Balance column just like paid bills do.

        S
        SueB2000
        January 21, 2019

        This is an irritating problem in Quirkbooks but here is how I solved it.  I opened the PO that was showing open when it was actually closed. Selected "Mark as Open" from the Main ribbon. Saved and closed.  Opened again. Selected "Mark as Closed". Saved and Closed. All my problems went away.

        A
        Anonymous
        January 21, 2019

        Hello, @SueB2000.

         

        Thanks for joining the thread. I appreciate you sharing your workaround in closing your PO's in QuickBooks. This will help others as well who are struggling with the same issue. I'd still suggest sending your feedback though so that our Product Developers can dig deeper into this.

         

        Here's how:

         

        1. Go to Help menu.
        2. Select Send Feedback Online and click Product Suggestion.

         

        We want to do our best to make sure that you're taken care of. That said, if there's something you need help with, please feel free to reply with any questions and details. 

        A
        atcyn
        February 15, 2019

        I was using subtotals on our Amazon orders to differentiate different shipments... This was the problem. I went back and removed all of the subtotals and "phantom" lines (lines with nothing in them) and, wallah, all of my outstanding Amazon POs magically disappeared!

        K
        KatetheSk8
        June 2, 2020

        Hi,

        Problem we had: After items received and bill paid, PO still showing open on Open PO list.

        Here's what we did: Open the "open" PO from you list. Make sure every item is checked off, if not, check it.

        (if u get "after 90 days warning" just do it) This removed the PO from the open list. Cheers!

         

         

         

         

         

         

         

         

         

         

         

         

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