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DavidDean
October 15, 2020
Question

Report of bills and linked purchase orders

  • October 15, 2020
  • 1 reply
  • 0 views

I have some purchase orders that are linked to many bills - my vendor sends lots of partial shipments until the PO is complete. Some of my purchase orders are still open because I did not properly link some of these bills to the PO, and now I am going through them and trying to find the missing bills. What I need is a way to see what PO a bill is linked to, and I can then find the bills that are not linked. Is there any way to generate a report to see that info?

    1 reply

    R
    RaymondJayO
    October 15, 2020

    Yes, there's a way to run a report to get the information you need, @DavidDean. 

     

    Let's pull up the Transaction List by Vendor report since it displays all the transactions per vendor. Then, customize it to see the purchase orders and their linked bills. I'll guide you how. 

    1. Go to Reports from the left menu.
    2. Enter Transaction List by Vendor in the Search box and select it. You can also locate it under the Expenses and Vendors section. 
    3. Select Customize.
    4. Set the Report period as to when the PO's and bills took place. 
    5. Go to the Filter section. 
    6. From the Transaction Type drop-dwn list, choose Bill and Purchase Order.
    7. Click Run report.

     

    The screenshot below shows you the last four steps. 

     

    Here's a sample screenshot of the result: 

     

    Once done, you can locate the missing bills that aren't linked to the PO's. 

     

    Then, run either the Open Purchase Order List or Open Purchase Order Detail report to check those transactions that are still open. This way, you can apply them to the bills to mark them as Closed. 

     

    In case you need to save the customization settings for the said reports above, memorize them. It helps you quickly access them in the Custom Reports tab for future use. 

     

    Click the Reply button below if you have follow-up concerns regarding purchase orders or other inquiries. I'll gladly help. Take care. 

    D
    DavidDeanAuthor
    October 15, 2020

    When I do this it shows me the purchase orders and bills by vendor, but all transactions are sorted by date.  They do not appear to be grouped by purchase order or anything like that.

    In your screen shot, the PO and bill have the same date.  My bills are dated as the date when they were sent from the vendor, so they do not match the date on the PO.  I also some times have multiple POs on the same day, so even if it did group by date this would still mix together purchase orders that share the same date.

     

    Am I misunderstanding this?

      J
      jamespaul
      October 15, 2020

      Hello, DavidDean.

       

      I appreciate your time getting back to us. I have details regarding how the transactions are sorted with the current customization settings. 

       

      You aren't misunderstanding anything at all. It's how QuickBooks organizes the transaction grouping. Sorting it by Vendor arranges the transaction by date and separated by vendor. 

       

      One way to determine which bill isn't linked to a purchase order to check how it is placed using the current customization settings.

       

      You'll want to look for POs that were grouped by linked bills (as what RaymondJayO has shown in his screenshot). Next, check placement of the bill and the amount to see if it corresponds with the purchase order amount. 

       

       

      Finally, open either the bill or the PO to see if it's linked or not. 

       

      Another way to do this easily (this works well if your POs are still open) is to look at the Open Purchase Order List report, then compare it with the bills in the Transaction List by Vendor report. 

       

      Simply go back to the Reports page, then search for Open Purchase Order List in the box.

       

      Next, export it to Excel to view the transactions easily. Click the "paper icon" next to the small gear, then select Export to Excel. 

       

       

      Looking for help managing your vendors, expenses, or other financials? Feel free to visit our articles here. More topics are found at the bottom of the page. 

       

      I'm always here to help, so leave your reply below if you have other concerns with QuickBooks Online.

       

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