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Spencer99
December 18, 2024
Question

Create purchase order, invoice and delivery note in one go

  • December 18, 2024
  • 1 reply
  • 0 views

I'm working with a customer that operates what I would call a dropship company.

They act as sales business but don't hold any stock, they sell reasonably high value items so a website for customers to buy from isn't seen as a current requirement.

 

Today, an order comes in, they back that order off with one of their suppliers, send the supplier the delivery note (with their own logo on it etc), the supplier sends off the goods, happy customer.

To keep the accounts in line this requires a purchase order for the order with the supplier, an invoice for the end customer to pay (on credit terms).  The products, costs and prices are all recorded in quickbooks as are the customers and suppliers.

With an existing customer we want to reduce the manual processes of producing these documents one set at a time, is there any way to produce these documents for a set customer/supplier/product/price/cost ?

In an ideal world, this would produce a set of PDF's which can then be attached to manually tailored emails.

 

I realise this can all be done outside of Quickbooks using 3rd party software but we would ideally like to keep everything in the accounting system.  I also realise this is standard in other accounting systems but we'd rather stay with quickbooks if it's possible.

 

Thanks

 

Spencer

1 reply

M
Maybelle_S
December 18, 2024

Thank you for reaching out with your query regarding streamlining the process of creating purchase orders, invoices, and delivery notes in QuickBooks Online (QBO) for your dropshipping business, Spencer. Managing these documents is crucial for your operations, especially given the high-value items you handle.

 

While QBO does not currently support generating a purchase order, invoice, and delivery note simultaneously in one action, there are methods to streamline the process. Here’s how you can manage it effectively:

 

First, ensure that the purchase order feature is enabled in your QuickBooks Online account. Go to Settings > Account and settings > Expenses and check the box for purchase orders.

 

Then, navigate to + New > Purchase Order. Fill in the vendor details, items to be purchased, and any custom fields you might need (like customer PO numbers) by clicking on Settings on the purchase order form.

 

After that, you can convert it into an invoice once the goods are received or when payment is due. To do this, go to Sales > Invoices, select New Invoice, and pull in details from your purchase order if necessary. Ensure that all relevant details (like customer information and item costs) are accurately reflected in the invoice.

 

For delivery notes, you can customise an invoice to serve as a delivery note by modifying its template. Go to Sales > Invoices, select an invoice, and choose the option to print it as a delivery note.

 

Alternatively, you can create a delivery note directly from the transaction list by selecting invoices or sales receipts and using the batch actions dropdown to print delivery notes.

 

While QuickBooks does not allow generating all three documents at once, you can use batch processing to expedite printing delivery notes from multiple invoices at once. Select multiple transactions from the transaction list and choose to print delivery notes in bulk.

 

Additionally, if you need specific branding (like adding your logo), customise your invoice template under Custom Form Styles so that when printed as a delivery note, it meets your branding requirements.

 

After generating these documents, they can be saved as PDFs which you can attach to personalized emails for your customers.

 

Let me know if you have other questions or need more help working with QuickBooks Online. I want to ensure everything is taken care of for you.

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