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Statuesque
May 25, 2018
Question

Purchase Order Date and Due Date

  • May 25, 2018
  • 2 replies
  • 0 views

Hi

 

I have entered my current open purchases with suppliers for items I will receive in the future via the purchase order system.

 

When entering a purchase order there is only one date to enter which is the order date.

I have been entering the date the item is due to be released to me.

This is perfect as I can use the report system to sort by month and get a total balance for each month and know how much I will be spending.

 

The issues start though when I create a customer invoice for an item on purchase order. My store sells items not yet released quite often and takes a monthly payment from the customer until item is released.

 

If the item is on a purchase order dated 31.12.2018 as it's released december 2018 then I am not able to do an invoice dated todays date 25.05.18 for the item as I get an error message saying the invoice date is before the date I started tracking the item.

 

The only solution is to change the purchase order date to a date before the invoice date.

 

When viewing the purchase order summary screen though, it shows 2 dates.

 A date and a due date column. There's no ability to add a date and also a due date to a purchase order though when creating one.

 

This would suggest the date is the date the purchase order was placed with the supplier and the due date would be the expected arrival date ?

 

It seems a little restrictive that you can only add a single date being the date the order was placed as that means I have no ability to view by due date which would be incredibly useful and how I planned on using the system.

 

Why are there 2 date columns and yet no ability to enter 2 different dates?

 I thought I would use the memo and type December 2018 for example so I know when the items are due but there's no report based on the memo content so no way of actually producing reports based on when a PO is physically due to get a summary cost per month :(

 

 

2 replies

S
StatuesqueAuthor
May 25, 2018

Ok, I have fixed the date error message via this answer

 

https://community.intuit.com/questions/1654652-please-select-a-transaction-date-that-comes-after-the-date-you-started-tracking-the-quantity-on-hand-of-these-inventory-items-my-dates-look-good-so-i-m-confused

 

The question still remains though about the date column and due date column

 

 

A
Anonymous
May 25, 2018

Hi Statuesque,

 

If you have taken the screenshot from the main Expenses tab, the Date and Due Date columns will appear by default as all transactions that go through the Creditors account appear here.

 

This includes Bills which may have a a different due date to the creation date of the transaction.

 

Let me know if you have any further queries

S
StatuesqueAuthor
October 2, 2018

I am finding the PO system a complete frustration

 

1. example. I create a PO dated 01.12.18 because I expect it around 1st December

 

If the item arrives today 02.10.18 and I create a bill and add the PO from the right hand side list for the supplier and click and save it throws an error because the date is early - it's a PO not an exact science, how on earth am I supposed to know the exact date it will arrive.

 

I have hundreds of PO's with some suppliers.

 

2. They send me the invoice which might contain 40 different items.

 

I start a bill and get my list of PO's on the right hand side. This list is not in any order what so ever. Certainly not organised in my PO numbers, just completely random. No search box on the right side list to help so you have to quite literally spend eternity scrolling down slowly looking for the PO you are paying. Do this 40 times so you have them all on your bill.

 

Hit save and close to find that some have date errors

 

Leave without saving and then go through each and every PO i want to pay and adjust the dates so that it's before the bill date.

 

Do it all again with the random nonsense that is the PO list on the right

 

This system seriously is frustrating. No issues if you get one item to add to a bill but when it's multiple items, what a nightmare.

 

 

H
HEA1
September 4, 2018

I hope Quickbooks fixes this problem SOON.  What use is a PO without a due date?

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