Convert Purchase Orders to Bills in QuickBooks Online

[@richardfrancis2513]

so helpful ..Thanks

[@KimStits]

Hi Steve, I am helping my girlfriend wit her Quickbook 2019 QBDT inputting creating PO's and then creating invoices for her customer/clients. How can I transfer all info on a created PO or PO's to a new customer invoice? Without having to type all the same info over and over again,, there has to be a better way? (she has been doing this for years) Please help Dave & Kim

[@SteveChase1]

Purchase Orders and Estimates are non posting. So if you have a purchase order you would first need to convert it to a Bill. While you are in the bill you would need to use the link Customers so that it will create a billable expense. Then after the bill is saved, you would then create an invoice to the customer and that billable amount would link over.

[@rachelstrine3543]

Can you receive goods without a bill?

[@SteveChase1]

Yes you can receive goods in QBO without a bill with either the. expense or check. You can find both options under the plus + new menu under vendors.

[@EricDeRepentigny]

Hello Steve, I am new to Quickbook. For a strange reason when I copy to Bill, none of the items on my PO get transfered to the Bill. Any fix on this?

[@SteveChase1]

They should all copy over.

[@gila815]

@@SteveChase1 Very helpful.

[@gila815]

Go to Accounts and Settings, to to Expenses, click 'show items table on expenses and purchase forms' and make sure you turn it On.

[@maxameddufle418]

Poor picture

[@NYskyHI]

do you still have the ability ro assign the PO to a customer? I do not see that column available on my purchase order.

[@SteveChase1]

You have to turn on this feature in the account and settings which is available by clicking the gear icon> account and settings > Expenses menu - then in the Bills and Expenses section turn on "Track expenses by customer". Must be on QBO Plus or Advanced to have this feature so if you have purchase orders then it will work.

[@NYskyHI]

@@SteveChase1 thanks!!

[@carolyngutierrezadames5459]

Hi, my question is the next one, when I do my purchases orders and try to save them the SKU numbers and the product name doesn’t show in the preview!

[@SteveChase1]

Edit the one you want to show up on POs and Bills and you have to check the box that says "I purchase this product/service from a vendor." Then they will show up in your drop down. By default only customers invoices show them unless you check that box and map the product/service item to an expense chart of account.

[@carolyngutierrezadames5459]

@@SteveChase1Thank you for answered me, but I don’t know where to go to fix that

[@shanesharpe649]

Steve, when you entered the $1000 bill against the Purchase order ($1,000) if you would have entered $500 instead, what would have happened to the Purchase Order? My issue is I want to Bill against a purchase order but not for the entire purchase order amount. For instance, if I had a Purchase Order for $100k and my vendor billed me for $25k against that purchase order, I would want to be able to do that and see a balance of $75k remaining against that Purchase Order. How can I do this in QB online?

[@SteveChase1]

You can have multiple bills applied to 1 PO. What happens is that the PO remains open until it is fully invoiced. Just go back to the original PO and convert to bill for what you want so that is follows what is called progress invoicing.

[@SteveChase1]

You can run the open purchase detailed report to view remaining balance.

[@tjasmine92]

@@SteveChase1 Hi, I'm just wonder how come some of the Purchase Order cannot applied to Multiple bills.

[@briteeye1170]

I am cleaning up after an older bookkeeper screwed things up and duplicated so may purchase orders, I can't figure out how to delete them, can you give me info?

[@sionplayz3370]

hello Steve, I am very new to QB, customers request a service from my company and then I find an independent contractor to complete this job. I am creating PO's for services requested from a vendor that we pay for 30 days out. When I go to pay that contractor, would I then create an expense or a bill? We pay by check (I still don't fully know what I am doing and am hoping this is the correct way to go about it.)

[@SteveChase1]

If you create a PO the next process is to open the PO and covert to Bill. Then you pay the Bill QBO via the preferred method you want.

[@michaeleccles6960]

Hi Steve, is it possible to enter a customers purchase order then covert it to a purchase order to my vendor and then receive the vendor bill to then convert it into a bill/invoice to my client?

[@SteveChase1]

Make sure you have that you have enabled the settings "Makes expenses and items billable" which is found from the gear icon > account and settings > Expenses tab (section "Bills and Expenses" turn on Make expenses and items billable and "track expenses and items by customer". After that you will do the following workflow. 1. Create Purchase order and completing the Vendor and Customer/Project information in the dropdowns. 2. Convert Purchase Order to Bill and ensure the billable checkbox is checked. 3. Create an invoice to the customer and as soon as you do that you will see a draw open up which shows all billable expenses available to apply to that customer's invoice which you can click add on the ones you want to bill your customer. There is a special section for markups if you wanted to have a default markup cost to the customer's invoice.