QuickBooks for Contractors: Sales Orders & Purchase Orders

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Hector Garcia, CPA shows a typical workflow for contractors that create estimates (or sales orders) and convert them to Purchase Orders to be given to subcontractors. Also shows how to create service items for vendors.
00:00:18 - QuickBooks Desktop (sales orders) (additional customization) (order acknowledge) (create series of items) (example)
00:01:31 - Create new vendor (use as subcontractor)
00:01:44 - Item list (create new service item) (hourly contract labor) (this service is used in assemblies or is performed by a subcontractor or partner) (example)
00:04:04 - Edit item (subitem of)
00:04:54 - Create new group item (add both service item contractors into the group item) (example)
00:05:44 - Create sales orders (group item)
00:06:38 - Preview order acknowledge
00:07:09 - Create purchase order (create purchase order for selected items) (specify purchase order quantities for items on the sales transactions)
00:07:43 - Contractor work order (customize data layout) (additional customization)
00:09:08 - Reports (custom reports) (modify report: custom transaction detail report) (filters)

[@spistolese1968]

I viewed several training courses and I must say this video provided by Hector is absolutely wonderful to understand.I have a Accounting background for a much smaller contracting business. I have been working for this company for only 2 months. I am working a fresh new QB and dealing with a several million dollar project. Everything is subcontracted out. . I just finished building the item list for a very large project which I am new at doing. There are 150 items. The manager now is having me group the items under the actual customer were doing the job for. Each item is listed ABC17-01 Project. For example, ABC17-01 Door Slabs. I am grouping all 150 items that way. . When I do a purchase order it is time consuming. I have to go back into the item list ( not the customer group) and find what i am ordering. For example door slabs. They come in several different sizes so i have to scroll though the list to find the correct ones because we don't always use the same vendor. . After watching your video shouldn't I be listing the items under the vendor that we purchase that particular item from to make it easier for me to find? The estimate, and progressive invoice using the grouped items, Each item say ABC17-01 Door Slabs, or Door Handles or what ever the order was for. Then Labor is listed below it. We all ready have the customer job listed at the top left hand corner. Wouldn't it look better to just list the group of items that we used for this job instead of all the lines saying ABC17-01 Door Slabs etc.? As I said I am new at this but the item list looks horrible. There is to much double entry. just looks so unorganized. I try to list items according to what is its, for example, Interior door with description. sub - account Building Doors. After watching this video I just think I am doing the item list all wrong. Just so time consuming. I thank you for your time.

[@dilbarmasih3642]

Great, sir my sale order icon is not showing in quickbooks home page, i think it is not active, please let me know from where i can get it active for creating sales order. thanks.

[@AceCPAsBookkeeping]

TLDR: QuickBooks Desktop allows for efficient and customizable management of sales and purchase orders for contractors, including the ability to create and customize workflow, track specific jobs, and generate profitability reports. 00:00 💼 QuickBooks Desktop allows for customization of workflow, including the ability to create and record sales orders with multiple templates. 01:08 📊 Create items for contracting work, select preferred vendor and expense account, check cost checkbox, set default vendor and income account for subcontractor materials. 03:20 🛠 Grouping items in QuickBooks by creating sub items under a general item using the contractor's name for organization. 04:38 📊 Set up client and subcontractor rates, create item groups, and assign preferred vendors for efficient sales and purchase order management in QuickBooks for contractors. 06:14 💼 Enter sales and purchase orders in QuickBooks for accurate client billing and internal tracking. 07:07 📊 Customized sales and purchase orders in QuickBooks for contractors allow for easy workflow and customization, including automatic creation of purchase orders for preferred vendors. 08:51 📊 Use the custom reports feature in QuickBooks to track sales and purchase orders for specific jobs. 10:14 📊 Having sales orders and purchase orders in QuickBooks allows for a profitability report before posting any sales or expenses, with the option to customize the level of detail.

[@HectorGarciaCPA]

:)

[@scottwoodruff1203]

I wish you would mark your videos to indicate QB Online or Desk Top so I can drill down into Online when it is available. Maybe even a playlist for QB Online video's would allow the client to know easier. Otherwise, you have some very well thought out presentations (If I can find them) Regards, Scott

[@HectorGarciaCPA]

I kinda mix and match... but all videos that say "QuickBooks Online" will be for QBO

[@karenfuderanan9071]

How to remove question mark in total amount from purchase order?

[@HectorGarciaCPA]

There are to question marks in totals

[@melissacallan3919]

Thank you for these great videos! I learned so much more from you than my so-called Enterprise help team. I am trying to customize a sales order to reflect a “from” address and a “to” address. I want a drop down menu on the “From”. I’ll use the customer job option for the “To”. Any advice? I’d be happy to pay a consulting fee if you have time to help me. I run a trucking company and am designing a bill of lading.

[@HectorGarciaCPA]

There is no From address drop down Unless you have multiple inventor locations turned on. The alternative is to have multiple templates, each template can have a different fixed addres

[@colleencopeland7638]

Im an Director of Estimating for Shell Contractor. Can I take an excel csv file and import it into a sale order. My original estimate excel file from my estimators typically contains labor, equipment and material (50-200 items) being sub out to 5-10 vendors per estimate / lot / bld. I'm thing I can create groups for each vendor based on their standard vendor item list and then just add which items or import my original excel csv file into an estimate or sale order. Any suggestion greatly appreciated

[@HectorGarciaCPA]

Colleen Copeland yes.. you need an app: www.transactionproimporter.com Is $200 and if your spreadsheets fit their template, you can import easily.

[@alsadhpa5146]

Hello Hector!! An agent met me with demo. But He failed to show the price list ( item wise price list against individual customer). Is this available in Quickbooks

[@HectorGarciaCPA]

alsadh pa there is Price Levels.. but not “Price per Customer”

[@mozi1971]

Thanks for the video, The issue I am having is after I have created a purchase order from a sales order the system won't tell me that the purchase order was already created for those items. This is a problem because I can accidentally generate a second purchase order for the same sales order. can you suggest a solution for that

[@HectorGarciaCPA]

Mozi Lakhani that’s true.. there is no link from SO to PO... so it’s something that just can’t be achieved in QB

[@Whoknewu]

I'm using QBOnline. How would you record a change order to a purchase order? thx

[@HectorGarciaCPA]

There isn’t... just modify it and send the updated one.

[@robertsalmaci]

Hector can i take payment of open purchase orders. Customer comes to my store, purchases product thats not in stock, pays for it and then i order it

[@HectorGarciaCPA]

Robert Salmaci yes.. but the payment is not linked to order

[@deborahrao4339]

Very confusing!!!!!