QuickBooks Online Tutorial: Purchase Orders and Partial Receiving

[@brandybooth4091]

This was exactly what I needed! I love when I can watch one video and learn all I need to know. Thanks so much!

[@sheilaschmitt383]

I love your videos. You explain everything so clearly. A real gift that you have. Thanks so much

[@HectorGarciaCPA]

Thanks, glad you love them

[@sheilaschmitt383]

I do bookkeeping for a few companies and I have referred their office staff to watch your videos. They have been very helpful to each one I refer.

[@lcadigitalmedia]

How do you go about recording the downpayment of a purchase order that does not add the QTY on PO to QTY on Hand when you convert to bill, when no inventory has been received yet?

[@HectorGarciaCPA]

You need to make a Check/expense to Accounts Payable, enter the PO as a reference in the memo. Then when you receive the PO into a bill, apply that payment to it

[@sondrarubin7605]

@@HectorGarciaCPA THANK YOU!

[@kundan502]

Thanks for the help. I was on chat for 30 minutes without the QB support and they couldn't help me. You did it in 5 mins

[@honsunwe1162]

very clear explanation. Thank you so much...

[@HectorGarciaCPA]

@@honsunwe1162 great!

[@jennaylor9771]

This was exactly what I was looking for! You were SO helpful. Thank you.

[@iswearnotme]

How can I manage account information when applying partial payments to POs? Do I need to add the expense separately under “category details”? We are using category to track accounts / where expenses are applied within the company.

[@HectorGarciaCPA]

I cover partial payments on POs for QB desktop in another video, Same principles

[@iswearnotme]

@@HectorGarciaCPA Thanks Hector!

[@vicentefernandez9950]

I was looking for this information too. Currently we enter the category in the account details section above item details. Is this process correct?

[@jennieroro]

Thank u so much!! This helped me tremendously!!

[@OS-Truth]

I create the PO, then when i get the bill, i enter the item/s and then save the bill. Quickbooks then credits Accounts payables and Debited Inventory Asset. That is correct. However, it ALSO debits or credits COGS & Inventory asset with a 'RANDOM' figure. i cannot figure out how it calculates that figure or why it does that additional entry when the bill is done.

[@alexvaldez6660]

Thanks for this video. do you have tutorial on how I can close old Purchase Orders by Batch? Thank you

[@joshbenart9400]

Is there a video for desktop QuickBooks for partial receiving purchase order?

[@ShawnBourne]

This information on purchase order was very good. Keep up the good work.

[@HectorGarciaCPA]

Thanks

[@globalwireless7601]

At 4:32 when i click on save i get this error message (Select a customer for each billable split line.) how do i skip that ?

[@HectorGarciaCPA]

Uncheck “billable”

[@globalwireless7601]

@@HectorGarciaCPA thank you

[@jessicastrootman4382]

what if the business is not using inventory and uses the account details portion? would the process be much different?

[@bakerd73]

i recieve blanket purchase orders, when my customer sends a PO for part of the product and i create in quickbooks desktop, how do i record to take away from the blanket po

[@MegaHydronic]

I am just starting with PO's. I want to turn my estimates into PO's and create a seamless process from bid to bill pay. The only caveat is, the majority of my estimates will require PO's to multiple vendors. How do I achieve this?

[@vicentefernandez9950]

Do you have a video on how to show a credit memo on a payment receipt? I've contacted QBs through chat and by phone, and can't seem to get help on this. Thanks

[@HectorGarciaCPA]

You cant do that.. not possible

[@andrewloosai1]

Thx for your sharing, I'm a new user of QBO from Asia. I would like to ask how to not showing "Categories" in purchase ouder

[@Wallyscarpet]

Great video! Is there any way to receive one line item in a purchase order, create a bill for that line item, then create a second bill for the remaining purchase order? Thank you for the information

[@HectorGarciaCPA]

Yes, you can do partial recieve

[@olilef1510]

is there a way to add a discount column in the purchase order? vendors occasionally allow for discounts per line item

[@HectorGarciaCPA]

No

[@NehaTripp]

Hector, Thank you for your videos!! I am taking QB online and the instructor DOES NOTHING to help even for simple stuff like this. Your videos are GREAT! Thank you :) :) :)

[@HectorGarciaCPA]

lisa tripp glad you like it!

[@ahmedebiary1710]

I have one question How to add units of measure when I received the invoices Or when doing purchases order And I have quick books version plus Thanks

[@HectorGarciaCPA]

There is no Unit of Measure support in QB online

[@ahmedebiary1710]

@@HectorGarciaCPA thanks for your reply But actually I am wondering that QB not supported this small option

[@viccibeauty]

Customers send their purchase orders to me. Then I type in the info manually to send them an invoice is there a better way. Exhausted

[@alinationn]

What if you receive more than the OG PO - and was told to leave it as such. Do you put the QTY received in the PO?

[@HectorGarciaCPA]

You can, but dont have to

[@heidifluteatl]

Does creating a PO have any impact on the General Ledger?

[@janvibhojwani9797]

Hector, please is there any option where we create purchase order and someone can approve it before sending to supplier.

[@edspade9604]

Hector. What if you receive the wrong quantity in PO. Can that be changed at a later date

[@HectorGarciaCPA]

Ed Spade yes.. you can delete the Bill and recreate it

[@edspade9604]

Hector Garcia CPA how will it change inventory

[@HectorGarciaCPA]

Ed Spade based on what the new bill has

[@AracelyBarrera-gn8ur]

IS there a way to apply a payment to a purchase order? Vendor requires payment in advance.

[@HectorGarciaCPA]

Not possible

[@Al_Sam_Jr]

Hello sir I have just upgraded my QBO to have the purchase order feature. I did my first purchase order. But when I Copy to Bill its leaving everything blank, ie the item on the po are not showing in the bill. Can you help me?

[@m.uaccountstaxationinfo8443]

How to add transport charges in bill

[@HectorGarciaCPA]

As an additional line… look up “landed cost” in my channel

[@2nconway]

Can the billable quantity also be greater than the quantity on the initial PO? For example, a vendor has +/- print tolerances, over produced and invoiced for the remainder.

[@elwiththeeggos6215]

Is it pointless to use PO when you pay at time of ordering? Seems redundant to create a bill upon receiving

[@HectorGarciaCPA]

Yes; pointless

[@maryfaithandan9921]

Great Video. Is it possible to match the Purchase order to existing Bills on Quickbooks?

[@lisamdicristo2382]

I have a few questions. Once you get an invoice for what is billed from a vendor and you want to link it to a PO. but what happens if the PO is $0 in QBO? I am not sure why the PO is $0 Also When I am entering an invoice/bill and I click to add the PO on the right side the amount on the PO is different from what is billed on the invoice example 2 items totaling $598 in the PO and the invoice is for $627.65 Obviously there is maybe tax and freight added to the total invoice. Adding the PO seems to be increasing the invoice amount. How do I get around that while doing the correct thing by linking the PO? Thanks for your help.

[@HectorGarciaCPA]

I would have to see it. Sorry

[@lisamdicristo2382]

@@HectorGarciaCPA ok I understand

[@maryfaithandan9921]

Thank you so much , very good presentation.

[@tomaszmachura1422]

For folks that have been struggling for hours not being able to receive inventory after Bill creation from a purchase order. When I upgraded my plan to Plus, eventhough all settings were set to true, there was no "item" section in my bills. So adding a bill, sync it to PO did not add any inventory at all. Very frustrating. The thing to do is to go to settings, disable inventory tracking save, then enable it again. Then it all workds fine. Hope that helps

[@HectorGarciaCPA]

Interesting. Its not always the case, but i have seen that before where sometimes you need to do that.

[@blancatorres1047]

Hola Hector, thanks for the great explanation, is there a way to convert the PO to PDF right from QB so I can send to my suppliers? thanks!

[@HectorGarciaCPA]

Yes you can print it and save as PDF in the print screen

[@internationalmontessoricen595]

the SKU does not appear in printed Purchase Order.

[@HectorGarciaCPA]

Doesn’t print

[@jerojr7542]

Someone send me a PO to purchase an item from me how do you enter that PO? Srry I’m new to this

[@HectorGarciaCPA]

You enter it as an Invoice.. because you are selling the ítem.

[@jerojr7542]

Thank you! I will try that

[@kerokeropi17]

@Hector Garcia Sir, how do I record the shipping cost charged to us by the supplier?

[@HectorGarciaCPA]

I include it in the item cost

[@kerokeropi17]

@@HectorGarciaCPA got it! thanks a lot

[@koaloctopussmith3498]

Is there a way to make sure you do not exceed the limit of your P.O.? How do you handle additional items invoiced that are not in the original purchase order amount?

[@deborahborey2737]

Why are you creating bills before the actual bill comes in?

[@HectorGarciaCPA]

Because inventory needs to be received

[@Milwaukean1967]

How do I handle prepaid inventory on a PO that when the shipment arrives some items are backordered? I specifically want to know the process to go through with the PO, checks and bills.

[@HectorGarciaCPA]

Partially receive the bill into several bills until they arrive. You can partially credit the bills from the asset account.

[@karinagil7172]

Hola Hector! Quería preguntar si has hecho esta guía en español. Gracias

[@HectorGarciaCPA]

Esta no.

[@uroospunyali8861]

Hello, my friend Hector, when I try to make a purchase order, it connects me to the inventory page, but when you fill-up the purchase order, it does not connect to inventory page. Why my computer connects me to the inventory page? please explain. thanks

[@HectorGarciaCPA]

I don’t know what “inventory page” means...

[@uroospunyali8861]

@@HectorGarciaCPA, the page to record the inventory, where you can put the qty sale price and cost. When I put the item name and use the tape to go to description, the inventory page pops up and it does not let me write the description on the purchase order. Some reason the purchase order takes me to inventory. my friend, I need your help. Thanks.

[@andrewhutton9916]

Hector.. Top video!! great help thank you

[@peacebewithyou7480]

Hey Hector. Using your example, if I create a bill for a partially delivered product, and I add the purchase order and edit it to reflect the correct # of products received, what happens to the original P.O.? Will it still be in QBO and show the remaining products for delivery, 3 and 40 , respectively?

[@HectorGarciaCPA]

PO does not get affected by Bill or partially received bill

[@MENTR4U]

Great video! Thanks so much, YOU ROCK!

[@hudsonb8y]

Hey great video! Quick question, let say if the vendor decided to give you a discount on the final price and now there's a difference in the final price, how would you resolve that? I already linked the expense in my bank account to the bill associated with that PO but it quickbooks tells me that i still owe a certain amount to that vendor. How would I go about resolving this? Thanks in advance!

[@ruisilva5465]

What if my vendor invoices me 100 units and ships 97, the bill will show 100 however we received only 97.

[@SueMcNulty-t3b]

I want to only do a receipt of items without a bill.

[@HectorGarciaCPA]

Not available in QBO

[@SueMcNulty-t3b]

@@HectorGarciaCPA Thank you for the response. That was what I was finding out.

[@davidgonzales2558]

Thanks Hector. Does QuickBooks prevent you from choosing items not provided from the selected vendor?

[@HectorGarciaCPA]

No

[@davidgonzales2558]

@@HectorGarciaCPA Thanks for the prompt reply!

[@melissawiner7713]

Hi Hector! Your video is great - extremely clear and well put together. I currently use purchase orders in QB online, but I am not impressed with the page layout of the Purchase Order template. Do you know if the layout can be edited? There are not enough character spaces in the Product Column. All of our PO's look "messy" and not easy to read.

[@HectorGarciaCPA]

Melissa Winer there isn’t much customization you can do.. what you see is what you get

[@georgedy4610]

How does one add sales tax to a PO? Is this atypical?

[@HectorGarciaCPA]

Never done

[@naiarapierotto4437]

Hola Hector! I'm complete new to QBO, I'm trying to figurate out how to manage my inventory, do I need to create purchase orders every time? and bill and after bill payment? I normally order on the go and pay directly by paypal, so when I import all my paypal transactions to QBO will I need to classify them as expenses/stock asset ?

[@HectorGarciaCPA]

Naiara Pierotto if you want to manage inventory, you can’t import from PayPal.

[@johndaniell4191]

But QB online wont allow you to print or email a purchase order with SKU for each line item ..... How does the vendor know WTF you are ordering????

[@HectorGarciaCPA]

John Daniell good point... you need to enter it in the description.

[@Phoebetu2]

Hi Hector, thank you for sharing this tutorial. Quick question. My inventory is showing a NEGATIVE qty. Any suggestions on how to fix this? My standard procedure would be creating a PO, receiving the PO by paying the bill, and then I'd bill the customer (same qty in and same qty out).

[@HectorGarciaCPA]

Phoebe Tu make a one time adjustment now.. make them all zero or whatever they are supposed to be. Make sure you never create an invoice BEFORE receiving it.

[@Phoebetu2]

@@HectorGarciaCPA the negative QTY is over 1600 qty. if I make an adjustment as J/E, which account should I apply it to? COGS? What report can I refer to see the inventory movement to identify when the negative qty occur?

[@HectorGarciaCPA]

Phoebe Tu not a journal entry... use an Inventory Adjustment

[@Phoebetu2]

@@HectorGarciaCPA the inventory adjustment is assigned to the inventory shrinkage (COGS acct). Is this correct?

[@keelycozad8121]

How do you actually send the PO though? I cannot see how to email it without printing it to pdf first?

[@HectorGarciaCPA]

There is a button for sending it within QuickBooks, you have to configure your email settings in the preferences or use Outlook

[@jeanniecrook4187]

Can this be used by a general contractor for subcontractor payments? I'd like to create a purchase order for the bid amount from a subcontractor, then as they bill us (usually on a percentage basis) create a bill on the purchase order. We're trying to find an easy way to make sure the total bills we receive from subcontractors on our jobs do not exceed the bid they gave us. We don't have quantities of items received, backordered though?

[@HectorGarciaCPA]

+Jeannie Crook yes you would need to use a proportion of the qty

[@eduardotrevino6374]

So basically we can put $1 for rate and use the quantity cell to write the subcontract amount?

[@olhadorofieieva29]

Hello Hector. Thanks so much for such great instructions! A have a question tough: in case qbo syncs to bill.com and all bills are created on bill.com side, do we have another option to close PO except clicking manually on that status field inside a PO? Also, we do not use inventory, so I believe we need to use "Category" section on the PO, right? In our case, could you please explain, how to close PO partially. Thank you a lot again!

[@HectorGarciaCPA]

You need to close the PO by manually creating it in QBO.. the workflow of creating the bill in bill..com is not good when there are POs There is another video on partial POs look it up

[@sandrawatkins2217]

CAN YOU CREATE A PURCHASE ORDER AND GO BACK LATER AND FILL IT OUT.

[@mlee9049]

Hi, for purchase orders what if my vendor drop ships all my goods directly to my customers? Is it possible include the "ship to" address per each customer? Thank you in advance.

[@HectorGarciaCPA]

Yes, but it won’t come from you customer list, just type it in

[@mlee9049]

Hector Garcia CPA - okay, so just add a field for it? Are you available for setting up QB based on my business model? I also need to add revenue/expenses for 2017 and 2018. Thank you.

[@imeshudara8697]

Hi thanks for the video. would I be able to know, if my storekeeper raises the Purchase order and as manager i need to approve the PO in the process how can it be done ?

[@HectorGarciaCPA]

No PO approval Process

[@imeshudara8697]

Thank you!

[@paigelauster2618]

exactly what I needed today - I frequently receive purchase orders fulfilled in multiple shipments. Thanks

[@gordonkihuguru8745]

excellent presentation. very clear. appreciated

[@HectorGarciaCPA]

Thanks

[@gordonkihuguru8745]

Hector do you have presentations on QBO payroll setup, Time Reporting and Inventory management (receipt and issue stock).

[@carlosmorey3014]

so i just started using QB Online...I was using QB for MAc.....I imported all My data and it looks fine for the most part however all my previos PO's that were on MAc when i receive the inventory for it on the online side it doesnt take it as an item it takes it in the upper area i think account details and its just takes in the items as an inventory assest vs as an actual indiviual item.....Then i tried to look at my items list and noticed i cant find an area where it tells me how much of an item i have in stock...So yeah super frustrated trying to transition over from a system i knew inside and out.....any comments on this issue im having?

[@HectorGarciaCPA]

carlos morey you may have to do some reconstruction of the books... conversion is never 100%

[@managerassociation9577]

Thank you very much! very good video. I subscribe.

[@HectorGarciaCPA]

Thanks!

[@peazmo]

Thank you very much for the very clear explanation Sir. I have 2 questions Sir: 1.) Mostly our suppliers require to pay the PO before delivery/shipping. How to record the payment? 2.) During the delivery, some items are already out of stock, thus an excess payment. How to show the excess payment?

[@HectorGarciaCPA]

peazmo this is for Desktop, but will be similar kzbin.info/www/bejne/oIixqq1npNOHa7M

[@rechalchal1235]

plz showing explain with code

[@loveandwarfare]

Hey Hector, thank you for the video. Is the partial receiving only available on Quickbooks online plus and not on Quickbooks Enterprise?

[@HectorGarciaCPA]

+john Enterprise can certainly do that as well

[@claudiofiori7140]

Hector you are great. Could you please make a video about VAT returns?

[@HectorGarciaCPA]

Claudio Fiori nope... I am in US, we don’t do VAT

[@johnghattas5561]

Thank you very much

[@HectorGarciaCPA]

+John Ghattas :)

[@alpha1freight622]

YOUR LOGO AND FCE IS OVER THE TOP RIGHT CORNER AND CANNOT SEE WHAT YOU ARE POINTING TO.. SANDRA

[@HectorGarciaCPA]

My face is very small

[@izhargo]

Chin's Gas & Oil Sounds like a very uncomfortable company to work for. Probably only in Mx tho.

[@HectorGarciaCPA]

Izhar Gonzalez hehe