In QuickBooks online, the Purchase orders can be easily created with the help of tools. The tools run all the parts of the sales cycle that also include purchasing. Purchase orders can easily be created and then send using an email directly to the suppliers when you want to purchase the new products. The supplier gets to know about your intention of purchasing a product using purchase orders. Know how to create purchase order in QuickBooks Online.
About Purchase Order
A purchase order is a type of document that is sent by a buyer to the supplier for ordering the products. This document is a kind of proof that the buyer commits to pay for the service in the future. There are two purposes purchase orders that are:
- The purchase order serves as an internal control document that prevents your staff from accepting and paying for all the services are items that are not purchased by the company.
- Purchase orders are a type of order that is done for the service or a product to the vendor by the buyer. It also explains the terms after the order that you have done like the quantity of the product, the service you want to use, the price you are expecting to pay for the product or services you want to purchase, and more.
The purchase order is accepted by the supplier by accepting all the terms then you have to add it to your exchange expense or bill transaction into your QuickBooks Online account. By doing this all the transactions got connected with each other and the accounts got balanced properly.
What are the Steps to Create a Purchase Order in QuickBooks online?
The process of creating a purchase order is explained below with detailed steps. you just have to follow the process to create and managing the order. The steps are as follows:
Step 1: You have to turn on the feature of the purchase order
- In QuickBooks, click on the Gear icon that is the settings option
- Then click on the Account and Settings option
- Further, select the Expenses tab
- Go to the section of Purchase Order
- In this, section click on the Edit icon
- Now, you have to turn on the option Use Purchase Orders
- You can enter 3 custom fields and also a default message for suppliers (optional)
- Then click on the Save button
- In the end, click on the Done button.
Step 2: Create and then send the purchase order
- Click on the New + icon option to create a new purchase order
- Choose the option to Purchase Order to create a new purchase order
- From the Supplier drop-down menu
- Select the supplier with whom you want to create this purchase order
- After that, review the Mailing Address that you have
- Click on the Ship to drop-down arrow and select the Ship via option in case you are shipping products directly to the customer
- Check and verify the shipping address to make sure that it is complete and correct
- Mention the date of purchase order in the Purchase Order Date field
- Click on the Gear icon that is the settings option on the form of a purchase order
- Then click on the panel “choose what you use“, to add your own custom fields so, you have to select the link
- Now in the section of Item Details
- Mention all the products that you want to purchase
- In this, you can only add the product or services that you have tick marked as “I purchased this product/ service from a supplier“
- When you are all set, click on the Save and Close button
- If you are ready to send this to your customer then click on the Save and Close drop-down arrow
- From this, click on the Save and Send button
- In case if you want to send the purchase order later on then:
- Click on the Expense menu
- From the Action column, choose the Send option.
Step 3: Update the Purchase Order Status and Added to a Bill
The status of the purchase order is open when you just create a purchase order. When your purchase order is accepted by the supplier then add this purchase order to the expense or bill. This makes the transaction official into your books account.
To add the Purchase orders to expense or bill the steps are mentioned here:
- In QuickBooks, click on the New + icon
- Choose the option from the Expense, Cheque, or Bill
- Now from the Payee drop-down arrow
- You have to select a Supplier. It also opens up the window of Open Purchase Orders
- Click on the Add button to add the correct purchase order
- It helps you to add the items from the Purchase Order
- After adding, they appear in the section of Item details
- If you have to Bill a customer for this specific item then you have to select the option of Billable checkbox
- After that, you have to add the customer in the Customer column to whom you want to bill
- In the end, click on the Save and Close button.
After this, QuickBooks automatically changes the purchase order status open to closed.
Step 4: To View your Open Purchase Orders
- In QuickBooks, click on the Reports Menu option
- Look for the various reports into your account:
- Open purchase order list report
- Open purchase order detail report
- Purchases by product/services detail report
- Purchases by supplier detail report
- Then run these reports into your account.
Why Create the Purchase Orders in QuickBooks Online?
The purpose to create a purchase order in QuickBooks online is to do automatic sync between 2 different systems. The purchase orders are non-posting transactions that won’t impact your financial and accounting information. These are kind of information document that you have to add it into your QuickBooks Online account. The purchase orders help you to check that is it on to process the payment to the supplier or not.
You can also check the purchase order report to manage the inventory and the cash flow. This can be done when the purchase orders are available easily.
In conclusion, all the steps are explained in detail so that you can easily create a purchase order in QuickBooks Online. everything in QuickBooks online is easy as there are tools to operate the sales process. This helps you to create purchase orders and email them directly to the suppliers for buying more products. If you are facing any issues while creating or processing purchase orders; then connect with the Dancing Numbers team. The team helps you to resolve your issues by assisting you all around the clock.
How to add a Part of the Purchase Order to an Expense or Bill after Creating a Purchase Order in QuickBooks online?
In QuickBooks Online, click on the New + icon.
Choose the option Expense, Cheque, or Bill.
Click on the Payee drop-down arrow.
Select the Supplier.
It opens up the window of purchase orders whose status is Open.
Click on the Add button if you want to correct the purchase order.
It helps you to add the items from the purchase order and then it displays in the section of Item Details.
In each line item, adjust the amount and the quantity for the amount that you have to pay.
In the end, click on the Save and Close button.
How to Remove a Purchase Order from an Expense or Bill if you have Created a Purchase Order in QuickBooks Online by Mistake or Incorrectly?
In case if the transaction is not saved then you have to select the transaction and then click on the delete button. This option is available in the Actions column.
In case if the transaction is saved in expense or bill then click on the Expenses menu to open it. From the purchase order drop-down arrow, select the Delete option and it results in removing the link from the purchase order.
How can I Change the Status of Purchase Orders after Creating a Purchase Order in QuickBooks Online?
Go to the Expense menu in your QuickBooks Online
Click on the Expense tab
Go to the Purchase Order whose status you want to change
Click on the Supplier drop-down menu
Choose opinion Closed
This change the status to the Open or Close option
Select the Save button to save the status you have changed.