How to Create Purchase Order in QuickBooks Online?

by James Antonio

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.

Save Time, Reduce Errors, and Improve Accuracy

Dancing Numbers helps small businesses, entrepreneurs, and CPAs to do smart transferring of data to and from QuickBooks Desktop. Utilize import, export, and delete services of Dancing Numbers software.

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.

Accounting Professionals, CPA, Enterprises, Owners

Looking for a professional expert to get the right assistance for your problems? Here, we have a team of professional and experienced team members to fix your technical, functional, data transfer, installation, update, upgrade, or data migrations errors. We are here at Dancing Numbers available to assist you with all your queries. To fix these queries you can get in touch with us via a toll-free number 1800-689-5491 or chat with experts.


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.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Easy Process

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Error Free

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

On-time Support

We provide round the clock technical assistance with an assurance of resolving any issues within minimum turnaround time.

Pricing

img

Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Unlimited Export
  • Unlimited Import
  • Unlimited Delete

img

Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer,Exporter,Deleter
  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies

img

Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies

img

Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

Get Support

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

Call Now +1-800-689-5491
Dancing Number

Kindly Provide The Following Information To Download The Dancing Numbers.

X





    Top