How to Create a Purchase Order in QuickBooks Online?

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 Keeping a track of a particular item is necessary to maintain the record of your purchase order for future reference. The purpose of recording the items can be fulfilled with the help of the QuickBooks purchase order feature in QuickBooks. Moreover, a purchase order tells you the complete information about the item’s quantity and price details. Knowing this much detail is not sufficient if you are running your business. In fact, you must know how to create a purchase order in QuickBooks to keep the records in one place.

Let’s discuss the steps to create a purchase order in QuickBooks Online. The steps will help you in keeping a permanent record of the business items.

Steps to Create QuickBooks Purchase Order

You have to follow these steps in order to create a purchase order in QuickBooks and to keep track of the items:

  • Create a purchase order

To start with, tell QuickBooks that you have to create a purchase order by choosing Vendors –> Create Purchase Orders.

  • Vendors menu drop-down list box

In the second step, the Vendor drop-down list box displays the lists of each vendor in your Vendor List on the system screen.

  • Classify the purchased item

You need to classify the purchased item via the Class drop-down list box.

  • Ship To address (Optional step)

After that, the Ship-To drop-down list box shows a list of the vendors, customers, and employees. You will select the ship-to address via choosing one of the aforementioned names. Then, after selecting an entry from the Ship-To list, QuickBooks fills the ship to address box with the correct info.

  • Mandatory to check the buying date

You need to check the date that QuickBooks has entered, as the purchase order date should be right.

  • Confirm the purchase order number

Furthermore, the purchase order number identifies the purchase order document. Check that QuickBooks makes the correct purchase order number, if it is incorrect, you need to enter the replacement number.

  • Check the vendor and ship to data

Apart from this, the Vendor block and Ship To block recognizes the vendor.

  • Define each piece of information correctly

Use the columns to create a purchase order window to define in detail each item that you have decided to order. If you want to describe an item that you wish to purchase from the vendor, you need to give the following info:

    • Item: You need to add the items in the item column as well as and describe the item details in the item file.
    • Description: The Description column can be used for describing the item that you have chosen. Apart from this, you can also edit the Description field anytime you feel like.
    • Qty: You can identify the quantity of the items via Qty. You have to add the number of product items in the field of Qty.
    • Rate: Add the rate per unit or price per unit of the item that you want to purchase.
    • Customer: Customer column helps in finding the customer for whom the product is being purchased.
    • Amount: The Amount column will give you an idea about the total amount expended for the particular item.
    • Print the purchase order: To print the purchase order, you have to save all the purchase orders, and then select the File > Print Forms > Purchase Orders command.
    • Save the purchase order: You can save your purchase order by clicking either on the Save & Close button or the Save & New button. In addition, these steps help in knowing the vendors, customers, and the details of the items you want to purchase. And makes easy for you to know the purchase details.

In Conclusion

Hopefully, the blog was successful in making your concept clear about what the purchase order is and the logic behind creating a QuickBooks purchase order. It has also given you the comprehensive steps of how to create a purchase order in QuickBooks Online.

Frequently Asked Questions

Ques- How should I covert a purchase order to a bill in QuickBooks?

Ans- These are the steps for creating a bill from a purchase order:

  1. In the beginning, you need to click on the plus icon to create a bill.
  2. After that, you will be choosing a purchase order.
  3. Then, you have to add the vendor information very carefully.
  4. Now, Click on the copy to bill option.
  5. You have to add the information.
  6. Finally, you need to click on save and then close option.
Ques- Can I use a purchase order for an expense item?

Ans- A purchase order shows items that you have purchased from a vendor. It comprises of materials that are reimbursable, expense items, labor items, equipment items, or even discount items.

 

Ques- Who is responsible to send a purchase order?

Ans- Purchase orders are documents that are issued by the buyer. The buyer makes sure that he/she received exactly what he/she has ordered. On the other hand, the vendor issue the invoices. Also, the vendor makes sure that he/she gets paid on-time. A number is included with a purchase order to track the purchase order with the system.

Ques- What to do if I am unable to create a purchase order after following the steps?

Ans- If you are not able to create a purchase order, then you need to quickly take the help of a QuickBooks professional. With the help of the expert, you will get instant solutions to troubleshoot the issue.

Ques- What do you mean by PO number?

Ans- Every purchase order form get assigned a number that is a PO number. The details of the products or services required by the business from a specific vendor are given by the purchase order.

Ques- How should I accept a PO in QuickBooks software?

Ans- You need to go through these steps to accept a PO in QB software:

  1. First of all, you need to select the vendor name.
  2. Now, choose the yes option for receiving a purchase order.
  3. You have to select the right PO and choose ok.
  4. With this, review the information on the item receipt.
  5. Finally, choose to save and close.

 

Ques- What do you mean by purchase order entry?

Ans- Purchase order entry in QuickBooks is of three types: purchase order detail, vendor information, and item It comprises of shipping details such as dates, terms, shipping address, etc.

Ques- Who is responsible to prepare the purchase order?

Answer- A purchase order in QuickBooks is a document that is issued by a vendor or customer to a seller or vendor for the goods that have been purchased.

Ques- How should I create a purchase order in an excel sheet?

Ans- You need to follow these steps to create a purchase order:

  1. To start with, you need to choose a file and then select new. With this, you have to search an invoice in the given search box.
  2. You have to choose the type of template from the given options.
  3. Now, automatically the excel sheet will create a purchase order template.
  4. Add the details correctly.
  5. Finally, you can send your invoice.
Ques- How should I create a cancellation order for a purchase order?

Ans- You need the following details to create a cancellation order:

  1. First of all, you need the customer’s company information.
  2. Name of the person taking purchase orders.
  3. Your company’s detail.
  4. The complete name of the person who is canceling the order.
  5. The correct order number for the items that you have to cancel.

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