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What's important in the Create Purchase Orders window

On the toolbar

Previous and Next

Previous and Next

Print

Print

Email

Prepares this form to be sent by email.

Email options

Send: Prepares the form to be sent by email.

Send Batch: Sends email forms you prepared previously but deferred sending until later.

Billing Solution Options: For Billing Solutions subscribers, displays options to let you turn Online Billing features on and off and to set your preferences for using these features. For nonsubscribers, displays information about QuickBooks Billing Solutions.

Find

Opens a window that allows you to search for transactions related to the form you're using. For example, if you have an invoice open, clicking Find allows you to search for a particular invoice or invoices.

Spelling

Spelling

History

Lists the transactions that are related or "linked" to the transaction you have open.

On the form

Amount

This column shows the total value of each line item. QuickBooks inserts an amount each time you enter an item name. The initial amount always assumes a quantity of 1.

When the quantity is more than 1, enter the correct quantity in the Qty column.

QuickBooks recalculates the amount based on the new quantity.

Backordered (on saved purchase orders only)

Backordered column will automatically appear after a purchase order has been saved.

A backorder is the inventory on a purchase order that has not yet been received. In QuickBooks this occurs when a purchase order has been sent, a partial shipment has been received, but you have not received the final shipment. The remainder of the items on the purchase order that have not been received are considered to be on backorder.

To print the Backordered column on purchase orders

  1. Click Customize at the top right of the form to open the Customize Template window.
  2. Select an appropriate template and then click Edit.
  3. Click the Columns tab and select the Print checkbox for Backordered.
  4. Click OK.

Class (If class tracking is turned on)

Enter the class name that you want to assign to the purchase order. Classes provide another way to categorize your financial transactions. For example, a general contractor can classes to distinguish residential from commercial business. When you create reports, you can have QuickBooks group and subtotal transactions by their class.

Note: You can also assign a class to individual line items by adding a Class column when you customize a purchase order form.

To add the Class field to the Create Purchase Orders window

  1. Open the accounting preferences.

    Opening accounting preferences
  2. Select the Use class tracking checkbox.

Closed (on saved purchase orders only)

A checkmark here indicates that the purchase order is closed because you received all its items or you canceled your order by selecting the Closed checkbox. When a purchase order is closed you can no longer receive against it.

When you have received the full quantity of every item listed, "Received in full" appears on the purchase order and QuickBooks automatically selects the Closed checkbox.

If you close a purchase order manually, QuickBooks removes it from the list of open purchase orders and marks the purchase order as closed. For each item listed, QuickBooks subtracts the unreceived quantity from the quantity on order.

To manually close a purchase order

  1. Click the Closed checkbox.

To reopen a purchase order you closed manually

  1. Click to clear the Closed checkbox.

Clsd (on saved purchase orders only)

When a checkmark appears in this column, it means that you have received the full quantity of a line item. That line item is now closed and you can no longer receive against it.

To close an open line item

  1. Click in the Clsd column of that line item.

When you close a line item for which you still have an unreceived quantity, QuickBooks subtracts the unreceived quantity from the quantity on order.

Note: The purchase order remains open if it contains at least one line item that is still open.

Customer:Job

If you intend to pass on the cost of an item to a customer, enter the name of the customer or job in this column. You can click the name from the drop-down list.

Date

The date of the purchase order. QuickBooks automatically inserts today's date into this field, but you may enter a different date.

Description

This column shows the description of each item on order. QuickBooks fills in the description automatically when you enter an item name. The description comes from your Items list.

To change the description of an item

  1. Enter a new description in place of the one QuickBooks inserted.

Note: Changing the description on the purchase order does not change the original description on the Items list.

Expected

The date you expect delivery of your order. This date appears on stock status by item and vendor reports as the next receipt date for inventory on order.

QuickBooks automatically inserts today's date into this field, but you can enter a different date.

FOB

FOB

Template

Template

Item

In this column, enter the names of the items you are ordering. As you enter each item, QuickBooks fills in the description of the item and its rate. This information comes from your Item list.

Memo

Enter a note about the purchase order here. You can enter up to 4095 characters. When you create an estimate from a purchase order, information from the estimate can be displayed in the memo field on your purchase order.

When you create reports about your purchase orders, you can customize the reports to include the memo for each purchase order.

The memo does not print on the purchase order itself.

P.O. No

The number of your purchase order. For each new purchase order, QuickBooks increments the number by one.

To change the P.O. number

  1. Enter a new number in place of the one QuickBooks entered.

    QuickBooks then picks up the numbering sequence from the new number. For example if you enter 100, QuickBooks numbers the next purchase order 101.

Qty

Enter the number of units you are ordering in this column. When you enter the quantity, QuickBooks automatically recalculates the amount for the line item.

If you don't enter the quantity, QuickBooks assumes a quantity of 1.

Rate

This column shows the price per unit for each item you are ordering. QuickBooks fills in the rate when you enter an item name. The rate comes from your Items list.

To change the rate for an item

  1. Enter a new rate in place of the one that QuickBooks inserted.

Note: This does not change the original rate on the Items list.

Rcv'd (on saved purchase orders only)

This column shows the number of units you have received to date against the purchase order.

Example 1

  • You write a purchase order for 1000 T-shirts.

  • The vendor sends you 600 and puts the remaining 400 on backorder.

  • The Rcv'd column shows 600 (1000 minus 400).

Example 2

  • 200 of the backordered T-shirts come in.

  • Now the Rcv'd column shows 800 (600 plus the 200 from this shipment).

Qty on Bills (on saved purchase orders only)

This column shows the number of units entered on the bill that's associated with this PO.

Ship To (address)

QuickBooks automatically enters your business address in the Ship To address area. To ship the items to another address Click the Ship To drop-down arrow and choose Add New.

Ship To (list)

If you leave this field blank, QuickBooks leaves your company name and address in the Ship To area of the purchase order.

To ship items directly to a customer, vendor, employee, or name on your Other Names list

  1. Click the Ship To drop-down arrow and choose the appropriate name.

To be printed

A checkmark here indicates that you have not yet printed the purchase order. When you print the purchase order, QuickBooks clears the checkmark.

To print only this purchase order

  1. Click the Print button at the top of the window.

To print all purchase orders you have not yet printed

  1. Click the Print drop-down arrow at the top of the window and then click Print Batch.

To be emailed

Select this checkbox to add this purchase order to the list of forms to be emailed later.

To send the forms you marked as "To be emailed"

  1. Go to the File menu and click Send Forms.

U/M (if unit of measure is turned on)

Each item's unit of measure appears in this column.

If unit of measure is set to Multiple U/M Per Item, you can click the U/M drop-down arrow to convert or change the current unit of measure.

Vendor (address)

The vendor's address. If the vendor's Shipped From Address is already in your QuickBooks records, QuickBooks fills in the address when you select the vendor. If the vendor's Shipped From Address is empty, their Billed From Address is used instead.

Vendor (list)

Enter the name of the vendor who will receive the purchase order.

When you enter an existing vendor name, QuickBooks fills in the vendor's address, your company's shipping address, and today's date in the Expected field.

To enter an existing vendor name

  1. Click the Vendor drop-down arrow and choose a name.

    or

    Type the first few letters of the name and press the Tab key.

Vendor Message

You can add a message to the vendor here. The message appears on the purchase order when you print it.

Exchange Rate

If you use multi-currency, this is the exchange rate for the supplier's currency to your company's home currency.

Amounts on the bill are shown in both the supplier's currency and your home currency.

KB ID# H_PO_CREATE_PO_F1
12/7/2016 2:31:47 AM
PPRDQSSWS400 9138 Pro 2017 b6d79a