Why would I do this?
When you receive all the items against a purchase order, QuickBooks marks
the purchase order as "Received in Full."
If you do not expect to receive all the items you ordered, you can close
part or all of the purchase order manually so that QuickBooks doesn't show
the items as "on order."
When you close an entire purchase order manually, QuickBooks marks the
purchase order "Closed."
To do this task
Click the Vendors icon at the top of the QuickBooks window.
Click the Transactions tab.
Select Purchase Orders.
Click the Filter By drop-down arrow and then click
Open Purchase Orders.
Double-click the purchase order that contains the items you want to close.
To close the entire purchase order, select the
Closed checkbox on the purchase order
A checkmark here indicates that the purchase order is closed because you received
all its items or you cancelled 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
Click the Closed checkbox.
Click to clear the Closed checkbox.
(Optional) To close only individual items, click in the
Clsd column for each item.
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.
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.
Save the purchase order.