Creating Purchase Orders in QuickBooks

Creating purchase orders in QuickBooks is a crucial part of managing your business’s purchasing process. A purchase order (PO) is a document you send to your vendors to request goods or services. Here’s how to create purchase orders in both QuickBooks Online and QuickBooks Desktop:

Creating Purchase Orders in QuickBooks Online:

1. Log In to QuickBooks Online:
   • Open your web browser and log in to your QuickBooks Online account.
2. Access the Purchase Order Feature:
   • In QuickBooks Online, click on the “+ New” button in the upper-left corner.
3. Select “Purchase Order”:
   • In the “Vendors” column, click on “Purchase Order.”
4. Fill in the Purchase Order Details:
   • In the Purchase Order form, enter the necessary information, including the vendor’s name, the purchase order date, and the expected delivery date.
5. Add Line Items:
   • Below the purchase order details, you’ll see a table for adding line items. Enter the items you want to order, including the product or service description, quantity, rate, and tax (if applicable).
   • You can also select the specific account to which the purchase relates.
6. Save the Purchase Order:
   • After completing the purchase order, click the “Save” button. You can choose to save and close the purchase order or save and send it to the vendor.
7. Review and Send:
   • Before sending the purchase order to the vendor, review the details for accuracy.
   • To send the purchase order, click the “Save and send” button. QuickBooks Online allows you to email it directly to the vendor.

Creating Purchase Orders in QuickBooks Desktop:

1. Launch QuickBooks Desktop:
   • Open QuickBooks Desktop on your computer.
2. Access the Purchase Order Feature:
   • Go to the “Vendors” menu and select “Create Purchase Orders.”
3. Select a Vendor:
   • In the “Vendor” dropdown, choose the vendor for which you want to create a purchase order.
4. Fill in the Purchase Order Details:
   • In the Purchase Order window, enter the necessary information, including the purchase order date, expected delivery date, and terms.
5. Add Line Items:
   • In the “Item” column of the Purchase Order window, select the items you want to order from your Item List. Enter the quantity, rate, and any additional details.
   • You can add multiple line items to the purchase order.
6. Save the Purchase Order:
   • After entering all the details, click the “Save & Close” button to save the purchase order.
7. Review and Send:
   • To send the purchase order to the vendor, go to the “File” menu, select “Send Forms,” and choose the purchase order you want to send. You can email it directly from QuickBooks Desktop.
8. Track Purchase Orders:
   • QuickBooks Desktop allows you to track and manage your purchase orders through the “Purchase Order” window and the “Purchase Order Reports.”

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Creating purchase orders in QuickBooks helps you streamline your purchasing process, maintain accurate records, and track your outstanding orders with vendors. It also ensures that you have a clear record of your commitments and expected deliveries, helping you manage your business efficiently.