Purchase Orders
When you want to request
that a vendor supply something, and commit to
buy it when delivered, this may be the
place. In QuickBooks Pro, purchase
orders can be issued for:
Inventory items
Non-inventory Items
Service items
A purchase to an expense
account or an asset account will not go
through the purchase order system. An
item must be added to the items list,
referring to this account. Then the item
may be purchased, and will be charged
correctly.
Purchase orders are turned on by
File|Preferences|Purchases & Vendors
or by Preferences|Inventory &
PO’s.
Note the options available if
Purchase Orders and Inventory
are turned on. QuickBooks can warn you if
you do not have stock to make a sale. You can also get a warning if you are duplicating a purchase order
number, but checking takes time, if the file is large.
Purchase orders, once turned on, are initiated by clicking
Activities|Create Purchase Orders,
or found on the Purchases and Vendors
tab of the QuickBooks Navigator.
The purchase order form will be readily recognized by anyone familiar with the invoice. Although the view is
marked Create Purchase Orders,
it is actually from editing them (below) and shows a little more information
.
Receipts
displays transactions receiving items against this PO.
Vendor Message
permits entry of a line of text, which is not part of a list. The text on the example extends
beyond the edge of the box, but it actually was printed onto the PO form.
Lists|Purchase Orders
opens the list of purchase orders, so that they can be reviewed or edited. Purchase
orders are also listed at the bottom of the Chart of Accounts, as a “non-posting” account. With the list
displayed, clicking Purchase orders|
Edit
brings up the view shown above, with all the features of the screen
for creating purchase orders, and these additional things:
RCVD
column indicates count of items recorded as received, as the purchase order has been transferred to
Enter bills.
Clsd
column contains a check ( b ) when the line is closed.
Closed
check box marks all items as closed, and stamps the PO closed (with electronic red ink.) Clicking
again reverses this.
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