Add a Purchase Order to a Bill in QuickBooks Online – Instructions

Add a Purchase Order to a Bill in QuickBooks Online: Video

            This video lesson, titled “QuickBooks Online Tutorial Applying Purchase Orders to Vendor Transactions Intuit Training,” shows you how to add a purchase order to a bill in QuickBooks Online. This video lesson is from our complete QuickBooks Online tutorial, titled “Mastering QuickBooks Online Made Easy.”

Overview of How to Add a Purchase Order to a Bill in QuickBooks Online:

            You must add a purchase order to a bill in QuickBooks Online after sending a purchase order and receiving its items to pay for the items. Alternatively, you can also enter a check, credit card charge, or expense to pay for the items. You can easily add open purchase orders to any of these types of transaction forms in QuickBooks Online Plus. This lets you quickly add open purchase orders to your preferred payment option without re-entering the information.

            Specifically, this lesson shows adding a purchase order to a bill. However, adding a purchase order to a check, credit card charge or expense also follows the same basic steps. First, create the transaction type you want. For example, to create a bill, click the “+ New” button in the Navigation Bar and then click the “Bill” link under the “Vendors” heading in the drop-down menu to open the “Bill” window. From the “Vendor” drop-down (“Payee” in the other forms), select the vendor with the open purchase order.

            After selecting a vendor with an open purchase order, an “Add to (Transaction Form)” pane appears at the right side of the window, where “Transaction Form” is the type of transaction form you created. In this example, it says “Add to Bill,” for instance. This pane lists all open purchase orders for this vendor.

            Clicking the “Add all” button in the pane adds all the items in the pane to the current transaction. To only add specific purchase orders to the transaction, click the “Add” link within the purchase order in the pane to add. To the right of the “Add” link is an “Open” link. Clicking the “Open” link opens the purchase order. This lets you ensure you are adding the correct purchase order to the transaction.

A picture showing how to add a purchase order to a bill in QuickBooks Online within the “Add to Bill” pane.

            After clicking either the “Add all” button or the “Add” link, the item or items are added to the “Item details” list within the transaction window. You can then make any other changes to the transaction form, as needed, to complete it as you normally would. You can then save it.

Instructions on How to Add a Purchase Order to a Bill in QuickBooks Online:

1. To add an open purchase order to a bill or other payable vendor transaction and pay the purchase order, create the transaction type you want: a bill, a check, a credit card charge, or an expense.
2. Then select the vendor with the open purchase order to pay from “Vendor” or “Payee” drop-down, depending on your selected transaction form.
3. After selecting a vendor with an open purchase order, an “Add to (Transaction Form)” pane appears at the right side of the window, where “Transaction Form” is the type of transaction form you created.
4. This pane lists all open purchase orders for this vendor.
5. To add all the items in the pane to the current transaction, click the “Add all” button in the pane.
6. Alternatively, to only add specific purchase orders to the transaction, click the “Add” link within the purchase order in the pane to add.
7. Alternatively, to open the purchase order to ensure you are adding the correct purchase order to the transaction, click the “Open” link to the right of the “Add” link.
8. After clicking either the “Add all” button or the “Add” link, the item or items are added to the “Item details” list within the transaction window.
9. You can then make any other changes to the transaction form, as needed, to complete it as you normally would, and then save it.