Try the QuickBooks Online Course for Free!

Create a Purchase Order in QuickBooks Online – Instructions

/ / Latest, Quickbooks Online
Create a Purchase Order in QuickBooks Online - Instructions: A picture of the vendor address information at the top of the “Purchase Order” form in QuickBooks Online.

Create a Purchase Order in QuickBooks Online: Overview

            To create a purchase order in QuickBooks Online, click the “Create” button. Then click the “Purchase Order” link under the “Vendors” heading in the drop-down menu. Doing this then opens the “Purchase Order” window. Use the drop-down in the upper-left corner of the page to choose a vendor. Alternatively, you can also type a new vendor name here to quickly add a vendor. To the right of the drop-down is an “Email” field. This field is populated with the vendor’s email address, if you entered that data when creating the vendor’s record. Below the drop-down is another drop-down where you can select the purchase order’s status. The choices are “Open” or “Closed.”

            The “Mailing address” field is populated with the vendor’s address. If creating a new vendor, you can enter their billing address here. To the right is a “Ship to” drop-down that lets you select a customer name for drop shipments. If you don’t use this, then the “Shipping address” field displays your company’s shipping address. The “Purchase Order date” field shows the current date, by default. Below this field is a “Ship via” field where you can enter a shipping carrier preference. If you have location tracking turned on, a “Location” drop-down also appears at the right side of the window.

Create a Purchase Order in QuickBooks Online - Instructions: A picture of the vendor address information at the top of the “Purchase Order” form in QuickBooks Online.

Create a Purchase Order in QuickBooks Online – Instructions: A picture of the vendor address information at the top of the “Purchase Order” form in QuickBooks Online.

            Next is the “Account details” section, which is rarely used, as it defeats the purpose of receiving inventory items in a purchase order. You can click the black arrow to the left of the “Account details” label to collapse and expand this section. If you don’t use products and services, this section lets you list accounts affected by purchases. Clicking into the “Account” column lets you select the account, like a “Supplies” account, for example. Then enter the purchase description and amount into the “Description” and “Amount” fields. You can also assign these to a customer or class, if enabled, by using the “Customer” and “Class” fields.

            Below the “Account details” section is the more-commonly used “Item details” section. You can also collapse and expand this section by clicking the black arrow to the left of the “Item details” label. This section lets you enter the products and/or services to purchase from the vendor. You can select an existing product or service from the “Product/Service” field’s drop-down. Ensure the value in the “Description” field is accurate. Then enter the quantity and rate into the “Quantity” and “Rate” fields to calculate the amount, shown in the “Amount” field. You can also assign each item to a customer or class, if enabled, by using the “Customer” and “Class” drop-down fields.

            When you click into the last line in either section, a new line is automatically added. You can also click the “Add lines” button under either section to add four new lines at once, if desired. To delete a line item, click the “Delete” button, which looks like a trash can, at the right end of the line item to delete. You can also click the “Clear all lines” button below either section to delete all the lines in that section.

Create a Purchase Order in QuickBooks Online - Instructions: A picture of the “Item details” section at the bottom of the “Purchase Order” form in QuickBooks Online.

Create a Purchase Order in QuickBooks Online – Instructions: A picture of the “Item details” section at the bottom of the “Purchase Order” form in QuickBooks Online.

            Below these sections, you can enter a message to the vendor into the “Your message to vendor” field. This message appears on the purchase order. You can enter information for yourself into the “Memo” field. This field does not appear in the purchase order. Finally, the “Attachments” field lets you attach a file, up to 25MB in size, to the purchase order.

            In the toolbar at the bottom of the screen are buttons for “Cancel,” “Clear,” “Print,” “Make recurring” “Save,” and a drop-down “Save and send” button. The choices in the “Save and send” button’s drop-down menu are “Save and new” and “Save and close.”

            To cancel the purchase order, click the “Cancel” button. If you want to clear all the data from the current purchase order, click the “Clear” button. To print the purchase order, click the “Print” button to open a print preview PDF of the purchase order in a new window, which you can then print and close when finished. This also saves the transaction.

            Clicking the “Make recurring” button opens the “Recurring Purchase Order” window where you can create a new recurring purchase order template, which is discussed in a separate lesson. Clicking the “Save” button saves the purchase order. You can also click the corresponding choice from the “Save and Send” drop-down button to save the purchase order and then send it, close the window, or create a new purchase order.

Create a Purchase Order in QuickBooks Online: Overview

  1. To create a purchase order in QuickBooks Online, click the “Create” button.
  2. Then click the “Purchase Order” link under the “Vendors” heading in the drop-down menu to open the “Purchase Order” window.
  3. Use the drop-down in the upper-left corner of the page to choose a vendor or type a new vendor name here to quickly add a vendor.
  4. To the right of the drop-down is an “Email” field which is populated with the vendor’s email address, if you entered that data when creating the vendor’s record.
  5. Below the drop-down is another drop-down where you can select the purchase order’s status. The choices are “Open” or “Closed.”
  6. The “Mailing address” field is populated with the vendor’s address. If creating a new vendor, you can enter their billing address here.
  7. To the right is a “Ship to” drop-down that lets you select a customer name for drop shipments.
  8. If you don’t use this, then the “Shipping address” field displays your company’s shipping address.
  9. The “Purchase Order date” field shows the current date, by default.
  10. Below this field is a “Ship via” field where you can enter a shipping carrier preference.
  11. If you have location tracking turned on, a “Location” drop-down also appears at the right side of the window.
  12. You can click the black arrow to the left of the “Account details” label to collapse and expand this section.
  13. You rarely use the “Account details” section, as it defeats the purpose of receiving inventory items using a purchase order.
  14. If you do not use products and services, this section lets you list accounts affected by purchases.
  15. Clicking into the “Account” column lets you select the account.
  16. You can then enter the purchase description and amount into the “Description” and “Amount” fields.
  17. You can also assign these to a customer or class, if enabled, by using the “Customer” and “Class” fields.
  18. The “Item details” section is used to enter the products and/or services you are purchasing from the vendor.
  19. You can also collapse and expand this section by clicking the black arrow to the left of the “Item details” label.
  20. To select an existing product or service, use the “Product/Service” field’s drop-down.
  21. Ensure the value in the “Description” field shown is accurate.
  22. Then enter the quantity and rate into the “Quantity” and “Rate” fields to calculate the amount, shown in the “Amount” field.
  23. You can also assign each item to a customer or class, if enabled, by using the “Customer” and “Class” drop-down fields.
  24. To add a new line, click into the last line in either section.
  25. If you want to add four new lines at a time, instead, click the “Add lines” button under either section.
  26. To delete a line item, click the “Delete” button, which looks like a trash can, at the right end of the line item to delete.
  27. If you want to delete all the lines in a section, click the “Clear all lines” button below either section.
  28. To enter a message to the vendor, type a message into the “Your message to vendor” field.
  29. To enter information for yourself, type it into the “Memo” field.
  30. If you want to attach a file to the purchase order, use the “Attachments” field.
  31. In the toolbar at the bottom of the screen are buttons for “Cancel,” “Clear,” “Print,” “Make recurring” “Save,” and a drop-down “Save and send” button.
  32. The “Save and send” button’s drop-down menu choices are “Save and new” and “Save and close.”
  33. To cancel the purchase order, click the “Cancel” button.
  34. If you want to clear all the data from the current purchase order, click the “Clear” button.
  35. To print the purchase order, click the “Print” button to open a print preview PDF of the purchase order in a new window, which you can then print and close when finished. This also saves the transaction.
  36. Clicking the “Make recurring” button opens the “Recurring Purchase Order” window where you can create a new recurring purchase order template, which is discussed in a separate lesson.
  37. To save the purchase order, click the “Save” button.
  38. To save the purchase order and then send it, close the window, or create a new purchase order, click the corresponding choice from the “Save and Send” drop-down button.

Create a Purchase Order in QuickBooks Online: Overview

            The following video lesson, titled “Create a Purchase Order,” shows you how to create a purchase order in QuickBooks Online. This video lesson on how to create a purchase order in QuickBooks Online is from our complete QuickBooks Online course, titled “Mastering QuickBooks Online Made Easy.”

TOP
Extra 30% Off Store-Wide 0 Days 13 Hours 4 Minutes 4 Seconds      Use Coupon: EXTRA30
Shop Now