Closing a Partially Received PO in QuickBooks
“Hanging PO’s” can be one of the most confusing issues to deal with in QuickBooks! As a “non-posting” document, users think that it really has no impact on anything. Then as they begin to utilize the features and reports available, they learn, to their dismay, that they have a bunch of “junk” information showing up. What to do?
In the traditional view of the Item List, the impact of PO’s is not obvious, but if you customize your columns and add the Quantity on Purchase Order field, you will quickly see that PO’s do make an appearance in various places!
Some other areas where the PO’s will pop up are:
· Enter Bills or Receive Inventory (with or without Bills):
· Open Purchase Orders or Open PO’s by Job reports
· Stock Status reports
So, in order to clean up the situation, you will need to address each PO individually. Is this item still expected? Are there other items on the PO that have not been received yet? Will they be? The answers to these questions will determine your course of action!
As you can see, from the quantities in the Backordered column, all three lines of this PO are currently “open”.
You can close one (or more) line(s) by clicking in the “Clsd” column to place a check mark there, and you will notice that the Backordered column immediately changes to zero!
Now, if you run the Stock Status Report, you will see that Monitor-17 no longer has any quantity appearing in the “On PO” column (nor in the Item List).
Your other option is to close the entire PO by clicking on the “Closed” box at the bottom of the window, and you will notice that all the lines have the Backordered column cleared to zero and the red CLOSED stamp appears on the PO header.
And if you run the Stock Status Report again, you will see that none of the monitors have an open quantity on PO.
As always, if you need help with this, don't hesitate to give us a call at 760-722-6839 or contact us at www.advantedgeonline.com.