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Receive Partial Purchase Orders in QuickBooks Online

That’s right, it’s arrived: the ability to receive partial purchase orders in QuickBooks Online. And you won’t need a work around.

After years of having to use a work around to receive partial purchase orders in QuickBooks Online, we finally have it, and it’s really easy to use. There’s no setup, no preferences to set. As long as you have QuickBooks Online Plus and have purchase orders turned on, you can receive partial purchase orders in QuickBooks Online. YAY!

Gear Icon > Account & Settings > Expenses > Use Purchase Orders

Here’s how to receive partial purchase orders in QuickBooks Online.

 

You’ll need to start by creating a Purchase Order.

Create a Purchase Order

Quick Create (aka Spinny Plus) > Purchase Order

 

Now, let’s do some receiving. Here we are entering a direct expense.

Quick Create (aka Spinny Plus) > Expense > Choose Vendor > Add PO from Drawer > Edit Qty

 

Because didn’t enter a quantity of 10 – we edited to receive only 2 –  the original Purchase Order now reflects this.

Quantity Received shows 2 of 10

 

We can receive partial purchase orders in QuickBooks Online using checks:

Quick Create (aka Spinny Plus) > Check > Choose Vendor > Add PO from Drawer > Edit Qty

 

Each time we enter a purchase transactions and choose the appropriate purchase order from the drawer from which we add items, the original purchase order is updated in the quantity received column:

Open Purchase Order v2

Quantity Received shows 5 of 10

 

We can receive partial purchase orders in QuickBooks Online using Vendor Bills as well.

Receive Partial Purchase Order in QuickBooks Online - Vendor Bill

Quick Create (aka Spinny Plus) > Bill > Choose Vendor > Add PO from Drawer 

 

Note the amount of the purchase order in the drawer, after we receive partial purchase orders in QuickBooks Online.

Balance of PO in Drawer

The drawer shows original PO amount and balance remaining

 

 

And once we receive partial purchase orders in QuickBooks Online to reflect the total quantity, QBO will close the PO for us, and we get direct links to the expense transaction with which we were able to receive partial purchase orders in QuickBooks Online!

Closed Purchase Order

Quantity Received shows 10 of 10, status is closed and we have links to all of the related expense transactions

 

As far as I’m concerned, this is one of the biggest updates in QBO that we’ve seen in while. Can’t wait to see what’s coming up!

 

5 Comments

  1. carrie

    Great review and description – good job on this. Big improvement QBO

    Reply
    • StacyK

      Thank you! I’m pretty excited about this update.

      -StacyK

      Reply
  2. Stephanie McGuirt

    Wow! This is really an exciting update! Great tutorial. Thanks, Stacy!

    Reply
    • StacyK

      Thanks 🙂

      Reply

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