How to Create a Purchase Order in QuickBooks

Are you looking to streamline your purchasing process and keep better track of your business expenses? Creating purchase orders in QuickBooks can help you efficiently manage your procurement and ensure accurate record-keeping. In this comprehensive guide, we will walk you through the step-by-step process of creating purchase orders in QuickBooks, whether you are using the online or desktop version.

From setting up preferences to enabling purchase orders and customizing the purchase order format, we’ve got you covered. Let’s dive into the details of how to create and manage purchase orders in QuickBooks, so you can optimize your procurement process and maintain control over your business finances.

What is a Purchase Order?

A purchase order, often abbreviated as PO, is a commercial document issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services.

It serves as a formal confirmation of the buyer’s intention to purchase and the outlined terms for the transaction. Purchase orders are crucial in facilitating the procurement process, providing a clear record of the items requested and their corresponding costs. They play a vital role in streamlining business operations and maintaining efficient inventory management.

Creating a purchase order involves inputting necessary details such as product descriptions, quantities, delivery schedules, and payment terms. Once generated, it requires careful management to ensure accuracy and adherence to the agreed terms.

Why Use QuickBooks for Creating Purchase Orders?

QuickBooks provides a user-friendly platform for creating, managing, and tracking purchase orders, offering seamless integration with accounting and inventory management functions.

It streamlines the procurement process, allowing businesses to automate workflows and reduce manual errors. QuickBooks’ online and desktop functionalities give users the flexibility to access and update purchase orders from anywhere. By integrating with accounting and inventory systems, it ensures real-time data synchronization, which enhances accuracy and decision-making.

This not only saves time but also improves overall operational efficiency, making it an invaluable tool for effective purchase order management.

How to Create a Purchase Order in QuickBooks?

Creating a purchase order in QuickBooks is a straightforward process that allows businesses to streamline their procurement activities and maintain accurate records of transactions.

You need to log in to your QuickBooks account and navigate to the dashboard. From there, locate the ‘Create’ menu and select ‘Purchase Order’. Next, fill in the necessary details such as vendor information, item details, quantities, and prices. In the online version, you can also customize the form style to align with your business branding. For desktop users, you can set up preferences for purchase orders under the ‘Edit’ menu.

After entering all the necessary information, save the purchase order, and it will be ready for further processing or sending to your vendor.

Step 1: Set Up Purchase Order Preferences

To initiate the process of creating purchase orders in QuickBooks, it is essential to configure the purchase order preferences according to the specific requirements of the business.

These preferences can be adjusted within the software, allowing users to customize the purchase order numbering, template layout, and information to be included.

In the online version of QuickBooks, users can access purchase order features directly through the web browser, while the desktop version offers the functionality within the application. Both options provide a seamless process for managing and tracking purchase orders, streamlining the procurement procedures for businesses of varying scales.

Step 2: Enter Vendor Information

Once the purchase order preferences are set, the next step is to enter the relevant vendor information, ensuring accuracy and completeness for seamless procurement processes.

This can be achieved by accessing the ‘Vendor Center’ in QuickBooks and clicking on ‘New Vendor’ to input details such as the vendor’s name, contact information, payment terms, and tax identification.

For the online version, simply navigate to the ‘Expenses’ tab, select ‘Vendors’, and then click on ‘New Vendor’ to add the necessary details.

On the desktop version, go to the ‘Vendors’ menu and select ‘Vendor Center’ to enter the vendor information.

It is essential to link the vendor to their respective purchase orders to maintain a comprehensive and organized procurement record.

Step 3: Add Items to the Purchase Order

After entering vendor details, the next crucial step is to add the required items to the purchase order, specifying quantities, descriptions, and other pertinent attributes for accurate procurement.

  1. This step involves navigating to the ‘Items’ tab and selecting ‘Add New Item’ to input the item details such as name, description, rate, and tax information.
  2. In QuickBooks Online, you can also utilize the ‘Search’ function to quickly find and add items to the purchase order.

On the desktop version, you can customize item lists and group similar items for efficient organization. Whether using the online or desktop functionality, ensuring that the items added align with the vendor’s specifications and the company’s procurement policies is essential for maintaining accurate financial records.

Step 4: Specify Quantity and Cost

Once the items are added, it is essential to specify the quantities required and their respective costs within the purchase order, ensuring accurate financial records and procurement management.

This process allows businesses to track their expenses and inventory levels effectively. In QuickBooks, users can easily input the quantity of each item needed and enter the corresponding costs. This ensures that the purchase order reflects the accurate financial commitments and aids in managing procurement activities efficiently.

Both the online and desktop versions of QuickBooks provide intuitive interfaces for specifying quantities and costs, streamlining the purchasing process for businesses of all sizes. Integration of this information within the purchase order is vital for maintaining comprehensive and up-to-date financial records.

Step 5: Save and Send the Purchase Order

The final step involves saving and sending the completed purchase order, ensuring timely communication with the vendors and maintaining an organized record of procurement activities.

This can be easily achieved in QuickBooks by selecting the ‘Save’ option after filling out the necessary details in the purchase order form. Once saved, the ‘Send’ option allows users to transmit the order directly to the designated vendor, streamlining the procurement process.

For QuickBooks Online users, the ‘Email’ button serves the same purpose, offering a seamless way to forward the purchase order. It’s important to double-check the recipient details before sending to ensure accurate and efficient communication.

How to Create a Purchase Order in QuickBooks Online?

Creating purchase orders in QuickBooks Online offers businesses the flexibility to manage procurement activities efficiently in a cloud-based environment, ensuring accessibility and convenience.

This feature streamlines the ordering process, helping businesses maintain accurate records and track expenses seamlessly. QuickBooks Online also enables users to integrate with desktop versions, providing a unified system for financial management.

By incorporating purchase orders, businesses can enhance their inventory management, improve vendor relationships, and gain better control over their purchasing processes. The system’s intuitive interface and customizable templates make it easy for users to create and customize purchase orders, ensuring a streamlined and organized approach to procurement.

Step 1: Enable Purchase Orders in QuickBooks Online

Prior to creating purchase orders in QuickBooks Online, it is crucial to enable the purchase order feature, allowing businesses to leverage the capabilities of online procurement management.

This process involves navigating to the ‘Settings’ menu and selecting ‘Account and Settings.’ Once there, you can click on ‘Expenses’ and then turn on the purchase orders feature. Enabling this feature streamlines the purchasing process by providing a structured workflow, improving requisition approval, helping in tracking orders, and maintaining accurate records.

This integration also allows businesses to manage their inventory more efficiently and ultimately enhances their overall financial management within QuickBooks Online.

Step 2: Create a Purchase Order

Once the purchase order feature is enabled, businesses can proceed to create purchase orders in QuickBooks Online, facilitating streamlined procurement and vendor management.

This helps businesses maintain organized records of their orders, track expenses, and manage inventory more efficiently. To create a purchase order in QuickBooks Online, start by selecting the ‘+’ New’ button, then choosing ‘Purchase Order’ from the vendors’ section. After inputting the necessary details, such as vendor information, items, quantities, and prices, the purchase order can be saved or sent directly to the vendor.

Through this process, businesses can enhance their purchasing workflow and improve overall financial management.

Step 3: Customize the Purchase Order

Customizing purchase orders in QuickBooks Online allows businesses to tailor the document to their specific requirements, enhancing professionalism and clarity in procurement communications.

This customization feature enables users to include company logos, specific terms and conditions, payment details, and other pertinent information, aligning the purchase orders with the business’s branding and operational needs. By tailoring the layout and content, businesses can also streamline the approval process, mitigate errors, and foster better relationships with vendors. The flexibility to customize purchase orders ensures that they comply with industry standards and regulations, providing a comprehensive and professional representation of the purchasing transactions within the QuickBooks Online system.

How to View All Purchase Orders in QuickBooks Desktop?

QuickBooks Desktop offers businesses the capability to conveniently access and review all purchase orders, providing comprehensive visibility and control over procurement records.

This feature streamlines the purchasing process and ensures that all transactions are accurately recorded. By integrating with the online version, users can easily sync their data across platforms, allowing for seamless management.

The ability to track purchase orders helps businesses stay organized and make informed decisions, leading to improved efficiency and cost-effectiveness. QuickBooks Desktop simplifies the task of assigning and tracking purchase orders to vendors, facilitating a more streamlined procurement workflow.

Step 1: Go to the Purchases Menu

To view all purchase orders in QuickBooks Desktop, businesses should navigate to the ‘Purchases’ menu, where they can access the relevant procurement and vendor management features.

Once in the ‘Purchases’ menu, users can easily track and manage purchase orders, streamline vendor communication, and monitor outstanding payments. This section enables quick access to a comprehensive overview of all procurement-related transactions, empowering businesses to maintain a structured and efficient purchasing process.

The ‘Purchases’ menu provides options to create, edit, and manage purchase orders, ensuring seamless integration with the overall financial management within QuickBooks Desktop.

Step 2: Select ‘Purchase Orders’ from the Drop-down Menu

After accessing the ‘Purchases’ menu, businesses can select the ‘Purchase Orders’ option from the drop-down menu to view all active and archived purchase orders in QuickBooks Desktop.

Once the ‘Purchase Orders’ option is selected, users have the flexibility to filter and search for specific purchase orders, making it easier to locate and manage relevant transactions. QuickBooks Desktop offers advanced features to streamline the procurement process, including the ability to create, modify, and track purchase orders with ease. Businesses can integrate purchase orders seamlessly with other functions in QuickBooks, ensuring accurate and efficient management of procurement activities.”

Step 3: View All Purchase Orders

Upon selecting the ‘Purchase Orders’ option, businesses can conveniently view all active and archived purchase orders in QuickBooks Desktop, ensuring comprehensive visibility and control over procurement records.

This feature allows for efficient monitoring of the entire procurement process, giving businesses the ability to track orders from creation to fulfillment. By having easy access to all purchase orders, businesses can analyze spending patterns, identify cost-saving opportunities, and ensure timely delivery of goods and services.

The visibility provided by QuickBooks Desktop’s purchase order management contributes to better supplier relationships and streamlined inventory management, ultimately leading to improved financial performance and operational efficiency.

How to Turn On Purchase Orders in QuickBooks Desktop?

Enabling the purchase order feature in QuickBooks Desktop empowers businesses to effectively manage procurement activities, ensuring seamless integration with inventory and financial management functions.

This essential feature allows businesses to create, track, and manage purchase orders with ease, streamlining the purchasing process. By incorporating purchase orders into the system, users can gain better control over their inventory levels and costs, ensuring that orders are accurately logged and tracked. It facilitates better communication with vendors and suppliers, enabling businesses to maintain efficient and transparent relationships.

This enhanced organization and transparency can result in reduced errors, improved cost management, and increased productivity, ultimately contributing to better financial health for the business.

Step 1: Go to the Edit Menu

To initiate the process of enabling purchase orders in QuickBooks Desktop, businesses should navigate to the ‘Edit’ menu, where they can access the essential settings and configurations for the purchase order feature.

Once in the ‘Edit’ menu, users should locate and select ‘Preferences.’ Within the ‘Preferences’ window, they can find the ‘Items & Inventory’ option and then proceed to click on the ‘Company Preferences’ tab. Here, they will find the checkbox for ‘Inventory and Purchase Orders are Active.’ By checking this box and clicking ‘OK,’ businesses can successfully enable the purchase order functionality in QuickBooks Desktop.”

Step 2: Select ‘Preferences’ from the Drop-down Menu

After accessing the ‘Edit’ menu, businesses can select the ‘Preferences’ option from the drop-down menu to access the essential settings and configurations for enabling purchase orders in QuickBooks Desktop.

This grants users the ability to tailor their purchase order process to suit their specific needs, facilitating a more personalized and efficient approach. Within the ‘Preferences’ window, users can specify default settings for purchase orders, including numbering, date format, and purchase order layout. They can manage preferences related to inventory and item tracking, vendor defaults, and purchase order processing. These versatile options empower businesses to streamline their purchase order management while adhering to their unique requirements and workflows.

Step 3: Go to the ‘Items & Inventory’ Tab

Within the preferences menu, businesses should navigate to the ‘Items & Inventory’ tab to access the specific settings and configurations for turning on purchase orders in QuickBooks Desktop.

This tab allows businesses to efficiently manage their inventory and streamline the purchasing process. By enabling purchase orders, companies can ensure accurate tracking of orders placed with vendors and keep a record of the items to be purchased.

Users can adjust various settings related to purchase orders, such as default email templates, purchase order numbering, and tracking methods. This customization enables businesses to align the purchase order function with their specific workflow and requirements, ultimately improving efficiency and accuracy in inventory management.”

Step 4: Check the Box for ‘Inventory and Purchase Orders are Active’

The final step involves checking the designated box to activate the ‘Inventory and Purchase Orders’ feature in QuickBooks Desktop, enabling businesses to leverage seamless procurement and inventory management capabilities.

This feature streamlines the process of managing inventory levels, tracking stock movements, and generating purchase orders within the QuickBooks Desktop environment. By activating this feature, businesses can optimize their supply chain operations, maintain accurate stock levels, and effectively control costs.

It simplifies the procurement process by providing tools for managing vendor information, tracking orders, and efficiently handling inventory-related transactions. Leveraging the ‘Inventory and Purchase Orders’ feature in QuickBooks Desktop can significantly enhance a company’s capability for effective inventory management and purchasing, contributing to overall operational efficiency.”

How to Make a Purchase Order in QuickBooks?

Generating a purchase order in QuickBooks facilitates the streamlined management of procurement activities, enabling businesses to maintain accurate records and efficient communication with vendors.

This efficient process allows businesses to track their purchases, monitor inventory levels, and streamline the entire procurement cycle. By automating the purchase order generation, QuickBooks reduces the risk of errors and ensures compliance with procurement policies.

Integrating purchase orders within QuickBooks enables seamless coordination with accounting and finance departments, enhancing transparency and accuracy in financial reporting. This integration also simplifies the reconciliation of invoices and payments, resulting in better cash flow management and improved vendor relationships.

Step 1: Go to the Vendors Menu

To initiate the creation of a purchase order in QuickBooks, businesses should navigate to the ‘Vendors’ menu, where they can access the essential features for vendor management and procurement activities.

Once in the ‘Vendors’ menu, users can easily add new vendors, view existing vendor information, and efficiently track payments and purchases. This menu offers the functionality to create and customize purchase orders, allowing businesses to streamline their procurement processes.

By integrating the ‘Vendors’ menu into their workflow, businesses can effectively manage their relationships with suppliers, monitor inventory levels, and ensure timely and accurate order fulfillment.

Step 2: Select ‘Create Purchase Orders’ from the Drop-down Menu

After accessing the ‘Vendors’ menu, businesses can select the ‘Create Purchase Orders’ option from the drop-down menu to initiate the process of generating a purchase order in QuickBooks.

This functionality allows for the seamless creation of purchase orders with essential details such as vendor information, item quantities, and pricing. QuickBooks provides the flexibility to customize purchase orders to reflect specific business needs, including incorporating logos, terms, and additional fields.

The integration with inventory management streamlines the ordering process, ensuring accurate tracking of goods and simplifying the reconciliation of received items. These features empower businesses to efficiently manage their procurement process and maintain clear records for vendor communications and financial tracking.

Step 3: Fill in the Necessary Information

Upon selecting the ‘Create Purchase Orders’ option, businesses should proceed to fill in the necessary details and information as per the procurement requirements, ensuring accuracy and completeness in the purchase order.

This entails adding the vendor’s name and address, item details such as descriptions, quantities, and unit costs, as well as the required delivery dates. Each item should be correctly categorized with the appropriate account and class for accurate financial tracking. Including any shipping and handling fees, taxes, and discounts will provide a comprehensive overview of the total costs.

Properly inputting these details ensures that the purchase order accurately reflects the products or services being procured and aids in effective inventory management and financial reporting within QuickBooks.

Start your free trial now

No credit card required

Your projects are processes, Take control of them today.