Purchasing Overview

How do I? | Create a New PO | Receive Ordered Items

Create a PO Edit item order costs Enter discounts and fees E-mail a PO Receive against a PO View open POs by item Purchase from multiple vendors | Find a PO Edit a PO Track POs by status Delete filled POs View suggested POs Handle special orders

Pro

Note: The availability of purchase orders is controlled by your Features to Use preference settings.

When merchants need to restock or add new merchandise, they create and send temporary documents called purchase orders (POs) to vendors. A PO typically includes the following information:

- The vendors name

- Order, shipping, and cancel dates

- A list of the items ordered, including description, order cost, and quantity ordered

- The total cost of the order, including applicable discounts and fees

- Optionally, terms of payment and payment due date (for tracking purposes)

- A summary of the PO fill status (what has been received and what has not)

- Ship To and Bill To stores

The merchandise ordered on a PO is added to inventory when its arrival is recorded on a receiving voucher. When a PO has been filled, it can safely be deleted. The receiving voucher(s) that reference the PO provide the permanent record of the item purchased.

Purchase orders are not shared between Point of Sale and your QuickBooks Desktop financial software. Since they are planning documents, they have no effect on inventory valuation.

Remote stores can generate POs only for special order items. Regular POs are created only by Headquarters and are sent to each remote store for merchandise destined for their store. The remote store can reference those POs to create receiving vouchers. Learn More.

Note: If you have defined Reorder Points for your inventory items, you can easily view a list of the items whose on-hand quantities are at or below the reorder point on the Reminders window. Pro users can have Point of Sale suggest POs for the items on the reorder reminders.

Related Topics

Track PO fill status

PO field descriptions

Security Rights for Purchase Orders

Preferences for Purchase Orders

Multi-Store Purchasing & Receiving