purchase order

How Many Vendor Addresses Does QuickBooks 2011 Support?

Chief Mechanic · September 19, 2010 ·

QuickBooks 2011 now supports 2 vendor addresses; prior versions of QuickBooks supported only 1.

QuickBooks 2011 Edit Vendor Window Showing 2 Addresses

The Shipped From Address field is used on vendor purchase orders. The Billed From Address is used on bills and bill credits, and this address will appear when printing a check to the vendor.

In effect, the Billed From Address is the “remit to” address, which could be a PO box. The Shipped From Address is the vendor’s physical location. The field labels should more clearly reflect these roles since this is how most QuickBooks users will treat them.

Users upgrading to QuickBooks 2011 from prior versions can now add the missing address from vendor records that have different “remit to” and physical locations.

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What Is the New History Tab In QuickBooks 2011?

Chief Mechanic · September 19, 2010 ·

For QuickBooks 2011 and Enterprise Solutions 11.0, Intuit added a History tab to several key windows in QuickBooks:

Enter Bills
Create Purchase Orders
Create Item Receipts
Create Invoices
Create Credit Memos/Refunds
Enter Sales Receipts

Unfortunately, it’s not included on the Receive Payments window.

The History tab can be quickly opened and closed, and shows a Summary, Recent Transactions, and Notes for the vendor or customer.

Here’s the History tab in its closed state. To open it, just click on the left-pointing arrow.

QuickBooks 2011 Enter Bills History Tab Closed

With the tab open, you can close it by clicking on the right-pointing arrow.

Each History tab contains intelligent links to functions that allow you to edit the displayed entity, edit notes, and prepare pre-filtered reports. For example, the Open Balance link in the Enter Bills window opens a pre-filtered Vendor Open Balance report, which is a modified Unpaid Bills Detail report for the currently displayed vendor.

By providing an easy way to display recent activity during transaction entry, the History tab will help to reduce the chance of erroneously recording a duplicate transaction.

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How Do I Manually Close a Line Item On a Purchase Order?

Chief Mechanic · September 11, 2010 ·

To manually close a line item on a purchase order in QuickBooks, follow these steps:

Locate the purchase order in the Create Purchase Orders window
Locate the line item you wish to manually close
At the far right of the Create Purchase Orders window, place a check mark in the Clsd column on that line
Save your work by pressing either the Save & Close or Save & New button
QuickBooks will show the Recording Transaction window, advising you that you changed the purchase order
Click Yes to finish saving your work

QuickBooks Premier 2009 Close Purchase Order Line Item

Keep in mind that purchase orders are non-posting transactions. Once you’ve completed the above steps, QuickBooks will automatically reduce the Quantity on Purchase Order by the amount on the line item manually closed.

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How Do I Produce a Report of Vendor Purchases?

Chief Mechanic · September 10, 2010 ·

Let’s assume that vendor purchases include both purchases of inventory and expenses paid. With that assumption, there no simple report to address all situations. Finding the right report depends on the information you want to include on the report.

QuickBooks provides 2 reports that include vendor purchases: the Purchases by Vendor Detail Report and the Purchases by Vendor Summary Report. Both of these reports can be found on the Reports->Purchases menu.

These reports are a simple way to identify vendor purchases, but they contain an important limitation: the reports only include purchases recorded on the Items tab of bills, checks, and credit card charges. They do not include transactions recorded on the Expenses tab or payroll-related expenses.

Another approach is to use the Expenses by Vendor Detail Report or the Expenses by Vendor Summary Report, found on the Reports->Company & Financial menu. However, this approach also contains a limitation: it only includes transactions sent to a general ledger expense account (whether or not the transaction was entered on the Items or the Expenses tab), not vendor purchases of inventory, which are additions to assets.

Vendor purchases (both purchases of inventory and expenses paid) are not the combination of the Purchases by Vendor and the Expenses by Vendor reports. That’s because it’s possible to enter a transaction on the Items tab where the amount is sent to a general ledger expense account based on the account for that Item. As a result, such a transaction would appear on both reports, and combining the values on these reports would result in double-counting.

Yet another approach is to start with a Custom Transaction Detail Report (or the Summary report if only summary totals are required) and to filter the report for certain transaction types. At the simplest level, filter the report by Transaction Type and choose Multiple Transaction Types from the pull down. When the Select Transaction Types window appears, select Check, Credit Card, Bill, CCard Credit, and Bill Credit. Those selections will capture vendor purchases by check, bill, or credit card, net of all credits.

QuickBooks Enterprise Solutions 10 Vendor Purchases

With that 1 filter applied, this report is a comprehensive list of purchases by vendor. However, the report includes the payment side of each transaction, and there is no easy filter setting to restrict which accounts appear on the report and avoid the risk that a vendor purchase in that account would be missed.

Which approach is best suited to identify vendor purchases ultimately depends on the how transactions are entered in QuickBooks and the information sought after on the report.

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How Do I Receive a Special Order Item On a Sales Order In POS?

Chief Mechanic · August 26, 2010 ·

To receive a special order item into inventory that has been ordered by a customer (i. e., on a sales order in POS), start by clicking the Receive Items button or visiting the menu selection Purchasing->New Receiving Voucher. Note that the buttons visible on the toolbar are configurable, so you may need to modify your toolbar to see the Receive Items button.

This article is part of a related series of articles covering adding a new sales order with a special order item, generating a purchase order for that item and emailing it to the vendor, receiving the special order item into inventory, and recording the sale or shipment.

There are many ways to start the receiving process. In this example, we’ll begin by searching for or entering the purchase order (PO) number. That’s the number on which we ordered the goods being received. Once POS locates the PO, we have a choice of receiving All Items or Selected Items.

QuickBooks POS 8 New Receiving Voucher Sales Order

We’ll click Selected Items to enter the items and quantities received. If there were multiple items or partial deliveries from vendors, the Select Items to Receive window provides an ability to record exactly what was received. Since we only had 1 item on our order, and the quantity ordered was only 1, we’ll click Select All to speed up receiving the special order item into inventory.

QuickBooks POS 8 New Receiving Voucher Sales Order 2

Because this item was a special order for a specific customer, POS displays that customer and provides the ability to view the customer order by clicking the Show Cust Order button. This helps to insure that the goods received match what the customer ordered and to contact the customer to arrange for delivery or pickup.

QuickBooks POS 8 New Receiving Voucher Sales Order 3

Because the cost of this item ($50) is different from what we recorded when we added the special order item, POS provides an opportunity to update item prices before saving this voucher. This is a valuable tool to insure that costs and prices have a rational relationship.

Click Save Only or Save & Print to complete receiving this shipment into inventory. All that remains of the process of taking and fulfilling a customer order for a special order item is to deliver the goods to the customer and record the shipment.

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purchase order

Accounting

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Intuit