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Quickbook Reporting

Posted on 2017-06-25
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Last Modified: 2017-07-31
I need to customize a report that shows which Invoices paid which Purchase Orders in QB's 2017. I can't get one to show both Invoice Number and PO Number at the same time.
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Question by:Carson Amiral
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13 Comments
 
LVL 97

Expert Comment

by:John Hurst
ID: 42192330
To do this, you would need to go to Reports, Custom Reports, Transaction Detail, and the customize the columns in the Display tab to include P.O# and Invoice Number (Num). Then select your time frame and run it. Make sure it does what you want and put into Excel to format it.
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Author Comment

by:Carson Amiral
ID: 42192336
Thank you, I did that, but it has a blank PO # - so it must be my user error in entering POs?
Capture.PNG
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LVL 97

Expert Comment

by:John Hurst
ID: 42192337
Yes. Because the database would contain the PO number if entered. So you may wish to go back to the Purchase Orders and check the numbers.
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LVL 97

Expert Comment

by:John Hurst
ID: 42192338
First make sure you are using Desktop QuickBooks Professional.

Second, follow the steps below:

Create a purchase order in QuickBooks.
Select a vendor.
Categorize the purchase.
Enter the “Ship To” information. .
Choose the purchase order date.
Assign a purchase order number.
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Author Comment

by:Carson Amiral
ID: 42192346
Thanks - I confirmed all the above, and created a new to test - still no luck. Have you ever seen that?
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LVL 97

Expert Comment

by:John Hurst
ID: 42192347
I will see if a client I had is still using Purchase Orders. That will be into next week. I am in my home office right now and no Purchase Orders here.
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Author Comment

by:Carson Amiral
ID: 42192351
Thank you
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LVL 97

Expert Comment

by:John Hurst
ID: 42192355
I just opened a Sample file and created a PO. I numbered it AAA-122 so I can find it.

It is NOT in the Transaction History and I think that it because a PO is not a transaction. I should have thought of that.

However if you go to Reports. Purchase Orders, and run that, you can see the Purchase Orders.  Now Purchase Orders relate to what I purchase, so Bills and Accounts Payable.

I think someone PO to you (for Invoices and Accounts Receivable) may have to be a memo field.

Run the Purchases Report and see what it relates to in your ledger.
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LVL 97

Expert Comment

by:John Hurst
ID: 42192356
You have to relate Purchase Order to the Bill by Select Purchase Order in the Bill Form (icon at the top). It is in the Bill where you record the PO so you can relate them in reporting later on.

Quick-Books-Purchase-Orders.
Otherwise you would need to make an Excel File of Bills and another one of Purchase Orders and then relate the two in Excel.
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Author Comment

by:Carson Amiral
ID: 42192361
Yes - all my Bills are assigned to a PO (it shows on the PO number on the line item under the Items tab) and it's still not showing.
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LVL 97

Expert Comment

by:John Hurst
ID: 42192659
You might need to make sure the report includes the date range of both Bill and Purchase Order.

Also, do Purchase Order number show up on the Purchase Order Report?
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LVL 97

Expert Comment

by:John Hurst
ID: 42192678
I am in the Sample Database and I have matched a PO with a Bill and see that I have done that.

I cannot make the reports show it either.

I have seen this done a while back at a client so it was an earlier version of QuickBooks and I am not sure if it is a bug in the current version or if I am doing something wrong.
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LVL 97

Expert Comment

by:John Hurst
ID: 42192774
I set up a new Purchase Order, then I received the items later, then I set up a Bill later for items.

The two items show up on the Vendor Transaction Summary, but both things (PO and Bill) use NUM as the number field. That is why it is not showing up on the same line.

 QBPurchase-Order-2
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