How to Create a Purchase Order in QuickBooks Online

Creating purchase orders in QuickBooks is crucial for keeping your financial records accurate and managing transactions smoothly. While this task is important for documenting purchases and organizing your accounts, it can often be complicated and time-consuming. That’s where SaasAnt Transactions comes in.

SaasAnt Transactions makes it easier to create purchase orders, simplifying the whole process. With a strong rating of 4.9 stars from over 3,600 users, it helps cut down on errors, save time, manage purchase orders, and ensure your data fits neatly into QuickBooks. Check out our detailed guide to see how this application can help make managing purchase orders simpler.

How to Create a Purchase Order in QuickBooks Online: Quick Instructions

• +New -> Purchase Order

• Enter the vendor details

• Enter the shipping details of the customer 

• Enter item details

• Save the purchase order or send it

How to Create a Purchase Order in QuickBooks Online - Step-by-Step Instructions

Step 1: Entity Selection

Go to QuickBooks Dashboard -> +New -> Purchase Order

Step 2: Vendor Details

Enter the vendor’s name or create a new entry if the customer is not yet registered in QuickBooks. The default date is set to today, but you may change it to a different date if needed. Check the mailing address and enter the shipping address in case you are shipping directly to the customer. 

Step 3: Product Details

Enter category and item details. Select "Add New" and input all necessary details to enter a new category or item. Include all products in the specific purchase. Select "Save and Send" to email or save the purchase order.

Best Practices for Creating Purchase Orders in QuickBooks

• Update Vendor Info: Keep vendor details current to avoid processing errors or delays.

• Organize Items: Maintain an accurate item list with correct descriptions and pricing to ensure the right products are ordered.

• Use Custom Fields: Leverage custom fields to capture extra details like project codes or special instructions.

• Review Regularly: Frequently reconcile purchase orders with invoices and inventory to catch discrepancies early.

• Bulk Import: Use Saasant Transactions for efficient bulk import of purchase orders, minimizing manual entry and errors.

Check out our guide on how to import purchase orders into QuickBooks Online for tips on using the bulk import feature.

Conclusion

By following the steps outlined in this guide, you’ll be able to enter and document each purchase order accurately. Using best practices like bulk importing, double-checking details, and setting up recurring transactions will make your workflow smoother and keep your records organized. With these strategies, you'll find it easier to manage your purchases and keep your accounting running smoothly. Plus, opting for bulk import with SaasAnt Transactions is a great choice, and you can start right away with their 30-day free trial—no credit card required.

FAQ

How to create a purchase order in QuickBooks?

Go to QuickBooks Dashboard -> +New -> Purchase Order. Enter the vendor’s name and date, select the category and item, enter the customer's shipping address you wish to ship directly to and save the purchase order. 

How do I edit a purchase order in QuickBooks?

To edit a purchase order in QuickBooks, navigate to the dashboard, click on 'Expenses,' and choose 'Purchase Orders' from the filter dropdown menu. You'll find a list of purchase orders displayed. Click the dropdown arrow in the action column next to the purchase order you want to edit and select 'Edit' to make your changes.

Can I delete a purchase order in QuickBooks?

Yes, you can delete a purchase order in QuickBooks. Go to the QuickBooks dashboard -> expenses. A list of purchase orders will appear. Click the dropdown arrow in the action column next to the purchase order you want to delete and select delete. 

How to export purchase orders from QuickBooks?

You can export purchase orders from QuickBooks using SaasAnt Transactions. Integrate SaasAnt Transactions with QuickBooks -> select the entity as purchase orders to export -> search for purchase orders based on the created date or transaction date -> enter a date range. Select whether you want to download it in XLSX or CSV format.

How to import purchase orders into QuickBooks? 

To bulk import purchase orders into QuickBooks, integrate SaasAnt Transactions with QuickBooks. Go to SaasAnt Transactions dashboard -> new import -> purchase orders -> browse and select the file -> map the fields in the file to QuickBooks fields -> upload the file.