Can Quickbooks Create Purchase Orders

Managing your business’s finances can be daunting, especially when it comes to keeping track of inventory and procurement. One popular software that helps businesses manage their finances more efficiently is QuickBooks. In this article, we will explore various aspects of using QuickBooks for creating purchase orders and how it integrates with procurement processes. Here's a comprehensive guide covering:

1. What versions of QuickBooks have purchase orders?
2. Can you issue purchase orders in QuickBooks Online?
3. Is there a purchase order template in QuickBooks?
4. Can QuickBooks be used for procurement?
5. How to create a purchase order in QuickBooks Online?
6. How to create a purchase order in QuickBooks Desktop?
7. QuickBooks purchase order process
8. How to create purchase order in QuickBooks
9. How to receive purchase orders in QuickBooks Online?
10. Customize purchase order in QuickBooks Online
11. QuickBooks purchase order template
12. QuickBooks purchase order vs. bill

When it comes to inventory and procurement, Ordoro is a top-notch inventory management software that can simplify these processes. Hundreds of e-commerce merchants, including Shopify users, rely on Ordoro for their inventory needs. And Ordoro is compatible with a trusted Quickbooks partner that’s compatible with Quickbooks.

What Versions of QuickBooks Have Purchase Orders?

1. QuickBooks Pro: Ideal for small to medium-sized businesses, providing basic accounting functionalities, including creating purchase orders.
2. QuickBooks Premier: Offers industry-specific features and allows for easy creation and management of purchase orders.
3. QuickBooks Enterprise: Suitable for larger enterprises, with robust features for inventory and procurement, including advanced purchase order functionalities.
4. QuickBooks Online: Accessible from anywhere, it also supports purchase order creation with various tiers like Simple Start, Essentials, Plus, and Advanced.

Example

If you run a small retail business, QuickBooks Pro will suffice for creating and managing your purchase orders. For a larger corporation with extensive inventory, QuickBooks Enterprise will be more apt.

Can You Issue Purchase Orders in QuickBooks Online?

Yes, you can issue purchase orders in QuickBooks Online. Specifically, the Essentials, Plus, and Advanced plans offer this functionality. This is great for businesses that operate both online and offline. You can create, send, and manage purchase orders seamlessly within the QuickBooks Online platform.

Please note that Ordoro can also create purchase orders and is 100% compatible with Quickbooks.

Is There a Purchase Order Template in QuickBooks?

QuickBooks comes with a built-in purchase order template that can be customized to meet your specific needs. This standardized template ensures all necessary information is captured, making it simple to create purchase orders that are professional and clear.

Example

Imagine you need to order 100 units of a product from a new supplier. You can use QuickBooks' built-in template to create a purchase order, specifying item quantities, prices, and other details that the supplier needs to fulfill your order.

Can QuickBooks Be Used for Procurement?

Yes, QuickBooks can be used for procurement. It streamlines the procurement process by integrating purchasing, inventory, and accounting operations. Businesses can easily track orders, manage supplier relationships, and monitor expenses.

How to Create a Purchase Order in QuickBooks Online

1. Log in to QuickBooks Online:

Open your QuickBooks Online account and log in.

2. Navigate to Purchase Orders:

Go to ‘Expenses’ on the left panel, then select ‘Suppliers’ and click on ‘New Transaction.’ Choose ‘Purchase Order’ from the dropdown menu.

3. Fill in Details:

Select the supplier, enter the purchase order date, and fill in the item details, quantities, rates, and other necessary information.

4. Save and Send:

Once all details are completed, you can either save the purchase order or send it directly to the supplier via email.

Example

You are running low on inventory and need to reorder from Supplier A. By following the above steps, you can create a purchase order in less than 10 minutes.

How to Create a Purchase Order in QuickBooks Desktop

1. Open QuickBooks Desktop:

Launch QuickBooks Desktop and log in.

2. Navigate to Purchase Orders:

Go to the ‘Vendors’ menu and select ‘Create Purchase Orders.’

3. Select Vendor:

Choose the vendor you are buying from.

4. Enter Item Details:

Fill in item details, including description, quantity, and price.

5. Save and Print/Email:

After confirming all information is correct, save the purchase order and either print or email it to the supplier.

Example

Suppose you need office supplies from Vendor B. By using QuickBooks Desktop, you can effortlessly create and send a purchase order, ensuring your office never runs out of essentials.

QuickBooks Purchase Order Process

1. Create a Purchase Order:

Initiate the process by creating a purchase order in QuickBooks.

2. Send to Supplier:

After confirming all details, send the purchase order to the supplier.

3. Receive Items:

Once the supplier delivers the items, update QuickBooks to mark the purchase order as received.

4. Match with Bill:

When you receive the bill, match it with the purchase order to ensure all details are accurate.

How to Create Purchase Order in QuickBooks

1. Log in:

Access your QuickBooks dashboard.

2. Select Supplier:

Navigate to the suppliers section and select the one you wish to order from.

3. Enter Details:

Input the purchase order details, including items, quantities, and prices.

4. Save and Send:

Save the purchase order and send it to your supplier.

How to Receive Purchase Orders in QuickBooks Online

1. Open Purchase Orders:

Go to ‘Expenses’ and click on ‘Purchase Orders.’

2. Locate Purchase Order:

Find the purchase order that corresponds to the received items.

3. Receive Items:

Mark the items as received by clicking on the purchase order and updating the status.

4. Match with Bill:

When the bill arrives, match it with the purchase order to ensure all details are correct.

Customize Purchase Order in QuickBooks Online

1. Open Customization Options:

Go to the ‘Gear’ icon and select ‘Custom Form Styles.’

2. Choose Purchase Orders:

Select the purchase order form you wish to customize.

3. Edit as Needed:

Make necessary changes, such as adding a logo, changing the color scheme, or adding extra fields for additional information.

4. Save and Apply:

Save your changes and apply the customized template to your purchase orders.

Example

You may want to add your company logo and specific terms & conditions to every purchase order. QuickBooks Online allows you to easily customize your PO templates to meet these needs.

QuickBooks Purchase Order Template

QuickBooks provides a basic purchase order template that covers essential fields such as:

1. Supplier information
2. Purchase order number
3. Item description
4. Quantity
5. Unit price
6. Total amount

You can customize this template to fit your business's specific requirements, ensuring that all necessary information is included and presented professionally.

Example

A customized purchase order template can include fields for delivery date, special instructions, and payment terms, ensuring that you and your supplier are on the same page.

QuickBooks Purchase Order vs. Bill

1. Purchase Order:

A purchase order is created before the items are received. It acts as a request to the supplier to provide specified items at agreed prices.

2. Bill:

A bill is issued by the supplier after the items are delivered. It includes the final amount due, which should match the purchase order details.

Example

When you order 50 units of a product from a supplier, you create a purchase order. After receiving the products, the supplier sends you a bill. You match the bill with the purchase order to ensure accuracy before making the payment.

Conclusion

QuickBooks is a versatile tool that facilitates efficient procurement processes by allowing businesses to create, manage, and customize purchase orders. With its various versions and functionalities, QuickBooks caters to businesses of all sizes.

However, for a more comprehensive inventory management solution, consider using Ordoro, which comes with built-in purchase order features. Hundreds of e-commerce merchants, including many Shopify users, trust Ordoro for their inventory needs. And Ordoro is also fully compatible with Quickbooks and is a trusted Quickbooks partner.

For further reading on how to streamline your business operations, you might find these resources helpful:

QuickBooks Official Site

Ordoro Official Site

This guide has equipped you with the knowledge to leverage QuickBooks for your procurement needs, making your business operations smoother and more efficient.