Purchase Order System (DRAFT)

Purchase Order System (DRAFT)

For Resale to Customers

  1. Use the part of the ticket or project number (which the charge is attached to) after the year as the purchase order with a number appended. 
  2. Prepend  the string with T if it's a ticket or P if it's a project. 

For example:
First charge on the ticket T20220430.0003, purchase order would be: 
T0430.0003-01

Second charge on the ticket T20220430.0003, purchase order would be: 
T0430.0003-02

etc. 

We remove the year because including the entire ticket number makes it too long for QB. 

When ordering from a supplier or distributor, be sure to label each item with the PO number to which it corresponds. 

Immediately enter the item in QB with the purchase order in the memo (?) field. 



Create a purchase order in QuickBooks Desktop for Windows

  1. Go to Vendors and select Create Purchase Orders.
  2. In the Vendor dropdown, select the vendor you'd like to create a purchase order for. You can also select Add New to add a new vendor.
  3. Fill out the rest of the fields, and add the items you'd like to order.
  4. Select Save & Close.

Record the items you received

When you receive goods you ordered with the purchase order, you also record that in QuickBooks. The transaction you use depends on when you pay for the items.

    • Create an item receipt if you’ll get the bill at a later date.
    • Create a bill if you received a bill when you received the items.
    • Create a check or credit card charge when you pay for the item.  if you paid the items as soon as you received them.

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