How does purchase order work in QuickBooks Online?

by James Antonio Marketing Head

Are you tired of manually tracking your business purchases and spending hours reconciling them with your finances? Then it's time to introduce purchase orders into the mix. Purchase orders can streamline your purchasing process, allowing you to easily keep track of your expenses and ensure that all purchases are properly authorized. And the best part? QuickBooks Online makes it easy to set up and use purchase orders – even if you're not a financial expert! In this blog post, we'll walk you through everything you need to know about using purchase orders in QuickBooks Online. So sit back, relax, and get ready to save time (and money) with POs!

What is a purchase order?

A purchase order (PO) is a document that outlines the specific goods or services you intend to purchase from a vendor. It typically includes information such as quantity, price per unit, delivery date, and any other terms and conditions of the sale. POs are an essential tool for businesses that need to manage their expenses and keep track of their purchases.

By using POs in your business, you can ensure that all purchases are properly authorized and documented. This can help prevent unauthorized spending and reduce the risk of errors or discrepancies in your financial records.

Setting up PO in QuickBooks Online is easy – simply go to the "Settings" menu and select "Purchase Order." From there, you can customize your PO template with your company's logo, address, payment terms, and other details.

Once you've set up your PO template, you can use it whenever you need to make a purchase from a vendor. Simply fill out the required fields on the form with the relevant information about your purchase – including item description(s), quantity requested/ordered/received etc., desired delivery date(s), pricing etc.

How to set up a purchase order in QuickBooks Online?

Setting up purchase orders in QuickBooks Online is a straightforward process. To begin, navigate to the gear icon in the top right corner and select "Account and Settings". From there, choose "Expenses" from the left-hand menu and scroll down to "Purchase Orders". Make sure that the toggle switch is turned on for purchase orders.

Next, you'll need to customize your purchase order template. Click on "Custom Form Styles" from the left-hand menu under "Sales", then click on "New Style". Choose "Purchase Order" as your form type and follow the prompts to customize it according to your preferences.

Once you have set up your purchase order template, you can start creating purchase orders by navigating to the plus sign (+) in QuickBooks Online's main navigation bar and selecting "Purchase Order". Fill out all necessary fields including vendor information, items or services being ordered, quantity needed, pricing information etc., then save and send it off!

By setting up purchase orders properly in QuickBooks Online, you can streamline your purchasing process while also ensuring the accuracy of information about vendors and products/services requested.

How to use purchase orders in QuickBooks Online?

Once you have set up your purchase order in QuickBooks Online, it's time to start using them. The first step is to create a new purchase order by going to the "+" menu and selecting "Purchase Order." From there, select the vendor you want to create the PO for and enter any necessary details such as the date, shipping address, terms, etc.

Next, add items that you would like to order from that vendor along with their quantities and prices. You can also attach any relevant documents or notes for your own reference or for the vendor's use.

Once all of this information has been entered into QuickBooks Online, save your purchase order and send it off to your vendor via email or print it out. This will help ensure that both parties have a clear understanding of what items are being ordered and at what price.

As items arrive from your vendors, mark them as received in QuickBooks Online so that inventory levels can be updated accordingly. This will also allow you to track which orders are still outstanding and need follow-up.

Using purchase orders in QuickBooks Online provides several benefits such as improved accuracy of ordering processes and better tracking of inventory levels.

Pros and cons of using a purchase order

Using purchase orders in QuickBooks Online can have its advantages and disadvantages, which is why it's important to weigh both the pros and cons before deciding whether or not to use them.

One of the main benefits of using purchase orders is that they can help you keep track of your inventory levels. By creating a purchase order for each item you need, you'll know exactly what items are on order and when they're expected to arrive.

Another advantage is that purchase orders can help streamline your purchasing process by providing a standardized form for all purchases. This can reduce errors and ensure consistency across all transactions.

However, there are also some potential downsides to using purchase orders. One disadvantage is that they require extra time and effort to create compared to simply making a direct payment for goods or services. Additionally, if you don't regularly update your records with new information from suppliers, it could lead to incorrect inventory counts or delayed deliveries.

While there are certainly benefits to using purchase orders in QuickBooks Online such as helping manage inventory levels and streamlining the purchasing process; however, it's important to consider the additional time required versus other methods of ordering goods or services.

Alternatives to purchasing order

While purchase orders can be useful in managing inventory and keeping track of expenses, they may not always be the best option for every business. Fortunately, there are alternatives that can serve similar purposes.

One alternative to purchase orders quickbooks online is simply using a check or invoice to pay for goods or services. This method may be more suitable for smaller businesses with less complex supply chains. It also eliminates the need for creating and tracking separate purchase orders.

Another alternative is an electronic procurement system, which allows businesses to manage their purchasing processes online. These systems often include features such as automated approval workflows and real-time inventory tracking.

Some businesses may even opt for a hybrid approach, where they use both purchase orders and other methods depending on the situation. It's important to choose the method that works best for your specific business needs and goals.

By exploring these alternatives to traditional purchase orders, you can find ways to streamline your purchasing process while still maintaining control over your inventory management and expenses.

Conclusion

To sum it up, purchase orders are crucial for keeping track of your business expenses and inventory. QuickBooks Online makes it easy to set up and use purchase orders, allowing you to streamline your purchasing process and prevent any errors or miscommunications with vendors.

By utilizing purchase orders in QuickBooks Online, you can ensure accurate record-keeping, maintain good relationships with suppliers, and make informed decisions about when to restock supplies or reorder products.

While there may be some drawbacks to using purchase orders, such as the extra time and effort required upfront, the benefits far outweigh these minor inconveniences. And if you find that purchase orders aren't working for your business needs or preferences, there are always alternative solutions available.

Whether you're a small business owner or an experienced accountant looking for ways to improve efficiency and accuracy in purchasing operations, integrating purchase orders into your workflow is definitely worth considering. So give it a try today!

See More: Complete Tutorial about QuickBooks