How to Create Purchase Order in QuickBooks?

An efficient operation depends on the creation and management of purchase orders, particularly for manufacturing, wholesale, and distribution companies.

QuickBooks and other accounting software make this process easier for you. However, how do you make a buy order in QuickBooks, and what are the best practices for managing purchase orders in QuickBooks?

The steps for create purchase order in QuickBooks Desktop and Online are covered in this blog post, and they include the:

  • enabling QuickBooks Online’s feature.
  • changing the status of a purchase order.
  • keeping an eye on open purchasing orders.
  • recording the products that were received.

Now let’s get started.

How to Create Purchase Order in QuickBooks?

QuickBooks provides a comprehensive toolkit for handling several aspects of your sales cycle, from inventory management to creating and tracking purchase orders.

Learn how to create purchase order in QuickBooks Online

Step 1: Activate the purchase order feature

Before you can make a purchase order, you must activate the feature.

  • Choose “Account and Settings” after going to “Settings.”
  • Now you have to click on the Expenses tab.” Then you have to go to the Purchase Orders section and then you have to click on the edit icon.
  • Activate the “Use Purchase Orders” feature.

You can now begin making QuickBooks purchase orders after you save your changes.

Step 2: Create and send purchase orders

With QuickBooks Online, creating a purchase order is simple.

  • Choose “Purchase Order” after clicking “+New.”
  • From the dropdown menu you have to choose your supplier, check the mailing address, then enter the items you want to purchase.
  • Verify the shipping address if the item is being shipped straight to the buyer.
  • Send the purchase order to your supplier right away, or save it for later.

You can find the purchase order under “Expenses” and choose “Send” in the action column when you’re ready if you decide to save the purchase order for later.

Step 3: Update purchase order status

After you have created a purchase order, its status defaults to Open.

You can complete the transaction by adding the purchase order to an expense or statement once your supplier accepts it. The status will then be instantly updated to “Closed” in QuickBooks Online.

Step 4: Monitor open purchase orders

Keeping an eye on your open purchase orders is important for maintaining your account in balance. To monitor your open purchase orders you have to follow the following steps:

  1. Go to the “Business overview” section and select “Reports.”
  2. Run one of the following reports after that:
  • Open Purchase Order List.
  • Open Purchase Order Detail.
  • Purchases by Product/Service Detail.
  • Purchases by Supplier Detail.

You can easily keep track of your open purchase orders with QuickBooks reports, giving you a clear picture of your pending transactions.

Also Read: QuickBooks Connection Diagnostic Tool

Learn How to Create Purchase Order in QuickBooks Desktop

Step 1: Create a purchase order

Make sure the following feature is activated in QuickBooks Desktop before creating a purchase order:

  • You have to go to Edit, then go to Preferences, then click on Items and Inventory.
  • Then you have to check the Inventory and purchase orders are active box.


  • Begin by going to Suppliers and then you have to select Create Purchase Orders.
  • From the dropdown menu, you have to fill in the necessary fields and then you have to add the items that you want to order.
  • Now you have to save your changes.

Step 2: Monitor open purchase orders

Viewing every open purchase order:

  • To change the “Open Purchase Orders” filter, navigate to Lists > Customer & Supplier Profiles > Purchase Orders.
  • Alternatively, go to Reports > Purchases > Open Purchase Orders to generate a report of your open purchase orders.

Step 3: Log received items

You must keep a record of goods received after placing a purchase order. When you pay for the items will depend on which transaction you use.

Your options are:

  • Preparing an item receipt if you receive a bill later.
  • Creating a bill if one was sent to you after the goods were received.
  • If you paid upon receiving the items log a check or credit card charge.

QuickBooks marks a purchase order as “Received in Full” when all of the products on it have been received.

How Does Method Improve QuickBooks Purchase Orders?

Real-time integration between Method and QuickBooks Desktop and Online guarantees that your data is always correct and current. All of your data, including contacts, estimates, invoices, and more, may be automatically synced.

You may also create rules to automate business activities. For example, you might set up a rule that will automatically send customers an invoice as soon as a purchase order is accepted.

The Buy Order app from Method allows you to:

  • Make customized purchasing orders.
  • Set up automated workflows of your own.
  • Take a picture of the e-signature to approve purchase orders.

Whether you want to add custom fields, send reminders, or set up several approval stages, Method lets you customize your workflow to meet your business’s needs.


It is a straightforward process to Create purchase order in QuickBooks Online is a straightforward process that helps streamline your business’s ownership activities. By following the outlined steps, you can ensure accurate and efficient tracking of your inventory, maintain control over your expenditures, and improve your overall financial management. Using QuickBooks Online for purchase orders not only saves time but also enhances your ability to monitor supplier relationships and inventory levels. Regularly updating and reviewing your purchase orders will help keep your business operations running smoothly and provide you with valuable insights into your purchasing patterns. Still have doubts contact QuickBooks experts at any time.

Frequently Asked Questions (FAQs):

Q1. What is a purchase order in QuickBooks Online?

Ans. A purchase order in QuickBooks Online is a document that specifies the items you want to buy from a supplier, including quantities and agreed prices. It serves as a formal request to the supplier and helps keep track of your incoming inventory.

Q2. Can you create purchase orders in QuickBooks Online?

Ans. Of course! With QuickBooks Online, you can generate a purchase order using a specific function. You may create a purchase order, send it to your vendor, and track its progress on the platform in a few easy clicks. 

Q3. How to convert purchase orders to invoices in QuickBooks?

Ans. A purchase order can be quickly turned into an invoice when the vendor has delivered the products or services. To guarantee correct records in QuickBooks and streamline the invoicing process, don’t delete the purchase order.

Q4. Can I customize a purchase order template in QuickBooks Online?

Ans. Yes, QuickBooks Online allows you to customize your purchase order template. 

Q5. How can you send a purchase order to a vendor?

Ans. After creating the purchase order, you can send it directly to the vendor via email. QuickBooks Online provides an option to email the purchase order once it’s saved. 

Leave a Reply

Your email address will not be published. Required fields are marked *