Here we’ll cover:
How to Create a Purchase Order
By creating Purchase Orders (PO) with QuickBooks Commerce, you and your team can speed up your entire procurement process. When you use QuickBooks Commerce for procurement and replenishment, you’ll be able to:
- Have a clean, searchable record for all of your POs
- When building a PO, prices will automatically populate regardless of currency
- Add custom notes and messages to your suppliers
- Send a PO to your supplier from directly within QuickBooks Commerce
- And more
How to Create a Purchase Order: Manual Creation
To manually create a Purchase Order in QuickBooks Commerce, click the Stock Control section, then click the Purchase Orders tab.
Click the “New Purchase Order” button located at the top right-hand side of the screen.
Once in the New Purchase Order Page, you’ll be able to create a new custom Purchase Order. Here you can customize a number of different fields, including:
- Purchase Order number
- Notes to the supplier
- And reference numbers
To create a new Purchase Order, first select your supplier. Their product and price list will be mapped to this Purchase Order from behind the scenes.
If the supplier does not yet exist, you can click the “create new supplier” link to create and add them to QuickBooks Commerce's Relationships section.
Select the address for Bill To and Ship To via the respective dropdown boxes.
Fill in the appropriate details in the following fields.
Understanding the below fields:
- Stock Due: indicates when you would like the stock delivered
- Payment Due: indicates when you will pay your Supplier. This information will sync to your accounting software (Xero/QuickBooks Online) as “Due Date” in the Purchase Order bill.
- Reference: indicates additional reference information you use or want to add
- Contact Email: indicates who to contact
- Totals are: allows you to select either Tax Inclusive or Exclusive prices.
Start adding products by either typing in the Variant name or the SKU.
Choose the Variant from the dropdown list.
Enter the quantity you wish to order.
Changes in stock levels will be reflected in the “After” column and the “Total” column will be calculated from the number of variants ordered, multiplied by their cost price.
Enter any additional notes in the box marked “Message to Supplier” (i.e. where and when the shipment is needed, who the contact person will be, payment terms, etc.).
Click the “Create” button to create your Purchase Order, which will be created and marked as “Active.”
Click the “Save as draft” button if you’d like to continue building your Purchase Order later.
If you click “Create,” you can email the Purchase Order to your supplier from directly within QuickBooks Commerce.
Importing Purchase Order items by .csv upload
If you do not want to manually select the items for your purchase order, you can import line items quickly by importing a .csv file.
From within the New Purchase Order window, click the “Import via CSV” button.
A pop-up window will appear, letting you know which fields will need to be created when building your upload spreadsheet.
From within Excel or Google Sheets, start to build your spreadsheet if you do not already have one created.
When complete, save the spreadsheet to your desktop as a .csv file.
From within the import pop-up window in QuickBooks Commerce, click the “Browse” button and select your new .csv file for upload.
Then click the “Import” button.
When the import is complete, the listed items will now appear on the Purchase Order.
Now let’s walk through how to receive a Purchase Order.