Create and send purchase orders in QuickBooks Online

 Are you tired of keeping track of all your business purchases on messy papers and spreadsheets? Say goodbye to the hassle and hello to QuickBooks Online's purchase order feature! With just a few clicks, you can create and send professional-looking purchase orders that will streamline your purchasing process. In this blog post, we'll guide you through how to use this feature in QuickBooks Online so that you can save time and increase productivity. Let's dive in!

What is a purchase order?

A purchase order (PO) is a document that businesses use to request goods or services from their vendors. It serves as an official agreement between the buyer and seller regarding the terms of the transaction. The PO outlines details such as quantity, price, delivery date, and payment terms.

Using purchase orders can help keep your purchasing process organized by providing clarity and accountability for both parties involved in the transaction. As a buyer, you have proof of what was ordered and agreed upon with your vendor. In case there are any issues with the delivery or quality of goods or services provided, having a PO can be useful in resolving disputes.

Purchase orders also enable you to track inventory levels more accurately since they provide insight into how much stock is on its way to your business at any given time. By using this feature in QuickBooks Online, you can easily create and send professional-looking purchase orders to make sure all transactions are documented correctly.

How to create a purchase order in QuickBooks Online?

Creating a purchase order in QuickBooks Online is a straightforward process. First, click on the (+) icon located on the top right corner of the dashboard and select "Purchase Order" from under the Vendors tab.

Next, fill in all necessary information such as vendor details, item description, quantity, rate, and taxes. You can also add any additional notes or terms to your purchase order.

If you have set up accounts for tracking expenses by class or location, make sure to enter those details too. Verify that all the information entered is accurate before saving your purchase order.

QuickBooks Online allows you to customize your purchase orders with templates that reflect your business branding. You can also manage multiple purchase orders simultaneously by using QuickBooks Online's batch transaction feature.

By creating a purchase order in QuickBooks Online you ensure that both parties are aware of what has been agreed upon regarding goods or services being supplied. It also helps track inventory levels and makes bookkeeping easier when it comes time for payment processing.

How to send a purchase order in QuickBooks Online?

Once you have created a purchase order in QuickBooks Online, the next step is to send it to your vendor. Fortunately, sending a purchase order in QuickBooks Online is just as easy as creating one.

To send a purchase order, navigate back to the Purchase Order list and select the PO you want to send. Click on "More" then choose "Send." From here, you will have different options for sending the PO such as email or print.

If you choose to email, QuickBooks Online will automatically draft an email with the PO attached as a PDF file. You can edit this email before sending it by adding any additional information or instructions that may be necessary.

It's worth noting that if your vendor has an online portal where they accept orders, some vendors allow you to submit orders directly from within QuickBooks Online through their portal integration feature.

Sending your purchase orders promptly ensures that your vendors receive them quickly and can start working on fulfilling them right away.

Tips for creating and sending purchase orders

Creating and sending PO in QuickBooks Online is a crucial process that can impact your business's success. To ensure accuracy and efficiency, here are some tips to follow:

1. Double-check the details: Before sending out a purchase order, make sure all the information is accurate, such as vendor name, product quantity, price, and delivery date.

2. Customize templates: QuickBooks Online offers customizable purchase order templates that you can tailor to fit your business needs. This includes adding custom fields or logos.

3. Use inventory management tools: If you have an inventory management system integrated with QuickBooks Online, use it to keep track of stock levels and avoid over-ordering or running out of important items.

4. Consider using electronic signatures: Instead of printing out paper copies for signing, consider using electronic signatures to streamline the approval process and save time.

5. Keep communication open: Maintain open communication with your vendors regarding any changes or updates in the purchase order status to avoid misunderstandings and potential delays.

By following these tips when creating and sending purchase orders in QuickBooks Online, you can ensure greater accuracy and efficiency in your purchasing processes while keeping everything organized in one place.

Conclusion

Purchase orders are crucial documents in any business that wants to maintain accurate records and control its expenses. QuickBooks Online makes it easy for businesses of all sizes to create and send purchase orders QuickBooks Online efficiently. With the step-by-step guide above, you can confidently use QuickBooks Online to create and send your purchase orders without any hassle.

Remember, creating and sending a well-crafted purchase order is an excellent way to avoid misunderstandings with vendors or suppliers, improve inventory management, and save time and money in the long run. By using QuickBooks Online's features effectively, you will streamline your purchasing process while keeping track of every expense incurred during the procurement process.

We hope this article has been helpful in showing you how to create and send purchase orders in QuickBooks Online successfully. Now it’s time for you to put these steps into practice!

See More: Complete Tutorial about QuickBooks