How to Receive a Partial PO in QuickBooks Desktop
Receiving a partial purchase order (PO) in QuickBooks Desktop is a common scenario for businesses that purchase goods in bulk but receive the shipment in installments. This process allows you to record the receipt of the goods while keeping track of the remaining balance to be received. In this article, we will guide you through the steps to receive a partial PO in QuickBooks Desktop, ensuring that your inventory and accounts payable are accurately updated.
Step 1: Open the Purchase Order
To begin, open the purchase order that corresponds to the shipment you have received. You can find the purchase order by navigating to the “Vendors” menu and selecting “Purchase Orders.” Once you locate the order, double-click on it to open the details.
Step 2: Review the Purchase Order
Before proceeding, review the purchase order to ensure that it matches the shipment you have received. Check the quantities, item descriptions, and prices to verify that everything is correct.
Step 3: Receive the Partial Shipment
To receive the partial shipment, click on the “Receive Items” button at the bottom of the purchase order window. This will open the “Receive Items” window, where you can record the receipt of the goods.
Step 4: Enter Received Quantities
In the “Receive Items” window, enter the quantities of each item that you have received. Make sure to match the received quantities with the quantities listed on the purchase order. If you receive more or less than the ordered quantities, you can adjust the quantities accordingly.
Step 5: Record the Received Items
After entering the received quantities, click on the “Record” button to record the items in your inventory. QuickBooks Desktop will update your inventory levels based on the received quantities and create a receipt for the partial shipment.
Step 6: Update Accounts Payable
The accounts payable for the partial shipment will be updated automatically. However, you may need to adjust the accounts payable if the partial shipment has a different cost than the original purchase order. To do this, navigate to the “Vendors” menu, select “Vendor Center,” and then click on the vendor associated with the purchase order. From there, you can edit the account and update the payment terms if necessary.
Step 7: Complete the Purchase Order
Once you have received the partial shipment and updated your inventory and accounts payable, you can mark the purchase order as complete. This will remove the purchase order from your open purchase orders list and ensure that you are aware of any remaining balances to be received.
In conclusion, receiving a partial PO in QuickBooks Desktop is a straightforward process that helps you keep track of your inventory and accounts payable. By following these steps, you can ensure that your financial records are accurate and up-to-date.
