Tweet

Streamline Your Accounting: Automate Your Purchase Orders in QuickBooks

Written by: Scott Gregory

Article Overview: Why hand write every purchase order that your business creates each day when it is so easy to automate the purchase order process in QuickBooks?

Streamline Your Accounting: Automate Your Purchase Orders in QuickBooks

QuickBooks allows you to simplify this entire process by:

• Creating a purchase order with just a few mouse clicks - the purchase order can contain as few or as many line items as necessary
• If you have a separate receiving department, the purchase order can easily be received by them. If the purchase order contained items for inventory, this receiving process will update your inventory in real-time. Once the items are received, the bill payable to your vendor can be entered when it comes in later.
• If your business doesn't have a separate receiving department, no problem. You can choose to receive the items and enter the bill from your vendor at the same time.
• Even better, there is no rekeying of information - it is automatically copied to the receiving screen or the bill entry screen. The only changes you need to make are to quantities or costs. A lot fewer keystrokes!

In addition, you can run reports in QuickBooks like the Open Purchase order report, Open Purchase Order by Job, and Purchases by Item among others to help you stay on top of the purchase order process.

When purchase orders are received and complete, QuickBooks automatically marks them as closed so no further action is taken with them.

Newer versions of QuickBooks also allow you to track various unit of measure sets for items within your inventory (i.e. buy it by the case but sell it as an each, etc.).

Related Articles
  QuickBooks 2011: Improvement to Closing Date Functionality
  Can I Move from QuickBooks Pro to Premier or into QuickBooks Enterprise?
  Sales Orders in QuickBooks - How They Can Help Your Business
  Key Differences Between QuickBooks Enterprise and QuickBooks Pro/Premier Accounting Software
  Understanding the Differences Between QuickBooks Upgrades and QuickBooks Updates

Article Tags: free quickbooks tips, manual purchase order system, quickbooks purchase orders, using purchase orders in quickbooks, using unit of measure in quickbooks



Related Forum Posts
Seek Venture Capital & Funding - Hello, Greetings from India. I am Seeking Venture Capital for Offshore Software Company Start-up. Need advise along with Business Model Sample. I have a basic outline for an offshore company. 1. Technology - like Microsoft Dot Net, Java, LAMP 2. Talent Team - Found Good Technology Developers. 3. Where I can get the leads/potential customers - Leads have been identified who are willing to move forward offshore projects. 4. I do not have resources like funding. It is a very critical factor to me Industries: Manufacturing, Real Estate, Retail, Insurance, Distribution & Logistics, Healthcare, Industry Associations and Software Product Development, Agricultural Industries and Etc. Services: Offshore Software Development Company. Offices to be located: Hyderabad, Andhra Pradesh, India and USA. Products/Services/Applications in areas like POS & Billing, Sales & Distribution, Production Planning, Material Management, Inventory Control, Plant Maintenance, Purchasing, Accounting and Logistics. Dynamic Web Programming with Database Driven Content Management Systems, Online Stores for E-Commerce, B2B Solutions, Community Portals, Website Redesign and Development, Custom ERP with Enterprise Wide Functional Modules such as Marketing, CRM, Accounting, Inventory Control, Sales & Distribution, Production Planning, Purchase & Stores, Logistics and Supply Chain. Seek your further questions and help. Thank you, Best Regards, Jayapratap.
Re: How do you deal with redundant and remedial job tasks? - I do everything myself. Automate when I can but for the most part I just do it. I know outsourcing is a great option and I have thought about doing it for some tasks for a long time now but haven't done it yet.
Managing the Paperwork - Greetings All, As we all know, when an Entrepreneur starts his/her business, there is a ton of paperwork to deal with. Who wants that? All we want to do is do our work and make money while solving people's problems with our brilliance! The purpose of this thread is to find out what everyone has done to manage their paperwork/bills. I, for one, am horrible at managing such things. I still have quite a number of receipts that have to be inputted into QuickBooks Pro from last year! I'm a techie and can fix pretty much any PC issues or develop some awesome online marketing ideas for businesses....but please, dont' ask me to figure out how QBPro calculates taxes and why the GST has to be separated in the setup and inputting in the Enter Bills area. To me, this is confusing (and you too after re-reading that paragraph....) So, in the past I tried a high-school Co-Op student. This was a brilliant way to get someone who knows QuickBooks and did not cost me any money. The downside, rules stated that I could not leave him alone. So if I went out on a call, so did he. He brought paperwork to do stuff while we were out so it wasn't too bad. The other downside, he didn't truly want to be an accountant as he was late at _least_ once a week as well as absent at least one day a week (keeping in mind he was only with me 4 days a week). A pure example of someone being forced to follow a parent's footsteps. So, that little experiment went well. I did get some great work from him when he was there. I still used a regular accountant to do my taxes and they talked back and forth easily to make sure my stuff was inline. I would consider doing this again. Currently, I am looking at hiring someone for a couple of hours a week. My schedule is not at all static. I could be in Algonquin Park one day and Sarnia the next. So, having someone work once a week is a much better solution for my scenario. Has anyone done anything different? If so, what has and has not worked for you so far?
QuickBooks vs. Microsoft Money vs....? - I have always used Microsoft Money to run my business - accounting, invoicing, etc. It came with my computer when I got it and integrated well with my online banking system so everything is a breeze. It only takes 30-60 minutes every quarter to do the bookkeeping (keep in mind that I have a very simple business - no inventory, very little invoicing, I do all my payments by credit card, etc). Is QuickBooks or Money the best accounting tool for small business owners? Or is there something even better?
Re: The 3 Factors That are Limiting Your Productivity - Hi Evan, Thanks for a great article and video on 'The 3 Factors That are Limiting Your Productivity'. I think that no matter whether you are self employed like myself or a CEO with staff, it is so important to manage your time so as to maximize the benefit to your business. Your expression Eliminate; Automate; Delegate is easy to remember and will certainly stick in my mind. There are many good business ideas out there but they will ultimately run into difficulty without proper planning and execution so these tips will certainly help. I have also left this comment on the article and will place a link to it on my blog. regards, Mal.


Share this article with your friends. Fund someone's dream.

Leave a comment below or share on the left and you'll help support entrepreneurs in Africa through our partnership with Kiva. Over $50,000 raised and counting - Please keep sharing! Learn more.

Tweet

Newsletter

Get advice & tips from famous business
owners, new articles by entrepreneur
experts, my latest website updates, &
special sneak peaks at what's to come!

Name:
Email:

Popular Articles

How do I finance a franchise?

You Have A Website What Now

How to Ask for a Flexible Work Arrangement

Suggestions

Email us your ideas on how to make our
website more valuable! Thank you Sharon
from Toronto Salsa Lessons / Classes for
your suggestions to make the newsletter
look like the website and profile younger
entrepreneurs like Jennifer Lopez.