How can you Create a Purchase Order in QuickBooks_

QuickBooks software has amazing features of QuickBooks purchase order. With the help of this feature, you can complete the purpose of recording the products. And, to maintain and keep the record of your order of purchase for the reference of future for the particular item. This QuickBooks order of purchase tells you the whole information of the product and its detailing of price. But, if you are running your own business then knowing only the product’s detail is not sufficient for you. You should also know about how you can create a purchase in QuickBooks by yourself to maintain the data in one particular place.

In this blog, we will discuss the steps of creating the QuickBooks Purchase Order.

Steps of Creating the QuickBooks Purchase Order

In QuickBooks, to create the purchase order, you must follow these below steps and to keep the track of the items.

Creating the order of purchase

Firstly, you have to instruct the QuickBooks that you want to create a purchase order by selecting the Vendors then, Create Purchase Order.

Dropdown menu of vendors list box

The list of each vendor in your Vendor list on the desktop screen by clicking on the Vendor drop-down list box.

Classification of purchase item

Through the Class drop-down list, you have to classify the purchased item.

There is optional step for shipping the address

For viewing the list of the vendors, customers, and employees by clicking on the Ship to dropdown list. Through choosing one of the above-mentioned names, you can select the ship to address. Then, clicking on the entry form the ship-to list, the right information in the address box, the QuickBooks fills will ship.

To check the date of purchase is mandatory

The date on which QuickBooks has entered, you need to check it. Because the date of purchase should be correct.

Make the purchase order number is correct

After that, the purchase order document can be identified by the purchase order number. You have to cross check QuickBooks to correct the purchase order number. If the purchase order number is wrong then, fill the replacement number.

Examine the vendor and ship to data

The vendor block and ship to block acknowledge the vendor.

The each piece of information should be correctly defined

Each item that you have decided to order, use the columns to create a purchase in the order window to define in detail. You have to follow the given following instructions, if you require to describe an item that you want to purchase from the vendor.

  • Item- 

In the item column, you have to add the items and explain the item details in the item file.

  • Description-

For describing the item that you had chosen, the description column will be used. And, the description field can also edit anytime when you want to.

  • Qty-

Through the Qty, you can easily identify the quantity of the items. In the field of Qty, you can add the number of product items.

  • Rate-

The item which you want to purchase, add the rate per unit of that item.

  • Customer-

You can find the customer with the help of the customer column by whom the product is being bought.

  • Amount-

You got an idea about the total amount expended for the particular item by the amount column.

  • Purchase order list-

You have to save all the purchase orders, to print the purchase order list. And then click on the File then, Print Forms then, Purchase Orders command.

  • Saved the order of purchase-

By pressing either on the save and close option or Save & New option, you can save your purchase order. The details of the items which you want to purchase, these steps will help you to know the vendors and customers.

In this process, Two problems can occur


You may not create the purchase order at all, if you are a single owner or have a small business. But the process is very easy of calling the vendor and the vendor ships whatever you need. And you may probably create the purchase order to order products and services, if you have revenue more than $5M and more employees.

For a large number of purchasing activities, and manually creating that purchase order which is not scalable.

Speed Authorization

When you make a purchase order, the other problem has to be pre-authorization of spend before that. So make sure the purchase order in your system has to be approved at the right authorization level. You have to get a manual approval process or some kind of bolt on to approve the purchase order before they are approved, if you use QuickBooks Online purchase order purchase order process.

For the QuickBooks purchase order process, there are many options for implementing the workflow process.

In QuickBooks, automatically create the order of purchase

You can simply streamline the workflow for purchasing, by combining the broughting system with QuickBooks Online version. Using the purchasing system, this process can be fully automated. In the QuickBooks system, if you have to manually create the purchase order.

In your purchasing system, once the order is complete, or any front end modules for PO process. Then for further processing, the purchase order can be sent to the QuickBooks system. To ensure that purchase orders are transferring to QuickBooks, you have to completely declare the use of cases for integration. Because, the integration with QuickBooks is straight forward.

There is an example of ProcureDesk Implementation in which by working with the customer, we can clearly identify all the use cases, and then set up a test plan for ensuring the integration is successful.


We hope that you got the beneficial information from this article of what the purchase order is and the logic of creating the QuickBooks purchase order. And, this will be helpful in your business. You can widely improve the efficiency of your purchasing process in QuickBooks by using the above mentioned options. For the purchasing team and company, the increase in the productivity and improvement in efficiency. If you have any questions or query related to this article or any error kind of question. You can contact us on QuickBooks Phone Number.

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