Inventory purchase ordersfor QuickBooks
Order inventory from suppliers, keep expected quantities and dates visible, and distinguish what has been received from what has been billed.
Watch the workflow
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Shared workflow
Create a purchased inventory product
Read the steps
- Configure the item's identity, purchasing information and stock settings for supplier-based replenishment.
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Shared workflow
Print a business document
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- Open a saved document, use its print action and review the generated PDF. This example prints a sales order.
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Shared workflow
Create an inventory purchase order
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- Choose the vendor and inventory items, review quantities and prices, then place the purchase order.
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Shared workflow
Create a purchase order for services
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- Prepare a supplier order for non-inventory services without introducing a physical goods-receiving step.
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Shared workflow
Receive an inventory purchase order
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- Record the quantities physically received against the order, keeping receiving separate from supplier billing.
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Shared workflow
Record the bill for an inventory order
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- Link the supplier bill to the inventory purchase order and review its lines, amounts and billing progress.
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US configuration example
Review and allocate inventory bill costs
Read the steps
- Start from the inventory purchase order and open its linked supplier-bill workflow.
- Review the bill's products, quantities and charges, then save the bill before reviewing order differences.
- Apply selected purchase-order cost adjustments. This US example includes sales-tax allocation; existing stock and accounting history stay unchanged.
Give purchasing an operational starting point
Prepare a supplier order with the products, purchase units, quantities and agreed prices. The expected date helps the team understand incoming supply without treating an open order as stock already on hand. Place the order when its commercial details are ready, then follow subsequent receipts and supplier bills through the linked workflow.
Keep receipt and billing progress separate
Partial deliveries should not look like a completed purchase. Received quantities and open quantities reflect the enabled receipts linked to the order. Billing progress is a separate companion state, so a fully delivered order can still show that invoicing is outstanding. Used lines and placed-order header fields have protections against rewriting completed work.
What to know before you start
A purchase order does not add stock or prove that a supplier bill exists. Receive goods and record the financial document through their respective workflows.
Practical questions
Can one order have several deliveries?
Yes. Linked receipts build the receiving totals, allowing partial fulfillment while the remaining quantity stays open.
Can I print or email the purchase order?
Supported document actions produce a branded purchase-order PDF, with supplier and company information and the applicable delivery details.
Continue the workflow
Goods receiving
Record incoming quantities against the right purchase order, warehouse, bin and tracking details, keeping physical receipt distinct from the supplier invoice.
Supplier bills and expenses
Record supplier documents with the right vendor, dates, accounts and tax treatment, using direct forms or supported AI document-processing workflows.
Stock shortages and replenishment planning
Compare stock, sales and manufacturing demand, incoming purchases and configured buffers to identify products that need purchasing or production attention.