How to Create a Purchase Order in QuickBooks 2011 - dummies

How to Create a Purchase Order in QuickBooks 2011

By Stephen L. Nelson

The purchase orders you create with QuickBooks serve a simple purpose: They tell vendors that you want to purchase some item. In fact, a purchase order is a contract to purchase. Many businesses decide to use them because purchase orders are saved within QuickBooks and become permanent records of items that have been ordered.

To use QuickBooks to create purchase orders, follow these steps:

  1. Tell QuickBooks that you want to create a purchase order by choosing Vendors→Create Purchase Orders.


  2. Use the Vendor menu drop-down list to identify the vendor from whom you want to purchase the item.

  3. (Optional) Classify the purchase using the Class drop-down list.

  4. (Optional) Provide a different Ship To address in the Ship To drop-down list.

    The Ship To drop-down list displays a list of all your customers, vendors, and employees. You select the Ship To address by selecting one of these other names. After you select an entry from the Ship To list, QuickBooks fills in the Ship To address box with the appropriate information.

  5. Confirm the purchase order date, purchase order number, vendor, and Ship-to information.

  6. Describe each item that you want to order.

    You use the columns of the Create Purchase Orders window to describe in detail each item that you want to order as part of the purchase. Each item goes on its own row.

  7. Print the purchase order.

    To print the purchase order, you can click the Print button. You can also print purchase orders later in a batch; to do so, save all the purchase orders that you want to create, and then choose File→Print Forms→Purchase Orders.

  8. Save the purchase order.

    To save your purchase order, click either the Save & Close button or the Save & New button. If you click the Save & New button, QuickBooks saves that purchase order and redisplays an empty version of the Create Purchase Orders window so you can record another purchase order.