In QuickBooks Online, you can create and manage purchase orders to keep track of your business's expenses and inventory purchases. Here's a step-by-step guide on how to create purchase orders in QuickBooks Online:

  1. Log In to QuickBooks Online: Log in to your QuickBooks Online account using your username and password.

  2. Access the Purchase Order Feature: If you haven't enabled the Purchase Order feature yet, you might need to do so. To enable it, go to "Settings" (cogwheel icon) and select "Account and Settings." Then, click on "Expenses" on the left sidebar and turn on the "Purchase orders" feature.

  3. Create a New Purchase Order:

    • Click on the "+ New" button at the top left corner.
    • Under "Vendors," select "Purchase Order."

  4. Fill in Purchase Order Details:

    • Choose the vendor you are ordering from in the "Vendor" field. If the vendor is not in your list, you can add a new one on the spot.
    • Enter the purchase order date and the expected arrival date.
    • You can assign a purchase order number if you have a specific numbering system.

  5. Add Products or Services:

    • In the "Item Details" section, you can add the items you want to order. Use the "Product/Service" field to select items from your inventory or add new ones.
    • Enter the quantity you wish to purchase and the rate or price per unit.
    • QuickBooks will calculate the total amount for each line item.

  6. Additional Information:

    • If needed, you can add notes or attachments to the purchase order.
    • You can also set terms and conditions for the order.

  7. Review and Save:

    • Double-check all the information in the purchase order.
    • If everything is accurate, click the "Save and close" button to save the purchase order.

  8. Send the Purchase Order:

    • If you want to send the purchase order to your vendor, click the "Save and send" button. This will allow you to email the purchase order directly from QuickBooks Online.

  9. Tracking Purchase Orders:

    • You can track the status of your purchase orders in QuickBooks Online. When you receive the items, you can convert the purchase order into a bill or an expense.

  10. Recording Bill or Expense:

    • When you receive the items from your vendor, you can convert the purchase order into a bill or an expense by clicking on "More" in the purchase order and selecting the appropriate option.

Remember to consult with your accountant or bookkeeper to ensure that you are using QuickBooks Online correctly and that your purchase orders are being accurately recorded for your specific business needs.