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QuickBooks 2011 New & Improved Purchase Order Reporting

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First introduced in QuickBooks 2011, however, also available in QuickBooks 2012, 2013, and 2014; new and improved Purchase Order Reporting.

The Open Purchase Orders Detail report is new in QuickBooks 2011 versions (Pro, Premier and Enterprise 11.0).  As the name implies, the report displays items (cost codes) that haven’t been received in full.

I’m excited to see that after many years, Intuit has finally fixed the Purchase Order reports to ACCURATELY display open balances, without a lot of additional manipulation by the user.

To find the new report, from the Report menu in QuickBooks Pro and Premier 2011 and Enterprise 11.0 -> Purchases -> Open Purchase Order Detail.

QuickBooks Purchase Order Reporting

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This report lists Purchase Orders by Items or Cost Codes that haven’t been received in full.  By default, QuickBooks displays the following information for each Item or Cost Code:

  • Date – the date of issue
  • Num – the  Number
  • Name – the Customer and/or Job that the item ordered is for
  • Source Name – the Vendor or Subcontractor who you placed the order with
  • Memo – the Item or Cost Code description used
  • Delivery Date – if you utilize the Delivery Date field on the form, the delivery date you entered will display
  • Qty – the original Quantity, Units, or Hours that was ordered
  • Rcv’d – what portion of the original quantity ordered has been received
  • Backordered – what portion of the original quantity ordered has not yet been received
  • Amount – the original dollar value
  • Open Balance – the dollar value that has yet to be received
open purchase order by job

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QuickBooks groups the same items/cost codes together.

quickbooks open purchase order detail report

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Personally, I would change the way the report displayed information.  Rather than to display the information based on Items or Cost Codes, I would like the information to be grouped by Customer and then by individual Job.  To accomplish this, I would click the Total By drop down menu and select Customer.

modified open purchase order detail report

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The Open Purchase Order report has been improved, as it now displays an accurate Open Balance, however, you cannot modify the report to pull in Customer, Job, or Item (Cost Code) Information, however, it only provides a brief summary.

open purchase order report

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The Open Purchase-Orders by Job report has also been improved, as it now displays an accurate Open Balance.

open purchase order by job

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In order for any of these reports to work correctly you will have to enable the use of Purchase Orders (Edit menu -> Preferences -> Items & Inventory -> Company Preferences -> Inventory and purchase orders are active option must be checked); and you MUST use Quantities when you create a Purchase Order, when you receive the item, or enter a bill against it.

enable purchase order function

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My overall opinion is that for any company that issues Purchase Orders, this is a marked improvement in the overall functionality of QuickBooks.

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3 Responses to QuickBooks 2011 New & Improved Purchase Order Reporting

  • Can you believe this upgrade doesn’t come in the Canadian Version??

    Is there any way you can tell me how to create it on my own, by looking and seeing how QB did it??

    Would appreciate it more than you know!!

    Nicole

  • Hi Paul
    Yes, I’m excited that PO finally work too! While there is still room for improvement (we always want EVERYTHING don’t we?) the QuickBooks Purchase Order function is now a truly valuable tool. It’s great to see totals on everything as well.

  • POs finally work!

    Thank you for making this upgrade clear to everyone.

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About Your Host:

Nancy Smyth, Certified QuickBooks ProAdvisor

Nancy Smyth, Sunburst Software Solutions, Inc.
QuickBooks Construction & Payroll Expert


I've been using and supporting QuickBooks products since the early 1990's. I've worked with thousands of contractors, assisting them with QuickBooks setup, Certified Payroll Reporting requirements, AIA Billing and Weighted-Average Overtime.


QuickBooks is a powerful product, but learning how to use it in your construction business can be difficult. I hope you find resources available here to be helpful.

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