QuickBooks 2011 New & Improved Purchase Order Reporting

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.

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

QuickBooks groups the same items/cost codes together.

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.

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.

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

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.

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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