Once a business owner understand just how much a purchase order system can help their company, they may be left wondering how best to begin. Purchase orders can be created in a number of different ways and with almost any program. Some companies use simple templates created in Excel, Word or similar software packages. But using the functions available through established financial software suites, such as QuickBooks, can make integrating purchase orders with the rest of your systems much easier.
Creating purchase orders with QuickBooks is relatively simple, even if you’re not used to working with that function of the program. Here we’ve condensed a few simple steps to get you going on the road to creating your first purchase order.
Step 1: Create and Choose
To create your purchase order simply choose the “Create Purchase Order” option from the Vendors menu. This will automatically open a new window where you can choose which vendor you want to use from the drop down menu. You can also classify the type of purchase and change the Ship To address here if necessary.
Step 2: Confirm and Fill
You’ll want to confirm certain details such as the purchase order date and number as well as your own shipping info and the contact details for the vendor. This should be easy enough and only requires a quick glance. Then you just need to fill out the order itself with the items you need. You’ll include the Item number and Description, as well as the Quantity and Amount. You can also record which customer or client you’re ordering for as this can help route the delivery more quickly once it arrives.
Step 3: Save and Print
To print the form click on File > Print Forms > Purchase Order command. Then, to save simply click on Save & Close.
It’s just that easy! A company doesn’t need to invest in separate purchase order software for small business if they already have a well-rounded program such as QuickBooks in place. While this feature is underutilized by many, taking a few minutes to familiarize yourself with the process can improve warehouse management, budgeting and workflow throughout the company.