QUICK STEPS
Creating a PO:
Go to Purchase Orders → Inventory PO → Add New.
Select the vendor (search or dropdown).
Orange rows flag shortage quantity; pink rows flag low stock — toggle to surface these as priority items.
Check the boxes for materials to order, then click Add Selected Products.
Update quantity, cost, status, vendor reference number, and shipping info if available.
Save — PO numbers are auto-generated and can't be customized (use the vendor reference number field for a custom reference).
Track status as Pending or Ordered depending on where you are in the process.
Receiving material:
When material arrives, click the cogwheel → Shipment Arrival.
Click the plus sign to receive items.
Verify received quantity (if different from ordered), received date, warehouse, stock area/section, and lot number; add a manufacturer roll number if applicable.
Repeat for each material on the PO.
Click Mark Received and Move to Inventory to complete receiving in one step.
Handling partial shipments:
Go back into Shipment Arrival and click the plus sign again to add the remaining balance.
Update quantity and other details, then move that balance into inventory.
Creating a payable:
Once the PO is fully received, click the shopping cart icon to open the payment window.
If the vendor invoiced at a different cost than the PO, reconcile first: click the checkbook icon, update final cost/shipping/tax, and mark as Reconciled.
Proceed to create the payable and send it to QuickBooks.
TIPS:
💡 Always match received quantity to what actually arrived, not what was ordered — the system tracks discrepancies so you can reconcile later.
💡 Reconcile cost differences before creating the payable, or you'll end up with a discrepancy in QuickBooks.
Remember: Accurate receiving (correct quantities, reconciled costs) keeps both your inventory and your QuickBooks numbers trustworthy.