QUICK STEPS
Non-inventory partial payments (work order PO):
In the work order, mark any line items not on the current vendor bill as Canceled.
Delete those line items and save the work order.
Click Invoice Changes to re-add the original items — import together if they'll all bill on the next invoice, or separately to create individual POs.
Re-indicate that the reimported items were ordered, using the same original order number.
Post the vendor bill: go to Payments → Add Manufacturer Payment, or Payments → Accounts Payable → Products → Add Payment.
Locate the vendor, click the four-box icon, and select the purchase order ready to pay.
Reconcile the payment if not already done.
Check the line item and select QuickBooks Payable, then save — this marks that portion as paid.
When the next installment is due, return to the same screen, click the four-box icon again, enter the remaining amount, and save.
A green dollar sign on the work order means all vendor payments are complete; yellow means a balance is still due.
Inventory PO partial payments:
Go to Purchase Orders → Inventory PO and locate the PO.
Click Reconcile Payment to update the actual final cost to match the vendor bill.
Save, then click the payment button.
Select payment method Payable, enter payment date and terms, and save.
When the remaining bill comes in, enter the total invoice amount, click Reconciled, and save — the shopping cart icon turns yellow to show a balance due.
Repeat: select QuickBooks Payable, set terms, and pay the remaining balance — the shopping cart icon turns green once fully paid.
TIPS: ⚠️ Don't close a job until all vendor payments show green. Yellow anywhere means there's still an outstanding balance.
Remember: Green means paid in full, yellow means a balance remains — use these indicators as your checkpoint before closing out a job.