Let's work together to determine why the purchase orders are closing after creating them and resolve this behavior, Kimmy.
There are several possible reasons why a purchase order status shows closed when you enter them in QuickBooks Online (QBO). I've listed them below:
- The quantity or amount fields are zero
- QBO automatically closes a purchase order once linked to a bill or expense.
- Someone accidentally edited or closed the transaction.
To determine the exact cause of the issue, I recommend following the troubleshooting steps below.
First, let's ensure the quantity and amount columns aren't blank. The system will mark the purchase order as closed if both fields are empty. Add the correct details to avoid this.
If the details have been entered correctly, I recommend checking the purchase order to see if there's an associated bill or expense. Here's how:
- Go to the Expenses menu and then select Expenses.
- Click the All transactions drop-down arrow and then select Purchase order.
- Filter the correct dates.
- Select and double-click the closed transaction.
- After that, you'll be routed to the Purchase order page. Under the Amount, you can find the transaction linked to the entry.
- Click it to review the bill or expense.
- You can remove it by clicking More, then Delete.
If no transactions have been linked, please check the Audit Log tool. This feature allows you to monitor all activities in your accounts. I'll show you how:
- Go to the Gear icon and select Audit log.
- Choose Filter.
- Use the fields on the Filter panel to choose the appropriate User, Date, or Events filter to narrow the results.
- Hit Apply.
Moreover, you can follow these steps to reopen the purchase order:
- From the Expenses menu, select the Expenses tab.
- Locate the entry and click the drop-down arrow under the Action column.
- Select View/Edit. Then, from the Purchase Order status drop-down arrow, choose Open.
- Once done, hit Save and close.
Finally, you can run various reports in QBO to view your open purchase orders. Here's how:
- Go to Reports.
- Search for and run an Open Purchase Order List report, Open Purchase Order Detail report, Purchases by Product/Service Detail report, or a Purchases by Vendor Detail report.
- Personalize the data to generate details you want to view.
Please don't hesitate to click the reply button to leave a comment if you have more questions about linking your purchase order to your bill in QBO. I'll be here to assist you at any time.
