You can select an existing product or service from the “Product/Service” field’s drop-down.
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You can also collapse and expand this section by clicking the black arrow to the left of the “Item details” label. You use this section to enter the products and/or services you are purchasing from the vendor. These can also be assigned to a customer or class, if enabled, by using the “Customer” and “Class” fields.īelow the “Category details” section is the more-commonly used “Item details” section. Then enter the purchase description and amount into the “Description” and “Amount” fields. You can click into the “Category” column to select the account, like a “Supplies” account, for example. If you do not use products and services, then you can use this section to instead select the accounts affected by your purchases. You can click the black arrow to the left of the “Category details” label to collapse and expand this section. Note that the “Category details” section is rarely used in purchase orders, as it defeats the purpose of receiving inventory items by using a purchase order. Alternatively, to add a new tag, type the tag’s name, select it from the “+ Add” choice in the drop-down menu, and follow the onscreen prompts to add it to a new tag group for reporting purposes.Ĭreate a Purchase Order in QuickBooks Online – Instructions: A picture of the vendor address information at the top of the “Purchase Order” form in QuickBooks Online. Repeat, as needed, to apply tags from any relevant tag groups you have created. To add a tag to this transaction, click into the “Tags” field and then select a tag from the menu of tag choices. If you have enabled multiple sales tax agencies, then you will also see a “Permit no.” field appear here. If you enabled location tracking, a “Location” drop-down also appears at the right side of the window. Below this field is a “Ship via” field where you can enter a shipping carrier preference. If needed, you can click this field to select another date from the calendar drop-down that appears.
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The “Purchase Order date” field shows the current date, by default. If this drop-down is not used, then the “Shipping address” field instead shows your company’s shipping address. If you select a customer here, then their shipping address information appears in the “Shipping address” field, assuming you entered a shipping address for the selected customer. To the right is a “Ship to” drop-down that lets you select a customer name for drop shipments. If creating a new vendor, you can enter their billing address here. The “Mailing address” field is populated with the vendor’s address. Then enter the email addresses into these fields, as needed, and click the “Done” button. You can enter an email here if you didn’t enter it when you created the vendor or if adding a vendor “on the fly.” If needed, to send copies of this purchase order to others, click the “Cc/Bcc” link by this field to show additional “Cc” and “Bcc” fields in a drop-down menu. This field is populated with the vendor’s email address, if you entered it when creating the vendor’s record. To the right of the “Vendor” drop-down is an “Email” field. If needed, you can click this status to show another drop-down where you can manually change the purchase order’s status by selecting either “Open” or “Closed.” The purchase order’s status appears below the drop-down. Alternatively, you can type a vendor’s name or select the “Add new” choice from this drop-down to quickly add a new vendor. If selecting an existing vendor’s record, their information then populates the other fields within this form, based on what you entered when you created the vendor’s record. To choose a vendor, select one from the “Vendor” drop-down in the upper-left corner of the window.
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Then click the “Purchase order” link under the “Vendors” heading in the drop-down menu to open the “Purchase Order” window. To create a purchase order in QuickBooks Online, click the “+ New” button in the Navigation Bar.
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