How to Create a Purchase Order in QuickBooks (Desktop + Online)
Step-by-step guide to creating purchase orders in QuickBooks Online and Desktop - plus a simpler free alternative
How to Create a Purchase Order in QuickBooks: Quick Answer
To create a purchase order in QuickBooks, first enable purchase order tracking (Settings > Account and Settings > Expenses > Purchase orders), then click + New > Purchase Order, select the vendor, fill in line items with quantities and prices, and click Save and send to email the PO to the supplier. QuickBooks Online and Desktop both support POs; the steps differ slightly by version.
QuickBooks Online: Step by Step
In QuickBooks Online, follow these steps to create a purchase order:
- Enable purchase orders: Settings (gear icon) > Account and Settings > Expenses > toggle 'Use purchase orders' on.
- Create the PO: Click + New > Purchase Order. Select the vendor. QuickBooks auto-assigns a PO number in sequence.
- Fill in the PO: Enter the date, line items (item, description, quantity, rate), and any custom fields. Totals calculate automatically.
- Save and send: Click Save and send to email the PO to the supplier, or Save and print to download a PDF.
When the goods arrive, receive them against the PO in QuickBooks; when the invoice comes, match it to the PO for three-way matching.
QuickBooks Desktop: Step by Step
In QuickBooks Desktop (Pro, Premier, Enterprise), create a purchase order as follows:
- Turn on PO tracking: Edit > Preferences > Items & Inventory > check 'Inventory and purchase orders are active.'
- Create the PO: Vendors > Create Purchase Orders. Select the vendor and ship-to address.
- Fill in line items: Item, description, quantity, rate. QuickBooks calculates totals.
- Save: Click Save & Close to save the PO, or Save & New for the next one. Print or email from the PO window.
QuickBooks PO Numbering
QuickBooks auto-generates PO numbers in sequence (1, 2, 3...). You can customize the starting number or format in Settings > Purchase Order Numbering (QuickBooks Online) or by editing the first PO number in Desktop. Use a consistent format so suppliers and AP can match invoices to POs. See purchase order number for format best practices.
A Simpler Alternative for Occasional POs
QuickBooks is powerful but heavy for occasional POs and requires a subscription. For one-off or low-volume purchase orders, the free AuraVMS purchase order generator creates a print-ready PO in under 2 minutes with no signup - no QuickBooks account needed. For ongoing RFQ-to-PO automation across suppliers, the full AuraVMS product starts at $4.99/month.
Frequently Asked Questions
How do I create a purchase order in QuickBooks Online?
In QuickBooks Online: enable purchase orders in Settings > Account and Settings > Expenses, then click + New > Purchase Order, select the vendor, fill in line items, and click Save and send to email the PO. Totals calculate automatically and PO numbers auto-increment.
How do I create a purchase order in QuickBooks Desktop?
In QuickBooks Desktop: turn on inventory and purchase orders in Edit > Preferences > Items & Inventory, then go to Vendors > Create Purchase Orders, select the vendor, fill in line items, and Save & Close. Print or email the PO from the PO window.
Does QuickBooks auto-generate PO numbers?
Yes. QuickBooks auto-generates purchase order numbers in sequence (1, 2, 3...). You can customize the starting number or format in Settings > Purchase Order Numbering (Online) or by editing the first PO number in Desktop. Use a consistent format for invoice matching.
Can I create a purchase order without QuickBooks?
Yes. The free AuraVMS purchase order generator creates a professional PO and downloads a PDF in under 2 minutes, with no QuickBooks account or signup required. It's ideal for occasional POs or teams without QuickBooks.
How do I match an invoice to a purchase order in QuickBooks?
In QuickBooks, when the supplier invoice arrives, go to the PO and click Copy to Bill (Online) or Receive Items and Enter Bill (Desktop). QuickBooks pre-fills the bill from the PO so you can match quantities and prices before paying - that's three-way matching.
Is the AuraVMS PO generator better than QuickBooks for POs?
For occasional POs and teams without QuickBooks, yes - the AuraVMS generator is free, instant, and needs no account. For ongoing accounting-integrated PO management, QuickBooks is the better fit because it links POs to bills and reports. Use AuraVMS for the PO; use QuickBooks for the accounting.