Release to PO (recording purchase orders) — Tips

Release to PO (recording purchase orders) — Tips & Tricks

What this screen is for. Turn a finished buy list into vendor purchase orders, either auto-created in QuickBooks or recorded by hand.

What you do here

• Open the buy list and check quantities, costs, vendors, and dates before releasing.
• Untick any vendor row you are not ready to buy — it stays on the list untouched.
• If Auto-Create POs is on, press Create POs in QuickBooks and confirm, then wait for the result.
• If doing it by hand, raise one PO per vendor in QuickBooks yourself.
• Open the Release to PO card and press Enter PO manually to list vendor rows.
• Type each vendor's PO number, add an optional delivery date and a note.
• Press Record POs — mark Ordered to finish and reload the page.
• Fix any listed errors (vendor, quantity, class, etc.) then press the button again to retry.

Watch out

• Nothing is saved if there's a problem — fix every listed issue, then press the button again.
• If one vendor's PO fails mid-release, the successful ones stay; only the failed vendor needs retrying.
• Deliveries are tracked on the Requirements Order, not QuickBooks, which only keeps one due date per PO.
• Once a PO is deleted or shortened in QuickBooks, watch PO Alerts hourly — nothing is fixed automatically.