How to Reopen a Closed Purchase Order in QuickBooks Desktop & Online?

How to Reopen a Closed Purchase Order in QuickBooks Desktop & Online?

The Purchase Order report provides an overview of the purchase history. It also lets you keep tabs on outstanding orders. Moreover, the QuickBooks app comes up with different built-in purchase order reports which display the general summary and other detailed information. When you want to view the open purchase order for a particular job, you can open the purchase order report. In case the built-in report does not meet your preferences, you can close the report and create another one. The closed report can also be reopened when needed. If you are wondering how to reopen a closed purchase order in QuickBooks, different methods can be performed. The Vendors, Transactions, and Procure menu will help you to reopen the closed report. However, the procedure of doing so is different for QBDT and QBO.

How Are Purchase Orders Closed Out in QuickBooks?

The purchase orders are closed by payables when the quantity received and quantity billed against your purchase order are greater than the quantity ordered less the quantity rejected on your purchase order. Even if a user tries to match the closed purchase order, payable shows a warning message. However, you can still finish the match. Once you click Approval, the Payable automatically applies an appropriate matching hold. If required, you can reopen the closed purchase order.

How to Reopen a Closed Purchase Order in QuickBooks Desktop?

There can be instances when you have closed out the sales order and purchase order that still have pending invoices and bills. In such cases, you can simply reopen the purchase order. All you have to do is locate the purchase order and change its status to Mark as Open.

However, the procedure of reopening the closed purchase order may vary depending on the QuickBooks version you are using. For instance, you can view the purchase orders from the Vendors menu, Procure menu, or Transactions menu.

Method 1: Reopen the Purchase Order from the Vendors Menu

To use the purchase order again, all you need to do is locate the purchase order and change its status to Mark as Open.

  • Open “QuickBooks Desktop” on your computer.
  • Go through the “Vendors” option.
  • Click on the “Vendor Center” option.
  • Here, you need to find the vendor for which you prepared the purchase order.
  • Then, click on the “All Transactions” drop-down option.
  • Here, choose the “Purchase Orders” option.
  • Once done, find the closed purchase order and click twice on it.
  • After that, place the checkmark for the “Mark As Open” option located on the top menu bar.
  • Press the “Save and Close” button.

Once you apply this setting, you will be able to open the sales order and purchase order again. This way you can reopen the purchase order in QuickBooks Desktop. If required, you can import the sales order as well.

Method 2: Reopen the Purchase Order from the Procure Menu

To reopen your purchase order in QuickBooks Desktop, you can go through the Procure menu. From here, you can open the purchase orders in the closed tab. Then, open the purchase order you want to use again.

  • Click on the “Procure” menu located on the left.
  • Then, select the “Purchase Orders” option.
  • Here, you need to choose the “Closed” tab located on the top.
  • Now, find the “Purchase Order” from the list.
  • Then, scroll down a little and click on the “Reopen P.O.” option located on the right.

This is how you can reopen the purchase order from the Procure menu. Similarly, you can choose other purchase orders from the closed list and reopen them.

Method 3: Reopen the Purchase Order from the Transactions Menu

The transactions menu helps you to open the list of purchase orders. From here, you can edit the details for a particular purchase order and correct the settings so you can open the purchase order again.

  • Go to the “Transactions” menu.
  • Then, select the “Purchases/Vendors” option.
  • Press the “Enter Purchase Orders” option.
  • Click on the “Lists” menu.
  • Select the “Edit” button on the close purchase order.
  • Here, you can switch to the “Items” tab.
  • Click on the “Items” subtab.
  • At this moment, you can remove the checkmark for the “Closed” option for each item line you wish to reopen.
  • Once done, click the “Save” button.

In case you find the field closed then you have to personalize the form and make your Closed sublist section visible. Now you have successfully learned how to reopen a closed purchase order in QuickBooks Desktop.

How to Reopen a Closed Purchase Order in QuickBooks Online?

To open the closed purchase order in QuickBooks Online, you can go through the Expenses menu or change the purchase order’s status to open. If required, you can reopen multiple orders as well which will be discussed later.

Method 1: Reopen the Purchase Order from the Expenses Menu

There can be scenarios when you want to reopen the purchase order to copy the bill and pay. If that is the case, you can open the purchase order from the Expenses menu to ensure all details are correct.

  • Click on the “Expenses” menu on the left.
  • Then, switch to the “Expenses” tab.
  • Here, you can find the purchase order you wish to use again.
  • Press the “Save and Close” button.

After doing so, you can create the bill and then add your vendor name. Once you do so, the purchase order will pop up automatically on the right side of the bill. From here, you can click the Add to Bill option. This will copy the purchase order to the bill.

  • Go to the “Expenses” menu located on the left.
  • Then, switch to the “Expenses” tab.
  • Click on the “New transactions” option.
  • Click the “Bill” option.
  • Enter the name of your vendor.
  • Once done, press the “Add” button.
  • Hit the “Save and Close” option.

This way you can open the purchase order from the Expenses menu. After making sure of the correct details, you can copy and pay the bills in QuickBooks.

Method 2: Reopen the Purchase Order by Changing Its Status

The procedure of reopening the purchase order is pretty easy. All you have to do is change the status to open. This will help you to access the purchase order.

  • First of all, open your “Purchase Order”.
  • Then, select the drop-down option below the name of the vendor.
  • Here, you can change its status to “Open”.
  • Now, click the “Save” button.

By pursuing these steps, you can easily reopen the purchase order in QuickBooks Online. Similarly, you can reopen other purchase orders that you closed earlier in your account.

How to Close a Purchase Order in QuickBooks?

If you have a large number of purchase orders that you are unable to open then you should try it one after one. All you have to do is to open the purchase orders and close them one after one.

  • To get started, click on the “Magnifying glass” icon.
  • Then, select the “Advanced Search” option.
  • Press the “Search” drop-down menu.
  • From here, select the “Purchase Orders” option.
  • Click on the “Search” button

Now that you can see all the purchase orders, close each purchase order manually. To do so, you will have to open the transaction, change its status, and save the details.

  • Select any transaction and click on it to open.
  • Then, choose the “Open” drop-down menu from the “Supplier” name.
  • After this, select the “Purchase Order Status” option.
  • Click on the “Closed” button.
  • Press the “Save & Close” button.

This way you can close the purchase order. To close another purchase order, you will have to follow the same steps discussed above.

How to Close Multiple Purchase Orders in QuickBooks?

If you have several old purchase orders from the past many years, you can close them all at once. All you have to do is open the list of vendor transactions, set the status to Open, and place checkmarks for all the purchase orders you want to close.

  • Click on the “Vendors” menu located in the menu bar.
  • Then, click the “Bill Tracker” option.
  • When you see the list of all vendor transactions, you can go to the “Type” category.
  • Choose the “Purchase Orders” option.
  • Click the “Open” button in the “Status” field.
  • Here, you can place the checkmark for the purchase order you wish to close.
  • Now, click the “Batch Actions” option.
  • Click the “Close Purchase Orders” option.

In a few minutes, you can delete your old purchase order in bulk. Make sure you take a backup of your Quickbooks data before deletion.

To Wrap Up

With a purchase order report, you can view the summary of purchase history. If required, you can close the purchase order in QuickBooks. However, if it is closed by payable for certain reasons then you can reopen them. Numerous methods can be used to close and reopen the purchase orders in QBO and QBDT.

To pay your sales tax or record a vehicle trade-in QuickBooks, you can go through the following guides: