In QuickBooks it is possible to receive items on a bill (or item receipts) against an existing purchase order and create a link between the two transactions, this is also possible when importing bills when using Zed Axis.
You can choose either to link the invoice entirely to the sales order or link individual lines on the sales order
To link a Bill to an entire Purchase Order
This approach requires you to map the field called Link To Purchase Order along with the Vendor Name, a bill will be created out of the whole existing Purchase Order and the line items will be taken from the Purchase Order and added to the Bill in full and a link between the Purchase Order and the Bill will be created. You do not need to list the line items on the bill as these will be automatically drawn from the Purchase Order
To link a Bill to part of or individual lines on a Purchase Order.
If you want to only bill against some lines on a purchase order or only for some of the quantities on a purchase order then you should use the Line Link To Purchase Order field to specify the Purchase Order and you will need to included the line items and quantities in the same order as they appear on the Purchase Order.
To link a bill to a purchase order in the invoice mapping select the field called Link To Purchase Order
and map that to the column in your import file which contains the Reference number
of the Purchase Order you wish to link to. When the bill is imported a link will be created between the two transactions.
Points to consider:
- The vendor on the purchase order should match the vendor on the bill otherwise QuickBooks will return and error
- The full name of the items on the purchase order should match those on the bill and be in the same order