Partially Received PO's - should post a bill to Quickbooks

VeniceTwistVeniceTwist Member Posts: 1

We are invoiced by our vendors on what we receive not on what we order.

A PO is very commonly received in 3 - 4 shipments either due to back order / planned or error. I need to pay for each one of these shipments, but still need the PO active.

A bill should be sent to QuickBooks for all product moved to inventory for the PO not when the PO is finished.

6 comments

  • VanessaDVanessaD Moderator, Lightspeed Staff Posts: 166 moderator

    Hey @VeniceTwist ,

    Thanks for the suggestion!


    We'll forward it to our accounting development team and see if they can add it to the roadmap of things to modify with the transfer software.


    Thanks for your investment in making Lightspeed the best it can be!

    ———


    If you have any further questions Please do not hesitate to contact LightSpeed support or check out our Support Page.


    Cheers!


    Vanessa D.

    Lightspeed Retail Support

    866-932-1801 ext. 2 (Toll-Free)

    514-907-1801 ext. 2 (Montreal)

  • TheUltimateDeckShopTheUltimateDeckShop Member Posts: 10

    Is there an update to this?

    This missing feature has cost us MANY headaches, phone calls, and money with our bookkeeper (on contract) trying to manually do all of this with the vendors. Major, major issue.

  • VanessaDVanessaD Moderator, Lightspeed Staff Posts: 166 moderator

    Hey @TheUltimateDeckShop ,


    This is still being looked into as a feature enhancement.


    Thank you for your feedback!

    ———


    If you have any further questions Please do not hesitate to contact LightSpeed support or check out our Support Page.


    Cheers!


    Vanessa D.

    Lightspeed Retail Support

    866-932-1801 ext. 2 (Toll-Free)

    514-907-1801 ext. 2 (Montreal)

  • myfilosophymyfilosophy Member Posts: 2

    This most definitely needs to be fixed. I signed up with lightspeed because shopify did this and it is a logistical nightmare. Now I am re-evaluating leaving shopify once my 14 day trial is done.

  • lancemuzlancemuz Member Posts: 7

    We have the same issue and our solution is to move unreceived items to a new purchase order. We append the new purchase order number with an incremental number ie, 1000, 1000-1, 1000-2, etc. This way, each purchase order only gets sent to our Quickbooks Online account (we use the shogo.io integration) when it's completed in Lightspeed and matches the invoice. We actually wait to mark POs as finished until we have matched them to the invoice. Ultimately POs end up matching shipments which should match invoices.

  • VanessaDVanessaD Moderator, Lightspeed Staff Posts: 166 moderator

    Hey @lancemuz & @myfilosophy ,


    I totally understand the frustration. As an alternative, you could always perform a PO split when these happen.


    To perform a PO split, you can do the following:

    Receive the items into retail based on what was sent to you by your vendor, as usual.


    When you're done, you'll click the Duplicate button (situated on the top-right of the page) This will duplicate the PO reference # (which we will use later to associate the information in Quickbooks) and all the items associated to the existing PO get added as well.


    Locate the original PO number and mark the PO as Finished now.


    In the Duplicated PO, you can either delete the items you've already received and leave the remainder, or leave them all and only receive the remaining items in time. This is up to you depending on how you rather keep track.


    Finally, keep doing this as you receive the items in batches until there's no items left to receive.


    In these instances you can go into the Lightspeed Accounting portal and set the Use Reference # as the PO number, which will then associate the similar reference numbers you populated and you'll be able to link them afterwards in Quickbooks.


    We understand this requires a bit more work when making POs but it will help you keep those reference numbers together while simultaneously allow for partial receiving of stocks.

    ———


    If you have any further questions Please do not hesitate to contact LightSpeed support or check out our Support Page.


    Cheers!


    Vanessa D.

    Lightspeed Retail Support

    866-932-1801 ext. 2 (Toll-Free)

    514-907-1801 ext. 2 (Montreal)

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