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S
SunsoraLLC
May 21, 2026
Question

Purchase order items with item receipt and bill details

  • May 21, 2026
  • 1 reply
  • 43 views

We are having data entry errors that are causing reporting errors and keeping some of our POs open and other unable to be applied against.

 

We have also run into where we have open items greater than the open balance on the transaction history report,

 

This needs to be reconciled. I am new to Quickbooks and having a hard time getting a report built. I have been on with support for a total of 3 hours. Failed at using Claude to help build a report using Advanced Reporting. Claude gave up.

 

I need to build a report that shows line items by PO and details each Item Receipts/Bill applied against the line. The report must have all of the details: Customer name (Filter),Item, Item description, vendor name, PO Number(Number), Qty, U/M, Rate, Ext Price, Item Receipt/Invoice number, qty, rate, extended price.

 

This way I can get the open items to tie to the transaction history data.

 

Any assistance is greatly appreciated.

1 reply

J
Jovelyn_MQuickBooks Team
QuickBooks Team
May 21, 2026

I completely understand your frustration. To see all of the line-item details by PO and details for the applied Item Receipts/Bills. We can pull the Open Purchase Orders Detail and do a PO Matching Report. Go to Reports, click Purchases, then select Open Purchase Orders Detail. Click Customize Report at the top left.

 

On the Display tab, check the boxes for the exact columns you asked for: Item, Description, Num (PO #), Qty, U/M, Rate, Amount and Type(this brings in the matching Bill/Receipt details).

 

After that, go to the Filters tab, search for Customer, and select your specific Customer name filter. Search for Received Stat set it to Yes (so you can see both open and closed portions to find the errors). Click OK.

 

The reason your open items are greater than the open balance is a classic QuickBooks quirk: someone likely entered a Bill or Item Receipt manually instead of using the Receive against PO button. QuickBooks doesn't know they match, leaving the PO open and creating a data mismatch.

 

If a single standard report cannot display all PO lines, item receipts, and linked bills with the exact line-level details you requested. You will need to use the Custom Transaction Detail Report and export it to Excel to match and build the complete lineage.

 

Please don't hesitate to leave a post below if you still need further assistance.

S
SunsoraLLCAuthor
May 21, 2026

We are in Quickbooks Enterprise Solutions 24.0 and this option is not available. Is there another way? 

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