Convert a purchase order to a bill in Reckon One

Learn how to convert a purchase order to a bill in Reckon One, so you can easily track orders through from creation to when a supplier requests payment.

Before you start

You’ll need to enable purchase orders in your book first.

How it works

You can convert a whole purchase order to a bill, or if you're receiving partial deliveries of an order, you can convert only for the items you've received by adjusting the items or item quantities in the bill.

Once a bill is linked to one or more purchase orders, any changes you make and save to the bill will also update those purchase orders. If you make changes to a linked bill, you’ll be asked to confirm you want to update the linked purchase order(s) before saving.

When you convert a purchase order or part of a purchase order to a bill, the purchase order is marked as Billed or Partially Billed, and item quantities billed are considered received for inventory purposes.

Convert a purchase order to a bill

To convert a purchase order to a bill:

1. In the Day to day menu (Money out section), select Purchase orders.
2. Click the more Actions menu (3 dots) next to the purchase order you’d like to convert, then select Convert to bill.

Alternatively, open the purchase order and click Convert to bill, in the top right of the screen.

This opens a new bill in Draft status, with the supplier and line items already filled in from the purchase order. Once you save this bill, the Purchase order status will update to either Billed (if you converted the whole order) or Partially billed (if you converted part of the order).

Convert part of an order

To convert only part of the order (for example, in the case of partial deliveries), simply remove the unwanted rows or edit the quantities within rows so that the bill reflects only what you've received. The remaining items will stay open on the PO, and the PO will move to Partially billed status once the bill is saved.

When you receive more of the order, follow the same process to convert the PO to a bill, and repeat until the order is fully billed.

If part of a PO will never be invoiced (for example, an item was out of stock and won't be delivered), you can close the purchase order or individual lines on the purchase order.

Add open purchase orders to a bill (Ultimate)

If you're on the Ultimate plan, you can also work the other way around — start from a new bill and pull in any open purchase orders for that supplier:

1. Create a new bill and select the supplier.
2. If that supplier has unbilled or partially billed purchase orders, a message will appear telling you that the supplier has purchase orders ready to be billed.
3. Select Review and add to bill.
4. Tick the purchase orders you want to include, then select Add to bill.

Unlink a bill from a purchase order

To unlink a bill from a purchase order, you can either:

• Delete the bill in it's entirety
• Remove relevant rows from the bill (if one bill is linked to more than one purchase order on a Reckon Ultimate plan)

Unlinking a bill from a purchase order allows you to edit the purchase order.

Read more

• Learn how to manually mark a purchase order as closed