Purchase order number not being carried over when Convert to Bill

Question

I'm wanting to change our business over from using paper PO's to digital one's through MYOB.&nbsp; The idea will be that multiple employees will be able to create a PO and then the accounts department will convert them to bills.&nbsp; Currently when we go to convert a PO to a Bill the purchase order number gets lost and MYOB generates it's own number.&nbsp; Carrying these PO numbers through to bills is essential to our business as we need it for annual audits and internal costings.&nbsp; The accounts department only use MYOB business and we haven't been able to find anywhere in the program to change the PO settings. Where can we change the settings so we can maintain the same PO number when we convert the PO to a bill.

bgmh · Answer

Hi Shiela,Thanks for your reply. My question isn't about the PO number not carrying over to bill — I can see why that might be a requirement for some.What I asked was how to retrieve the purchase number of a PO after that PO has been converted to a bill—just like you can track a quote that became an invoice, it's sometimes vital that you can confirm which PO became which bill.A purchase order continues to exist in the database after being converted into a bill because recreating the purchase order with the original no. warns of duplication. But I can't find a way of surfacing that original PO in the web version.I'm hoping it's possible.

princess_r · Answer

Hi Leashy79,
&nbsp;
Absolutely agree! It's crucial to keep the same purchase order (PO) number when converting to a bill, especially for audits and cost tracking. At the moment, this handy feature of automatically retaining the PO number is only available in the AccountRight desktop version.&nbsp;
&nbsp;
In MYOB Business, though, it takes a different approach—it grabs the last generated purchase transaction number and automatically assigns the next in the sequence. To keep the PO number accurate for your records, you’ll need to manually adjust the bill number back to the PO number.
&nbsp;
If this is something you'd love to see in the future, I'd recommend popping onto the Ideas exchange board and share this a feature suggestion.
&nbsp;
Cheers,
Princess

bgmh · Answer

Given this issue, how does one retrieve the original purchase number (from a PO) once the purchase has been converted to a bill? It seems to just vanish. Surely not...?

shella_a · Answer

Hi BGMH,
&nbsp;
The original purchase order (PO) number doesn’t carry through automatically when you convert a purchase to a bill. If you want to hold onto that original PO number, you’ll need to manually enter it when you’re converting the purchase. This can only access within AccountRight not when using the browser version. You can refer to the help article that Princess_R previously provided for more info. Bit of a manual job, but that’s how it works!
&nbsp;
&nbsp;
Regards,
Shella

leashy79 · Answer

I'd actually like to know the answer to BGMH's question also.&nbsp; Once a purchase order has become a bill how do we find details of the original purchase order?&nbsp; In the history of the bill there's nothing there to say that it came from a PO apart from the PO number (which can be changed manually).&nbsp; How does this stand up in auditing?&nbsp; How will an auditor trace purchases back to a PO?&nbsp; How can an owner search through PO's to check what it was originally for?&nbsp;&nbsp;

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Purchase order number not being carried over when Convert to Bill

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