I need to cancel a purchase order but still want to be able to view it, so not delete it.

The vendor has changed their product, so I want to be able to see the history of what was on order, but I will not be receiving it from them any more.  How can I keep the purchase order, but not have it showing as outstanding because it will never be filled.


Hi lisasinclairsewi,

That's a great question! Being able to keep track of the transaction can be useful for your business, even if it's simply for your own knowledge. There are a couple of options for how to take care of the purchase order that won't be filled.

The first is to Mark As Closed. This closes out the order without and will show 0 quantity received on the form. By doing this, it'll also still show up in your vendor's transaction list, giving you easy access to the record. The button to mark the purchase order as closed is in the Main tab toolbar when you have the purchase order transaction window open.

The other option is to Delete the purchase order. Although you'll no longer be able to see it in a transaction list or in the purchase orders window, you can still see the order by using the Audit Trail report. It'll show the transaction and that it's been deleted. To see the items that were a part of the transaction, simply click Customize Report at the top left of the report window and check Item on the list of columns you'd like to appear.

Give one of those a try and let me know how it goes. I'll be here if you need anything else.

Was this answer helpful? Yes No
IntuitLauraB , Community Support Specialist
Employee SuperUser

No answers have been posted

More Actions

People come to QuickBooks Learn & Support for help and answers—we want to let them know that we're here to listen and share our knowledge. We do that with the style and format of our responses. Here are five guidelines:

  1. Keep it conversational. When answering questions, write like you speak. Imagine you're explaining something to a trusted friend, using simple, everyday language. Avoid jargon and technical terms when possible. When no other word will do, explain technical terms in plain English.
  2. Be clear and state the answer right up front. Ask yourself what specific information the person really needs and then provide it. Stick to the topic and avoid unnecessary details. Break information down into a numbered or bulleted list and highlight the most important details in bold.
  3. Be concise. Aim for no more than two short sentences in a paragraph, and try to keep paragraphs to two lines. A wall of text can look intimidating and many won't read it, so break it up. It's okay to link to other resources for more details, but avoid giving answers that contain little more than a link.
  4. Be a good listener. When people post very general questions, take a second to try to understand what they're really looking for. Then, provide a response that guides them to the best possible outcome.
  5. Be encouraging and positive. Look for ways to eliminate uncertainty by anticipating people's concerns. Make it apparent that we really like helping them achieve positive outcomes.

Select a file to attach:

Qb community
Looking for advice from other business owners?

Visit our QuickBooks Community site.