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# System prepended metadata

title: How to Import Invoices With PO Numbers in QuickBooks Online | Complete Mapping Expert Guide
tags: [QuickBooks Error]

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# How to Import Invoices With PO Numbers in QuickBooks Online | Complete Mapping Expert Guide

Learn how to import invoices with PO numbers in QuickBooks Online. Step-by-step CSV mapping, file formatting rules, common errors, and expert troubleshooting for seamless invoice import.

Many businesses import hundreds of vendor or customer invoices into QuickBooks Online (QBO) using CSV files. While QBO allows importing invoices smoothly, one common issue users face is PO numbers not importing or failing to map correctly. This happens due to formatting problems, wrong column headers, missing linked purchase orders, and QBO’s strict import rules.
In this guide, you’ll learn exactly how to import invoices with PO numbers, file formatting standards, how to avoid PO-related import failures, and expert-level troubleshooting to ensure every invoice enters QBO with the correct PO reference.
![QuickBooks +1-888-463-3385](https://hackmd.io/_uploads/rJaQ2sLfZe.png)


## Why PO Numbers Fail to Import in QuickBooks Online
### 1. Incorrect CSV Column Header

QBO only reads specific header terms:

* PO No
* P.O. Number
* Purchase Order Number
* PONumber
 
If you use anything else (example: “PO#”), QBO may reject or skip it.

### 2. Purchase Order Is Not Linked to the Vendor/Customer

If the PO exists but belongs to a different vendor/customer, QBO will ignore the PO number during import.

### 3. Wrong PO Number Format

Avoid:
* Special characters (#, %, &, /)
* Text mixed with numbers
* PO numbers exceeding 25 characters
Correct format: PO-2025-1123 or 10567

### 4. Purchase Order Not Created in QBO

If the PO doesn’t exist in QBO, the invoice can import, but the PO number won’t be linked.

### 5. Invoice Template Does Not Include PO Field

Some custom forms do not display PO numbers unless enabled in:
Gear ⚙ → Custom Form Styles → Content → Header → Display “PO Number.”

### 6. Using Unsupported Import Tools

Some third-party apps fail to map PO numbers unless configured for:

* Vendor bills vs customer invoices
* Linked transactions

## How to Import Invoices With PO Numbers (Step-by-Step)

### Step 1: Format Your CSV File Correctly

Your CSV should include:

* Invoice Number 
* Invoice Date
* Customer/Vendor Name
* PO Number (correct header)
* Product/Service
* Description
* Quantity
* Rate
* Amount 
* Tax Code (optional)

### Step 2: Ensure the PO Exists in QBO

For customer invoices:
Sales → Customers → Open Customer → Transactions → Purchase Orders

For vendor bills:
Expenses → Vendors → Purchase Orders

### Step 3: Import the File

1. Go to Settings ⚙ → Import Data
2. 1. Select Invoices (or Bills)
4. Upload CSV
6. Map fields:
8. * Map PO Number column to Purchase Order No
10. Complete import


## Troubleshooting: PO Number Still Not Importing?

### ✔ Fix 1: Rename Column Header

Use a standard QBO-recognized PO header:

* PO No
* PONumber
* Purchase Order Number

### ✔ Fix 2: Remove Special Characters
Change:

* “PO#1234” → PO-1234
* “1234/25” → 1234-25

### ✔ Fix 3: Make Sure PO Belongs to the Same Customer/Vendor

If mismatched, QBO will ignore it silently.

### ✔ Fix 4: Enable PO Field on Forms

Customize templates:

Gear ⚙

Custom Form Styles

Content → Header

Turn ON PO Number

### ✔ Fix 5: Import As Bills Instead of Invoices (Vendor Transactions)

PO numbers are primarily tied to bills, not customer invoices.
If you import as an invoice, QBO may not treat it as a linked PO document.

### ✔ Fix 6: Use a Third-Party App (If QBO Import Doesn’t Support Your Case)

Recommended apps:

* Transaction Pro Importer
* Saasant
* Zed Axis
* These allow PO → Invoice matching automatically.

## Best Practices When Importing PO Numbers

* Keep PO numbers under 25 characters
* Avoid duplicate PO numbers for the same customer/vendor
* Ensure PO status is Open (not closed)
* Avoid blank PO fields in the CSV
* Map PO number to the correct invoice/bill type

## FAQs
**1. Can QBO link a purchase order automatically when importing invoices?**

Yes. If the PO exists in QBO and the CSV PO number matches exactly, QBO links it.

**2. Does QBO allow importing invoices with PO numbers for vendors?**

No—vendors use Bills, not Invoices.
To import PO numbers for vendor transactions, import Bills.

**3. What if my PO number is alphanumeric?**

QBO supports alphanumeric PO numbers, but avoid symbols like #, %, &, /.

**4. Why does QBO ignore some PO numbers?**

Most common reasons:
* Header name mismatch
* PO doesn’t exist
* Wrong vendor/customer
* Wrong import type (invoice vs bill)

## Conclusion

Importing invoices with purchase order (PO) numbers in QuickBooks Online is easy when the CSV file is formatted correctly and the PO already exists in QBO. By using proper headers, matching vendors/customers, fixing formatting issues, and mapping fields accurately, you can ensure every invoice imports with the correct PO reference. If QBO’s native import tool is limited, using an advanced tool like Transaction Pro or Saasant can fully automate PO linking.