Home > SIX 2013 Documentation > User Guide > QuickBooks > QuickBooks Purchase Order > Create QuickBooks Purchase Order

Create QuickBooks Purchase Order

Steps

Open Create Purchase Order Form

 

  1. Open QuickBooks and login to your company (.QBW) file. This is not required but speed is greatly improved when QuickBooks is open.
  2. Open the Project Editor for the Project that contains equipment for which you want to create a Purchase Order in QuickBooks.
  3. Select the products you want to add to the Purchase Order. You can use the Quick Filter button to find filter down to a particular Manufacturer, for example.

 

File:SIX_Guide/011_QuickBooks_Integration/004_QuickBooks_Purchase_Order/Create_QuickBooks_Purchase_Order/quick_filter_button.jpg

 

  1. Click the QuickBooks tab then click the Create button in the Purchase Order section of the ribbon. You can choose to create a Purchase Order for just the selected Items in your grid or you can choose all Items in the Project (probably not likely with a PO, hence step 3).

 

File:SIX_Guide/011_QuickBooks_Integration/004_QuickBooks_Purchase_Order/Create_QuickBooks_Purchase_Order/create_purchase_order_button.jpg

 

 

The Create Purchase Order form will open.

 

create purchase order form.jpg

Add to Existing Purchase Order

 

Instead of step 4 above, you could choose to add the selected Items to an existing Purchase Order in QuickBooks:

 

File:SIX_Guide/011_QuickBooks_Integration/004_QuickBooks_Purchase_Order/Create_QuickBooks_Purchase_Order/add_to_existing_purchase_order.jpg

 

This will open a form prompting you select an existing QuickBooks Purchase Order:

 

File:SIX_Guide/011_QuickBooks_Integration/004_QuickBooks_Purchase_Order/Create_QuickBooks_Purchase_Order/select_purchase_order_form.jpg

 

Once selected, this form will open allowing you to transfer the items over to an existing PO:

 

File:SIX_Guide/011_QuickBooks_Integration/004_QuickBooks_Purchase_Order/Create_QuickBooks_Purchase_Order/add_to_existing_purchase_order_form.jpg

Select/Create Vendor

 

  1. Use the dropdown menu to select an existing Vendor from your QuickBooks Vendor List, or click the [New] button in the Vendor section of the ribbon:

 

File:SIX_Guide/011_QuickBooks_Integration/004_QuickBooks_Purchase_Order/Create_QuickBooks_Purchase_Order/assign_vendor.jpg

New Vendor

 

If the Vendor you wish to use does not exist in QuickBooks, you can create them over in QuickBooks via the [New] button in the Vendor section of the Ribbon:

 

File:SIX_Guide/011_QuickBooks_Integration/004_QuickBooks_Purchase_Order/Create_QuickBooks_Purchase_Order/new_vendor_button.jpg

 

This will open the Add QuickBooks Vendor form. Fill this out and click [OK]:

 

File:SIX_Guide/011_QuickBooks_Integration/004_QuickBooks_Purchase_Order/Create_QuickBooks_Purchase_Order/add_quickbooks_vendor_form.jpg

 

The "Additional Info" tab has QuickBooks drop downs that you can set if desired:

Enter Shipping Address

 

  1. The shipping address fields are pre-populated with your company's address based on your Company Information. You can manually override this address or you can use the dropdown to select an existing Customer:Job from QuickBooks to populate these fields.

 

File:SIX_Guide/011_QuickBooks_Integration/004_QuickBooks_Purchase_Order/Create_QuickBooks_Purchase_Order/shipping_address.jpg

Assign QuickBooks Item Numbers

 

  1. If there are any Items in the Purchase Order that are not assigned to QuickBooks Items, you must do this before the PO will transfer to QuickBooks. If you click the [Create Purchase Order] button prior to doing this, you will be prompted to create new QuickBooks Items, which is exactly what the [Create] button (see below) does.

Remarks

 

Your QuickBooks Settings determine how your QuickBooks Items will be created.

Map Button

 

File:SIX_Guide/011_QuickBooks_Integration/004_QuickBooks_Purchase_Order/Create_QuickBooks_Purchase_Order/map_button.jpg
 
 
If you wish to map SIX Items to existing QuickBooks Items, you can do this individually for each Item. See here for Tutorial.

Create Button

 

File:SIX_Guide/011_QuickBooks_Integration/004_QuickBooks_Purchase_Order/Create_QuickBooks_Purchase_Order/create_button.jpg

 

If you want to create new QuickBooks Items directly from the SIX Items, click the [Create] button. A form will open with all unassigned Items on the left hand side.

 

create quickbooks item form.jpg

 

Choose your Item Type, Vendor, Accounts, etc and then click [Create]. Repeat for all Items in the list. The form will close when everything has been assigned. Click here for Tutorial.

Verify the Purchase Order and Create

 

  1. Verify that the information is correct on the Create Estimate form and then click the [Create Estimate] button:

 

File:SIX_Guide/011_QuickBooks_Integration/004_QuickBooks_Purchase_Order/Create_QuickBooks_Purchase_Order/create_purchase_order_button_II.jpg

Additional

 

Once a Purchase Order has been transferred to QuickBooks, the following fields will be populated for the Items within the Project: Order Status, Order Number, and Ordered Date.

 

File:SIX_Guide/011_QuickBooks_Integration/004_QuickBooks_Purchase_Order/Create_QuickBooks_Purchase_Order/order_fields.jpg

 

The Order Status that gets populated is determined by your QuickBooks Settings.

Last modified
16:46, 23 Jan 2015

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