You can create QuickBooks Purchase Orders directly from SI Projects. If you are not a QuickBooks user, you can create Purchase Orders directly in SI.
Note: You can also create QuickBooks Purchase Orders in the Purchase Order Explorer. The advantage to doing this is that the QuickBooks Purchase Orders created there utilize the Unit of Measure field for Products.
The Create Purchase Order form will open.
This will open the Add QuickBooks Vendor form. The "Additional Info" tab has QuickBooks drop downs that you can set if desired. Fill this out and click OK.
Your QuickBooks Settings determine how your QuickBooks Items will be created.
If there are any Items in the Purchase Order that are not assigned to QuickBooks Items, you must do this before the Purchase Order 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 for all of the necessary Items. If you would rather map the Items to existing QuickBooks Items, click the Map button.
If not all Items have been assigned QuickBooks Item numbers, you will get the following prompt. You must create/map all Items prior to pushing the Purchase Order to QuickBooks.
This will open a form that will list all of the Items to create in QuickBooks:
Aside from the Accounting Item Number that will be created in QuickBooks (based on your QuickBooks Settings), the SI fields that transfer to QuickBooks are: Vendor, Tax Code (taxable or non-taxable), Short Description, Long Description, and Item Number.
SI Fields | QuickBooks Field |
---|---|
Vendor | Preferred Vendor |
Tax Code | Tax Code |
Short Description |
Purchase Description |
Long Description | Sales Description |
Item Number | Manufacturer's Part Number |
*Custom Fields (any) | *Custom Fields (1-5) |
*Custom Fields in SI can be mapped to any of the five available Custom Fields in QuickBooks. Click here for details.
You also have the option of adding any items to an existing QuickBooks Purchase Order vs. creating a new QuickBooks Purchase Order. This is useful when you want to place an order to the same Vendor for Items in multiple Projects.
This will open a form prompting you select an existing QuickBooks Purchase Order:
The following form will open:
If the Customer:Job already exists in QuickBooks, that column will be pre-populated. If they are not, you can create a New Customer or New Job in QuickBooks, and then Assign that Customer:Job to the Items prior to exporting to QuickBooks.
This is not required but it will keep transfer this information to the Purchase Order in QuickBooks so you can differentiate which products are for what Client:Project in SI.
When ready, click the Add to Purchase Order button to send this to QuickBooks:
At any time after you've pushed a Purchase Order to QuickBooks. You can select items in the Project and click Create->Order Status. This will open a form that will display the Ordered Qty and the Received Qty based on the data in QuickBooks.
Prior to exporting the Purchase Order to QuickBooks, you can check the QuickBooks inventory numbers for the items, assuming that you are using Inventory items in QuickBooks. This will open a form that will display the Qty on Hand, Qty on POs, and Qty on SOs in QuickBooks:
If you are using "Advanced Inventory" in QuickBooks Enterprise you will see an additional column for Site Inventory that will have a link to display the details of the inventory "Sites" and "Bins":
The Clear button will allow you to clear existing Purchase Order numbers from a SI project. You may want to do this if you wish to modify the Project and then push over a new Purchase Order to QuickBooks.
A form will open where you will select the Purchase Order(s) you wish to clear and click the Clear button: You will then be prompted whether to delete the Purchase Order(s) from QuickBooks as well:
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. The Order Status that gets populated is determined by your QuickBooks Settings.