Home > SI 2016 Documentation > User Guide > QuickBooks > QuickBooks Purchase Orders

QuickBooks Purchase Orders

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You can create QuickBooks Purchase Orders directly from SI 2016 Projects. This saves you time by not having to manually create Purchase Orders over in QuickBooks and allows you to take advantage of all the great filtering in SI 2016. If you are not a QuickBooks user, you can create Purchase Orders directly in SI 2016.


Note: You can also create QuickBooks Purchase Orders in the Purchase Order Explorer. The only difference is that the QuickBooks Purchase Orders created there utilize the Unit of Measure field for Products.


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.


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You can use [Shift], [Ctrl] on your keyboard, or use [Ctrl] + [A] to select all the Items.


  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. You would probably not likely use the All option for a PO, hence step 3.





The Create Purchase Order form will open.





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:



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:




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




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.



Assign QuickBooks Item Numbers


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


If there are any Items in the Estimate that are not assigned to QuickBooks Items, you must do this before the Estimate will transfer to QuickBooks. If you click the [Create Estimate] 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. Click here for details.


  1. Click the [Create Purchase Order] 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 Estimate to QuickBooks.


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This will open a form that will list all of the Items to create in QuickBooks:




  1. 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.




Aside from the Accounting Item Number that will be created in QuickBooks (based on your QuickBooks Settings), the SI 2016 fields that transfer to QuickBooks are: Vendor, Tax Code (taxable or non-taxable), Short Description, Long Description, and Item Number.


SI 2016 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 2016 can be mapped to any of the five available Custom Fields in QuickBooks. Click here for details.





  1. Once all Items have been created, the Purchase Order will transfer to QuickBooks.


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  1. You'll then be prompted to save the project. You should do this.


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Add to Existing Purchase Order


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:


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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 whose products are whose. In the example shown below, a QuickBooks Purchase Order is shown with items for two different Customer:Jobs:





When ready, click the [Add to Purchase Order] button to send this to QuickBooks:


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Check Order Status


At any time after you've pushed a Purchase Order to QuickBooks. You can select items in the Project and click the [Order Status] button on the QuickBooks tab:


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This will open a form that will display the Ordered Qty and the Received Qty based on the data in QuickBooks:




Check Inventory


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. Select the items you wish to check the inventory for and 




This will open a form that will display the Qty on Hand, Qty on POs, and Qty on SOs in QuickBooks:




Then you can decide how many you really need to order prior to exporting to QuickBooks.



The [Clear] button will allow you to clear existing Purchase Order numbers from a SI 2016 project. You may want to do this if you wish to modify the Project and then push over a new Purchase Order to QuickBooks.


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Select the Purchase Order(s) you wish to clear and click the [Clear] button:


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You will then be prompted whether to delete the Estimate(s) from QuickBooks as well:


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Project Fields Affected


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.

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