With Shopmonkey’s integration, you can send purchase orders over as Bills to QuickBooks, saving time and keeping your books up-to-date.
Note: Shopmonkey integrates with QuickBooks Online Simple Start, Essentials, Plus, and Advanced plans, but purchase order syncing is not supported for QuickBooks Online Simple Start and Essentials plans.
Before sending purchase orders to QuickBooks, make sure your settings are correct. From Settings > Quickbooks: Configure Accounting, use the dropdown in the purchase orders section to set the Accounts Payable Account.
Send to QuickBooks
To send a purchase order to QuickBooks open the PO and check the box to Send to QuickBooks, then click Save.
A message will appear confirming that the PO will be sent to QuickBooks and letting you know it will be set as a Bill. Click Send to complete the sync.
Bill vs PO
Shopmonkey sends purchase orders to QuickBooks as Bills to save you time. Purchase orders in QuickBooks just confirm an order has been placed but are not ‘posting’ so they don’t affect accounting or inventory. Converting a PO to a Bill in QuickBooks allows you to keep track of what you owe your vendor and also can update your QuickBooks inventory. That’s why you can track your order status in Shopmonkey with a purchase order and sync it over to QuickBooks as a Bill for accounting and inventory tracking. For more information on purchase orders in QuickBooks check out their description.
When POs are synced to QuickBooks, the inventory items are handled differently depending on if you’re syncing Inventory with QuickBooks or using the Configure Accounting option.
Inventory with a QuickBooks Item Reference will show the name in Product/Service and in the Description of the item.
Inventory using the Configure Accounting options will show the Shopmonkey Mapping (e.g. Shopmonkey Part, Shopmonkey Labor) in the Product/Service. The description will show the name of the part in Shopmonkey.
For more information about syncing inventory with QuickBooks check out our help article.
Editing POs in QuickBooks
Once you have synced a PO from Shopmonkey and created a bill in QuickBooks, you'll be able to make any changes you need directly in QuickBooks. If you sync your PO from Shopmonkey again, it will override any changes made in QuickBooks. This includes any changes made around taxability. It's recommended to sync a PO from Shopmonkey to QuickBooks once and then make any changes in QuickBooks to prevent any important information from being replaced.
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