Please 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.

Check out our help article Purchase Orders to learn more about creating POs in Shopmonkey.

Send Purchase Orders to QuickBooks

Settings

On the QuickBooks Settings page (Settings → QuickBooks), select the Purchase Orders tab.

Use the dropdown menu to select Accounts Payable (A/P). POs will be added to this account.

Select dropdown menu to choose the accounts payable account for purchase orders

Send to QuickBooks

Quickly see whether or not a purchase order (PO) has been sent to QB in the top right corner of the PO.

Check the box in the bottom left of the PO to send to QuickBooks. Please Note: The Vendor Invoice Number must be entered in order to send the PO to QuickBooks.

Bill vs Purchase Orders

Shopmonkey sends POs to QuickBooks as Bills to save you time. Purchase orders in QuickBooks confirm that an order has been placed, but they 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 vendors, and it also can update your QuickBooks inventory.

Check out QuickBooks’ help article to learn more about purchase orders in QuickBooks.

Inventory

When POs are synced to QuickBooks, the inventory items are handled differently depending on whether you’re syncing Inventory with QuickBooks or using the Configure Accounting option.

Inventory with a QuickBooks Item Reference will show the name in the Product/Service, as well as 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.

Check out our help article Sync Inventory with QuickBooks to learn more.

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.

Please Note: 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.