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.
You can also create QuickBooks purchase orders in the Purchase Order Explorer. The advantage of this is that the purchase orders created there utilize the Unit of Measure field for products.
1/ Open QuickBooks and log in to your QuickBooks company file (.QBW). This is not required, but opening QuickBooks greatly improves speed.
2/ Open the Project Editor for the project that contains the 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 filters down to a particular manufacturer, for example.
4/ Click the QuickBooks tab, then click the Create button in the Purchase Order section of the ribbon.
You can create a purchase order for just the selected items in your grid or choose all items in the project. You would probably not use the All option for a PO, hence step 3.
The Create Purchase Order form will open.
Specify Vendor
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.
Click New, and this will open the Add QuickBooks Vendor form.
The "Additional Info" tab has QuickBooks dropdowns you can set if desired. Fill this out and click OK.
Enter Shipping Address
The shipping address fields are pre-populated with your company's address based on your Company Information settings. You can manually override this address or 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 any items in the Purchase Order are not assigned to QuickBooks items, you must do this before transferring the purchase order to QuickBooks.
If you click the Create Purchase Order button before doing this, you will be prompted to create new QuickBooks items for all necessary items.
If you would rather map the items to existing QuickBooks items, click the Map button.
5/ 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 or map all items before pushing the purchase order to QuickBooks.
This will open a form listing all of the items to create in QuickBooks.
6/ 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 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.
7/ Once all Items have been created, the purchase order will transfer to QuickBooks.
8/ You'll then be prompted to save the project.
Add to Existing Purchase Order
You can add items to an existing QuickBooks purchase order rather than creating a new one. This is useful when you want to place an order with the same vendor for items in multiple projects.
This will open a form prompting you to 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 before exporting to QuickBooks.
This is not required, but it will continue transferring this information to the purchase order in QuickBooks so you can differentiate which products are for which Client:Project in SI.
When ready, click the Add to Purchase Order button to send this to QuickBooks.
Check Order Status
After pushing 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.
Check Inventory
Before exporting the purchase order to QuickBooks, you can check the QuickBooks inventory numbers for the items, assuming you are using Inventory items in QuickBooks.
This will open a form that displays the Quantity on Hand, Quantity on POs, and Quantity on SOs in QuickBooks.
If you use "Advanced Inventory" in QuickBooks Enterprise, you will see an additional column for Site Inventory. This column has a link to display the details of the inventory "Sites" and "Bins."
Clear
The Clear button lets you remove existing purchase order numbers from an SI project. This is useful if you wish to modify the project and transfer a new purchase order to QuickBooks.
A form will open where you select the purchase order(s) you wish to clear and click the Clear button.
You will then be prompted whether or not to delete the purchase order(s) from QuickBooks as well.
Once a purchase order has been transferred to QuickBooks, the following fields for the items within the project will be populated: Order Status, Order Number, and Ordered Date. The Order status that gets populated is determined by your QuickBooks settings.