QuickBooks Desktop - Imported Purchase Order Workflow

QAP supports importing purchase orders from QuickBooks Desktop®. Purchase orders can be matched to invoices using two-way or three-way matching. No additional ERP system configuration is required to import purchase orders. Two-way matching has the following parameters:

• Purchase orders are imported in Purchase Order (PO) status by default. To enable importing purchase orders in Pending Approval (PA) status, talk to your Customer Success Manager.
• Purchase orders imported in PA status will go through the approval process in QAP. If no approval channels match the purchase orders, they will not import, and the sync will fail.
• Any updates to the purchase orders must be synced to QAP. For the purchase order approval workflow, the purchase order does not need to be approved again for any updates.

Three-way matching has the following parameters: 

• Purchase orders are imported in Purchase Order (PO) only.
• Receiving data can be viewed in QAP from the purchase order and invoice module. There is no approval workflow for receiving data. Receiving data is automatically linked to the purchase order after syncing.
• Receivings deleted in QuickBooks Desktop® will be deleted in QAP when you run a sync. If the purchase order and receivings are already matched to an invoice, you must reset the invoice and remove the purchase order match before deleting the receivings.
• QuickBooks Desktop® requires a one-to-one receiving to invoice match. This means multiple invoices can be matched to a purchase order, so long as each invoice has its own receipt.

Instructions for matching purchase orders to invoices can be found here. QAP follows QuickBooks Desktop®'s rules for matching purchase orders and invoices. The instructional video below demonstrates how to import and match purchase orders from QuickBooks Desktop® to invoices in QAP.