QuickBooks Desktop - Imported Purchase Order Workflow - NextGen

Modified on Thu, 23 Nov 2023 at 09:00 AM

Quadient AP's Purchase Order module allows you to import purchase orders from QuickBooks Desktop. The purchase order and receiving data are imported into Quadient AP from QuickBooks Desktop via SmartSync and can be matched to invoices entered into Quadient AP. To learn more about this process, please reach out to your Customer Success Manager.  


Quadient AP supports a two-way match with QuickBooks Desktop on the Classic UI. On the NextGen UI, two-way match and three-way match are both available. If you want to use a three-way match, please reach out to your Customer Success Manager to enable this workflow. 


General Overview of QuickBooks Desktop Imported Purchase Order Workflow

Two-Way Match

Purchase Order

  • For two-way match, purchase orders can be imported into Quadient AP in either Purchase Order (PO) or Pending Approval (PA) status 

  • For the purchase order approval workflow, the purchase orders will go through the Approval Channels set up in Quadient AP

  • Any updates to the purchase order in QuickBooks Desktop must be synced to Quadient AP. For the purchase order approval workflow, the purchase order does not need to be approved again for any updates 

Receiving Data

  • Receiving data is not imported for two-way match. 

Three-Way Match

Purchase Order

  • For three-way match, purchase orders can only be imported into Quadient AP in Purchase Order (PO) status 

  • Any updates to the purchase order in QuickBooks Desktop must be synced to Quadient AP.

Receiving Data

  • The receiving data can be viewed in Quadient AP from within both the purchase order and invoice modules 

  • There is no approval workflow for receiving data. Receiving data is automatically linked to the purchase order after syncing 

  • The truck icon in Quadient AP indicates there are receivings against the purchase order 

Importing Purchase Orders from QuickBooks Desktop to Quadient AP

In the SmartSync menu in settings, ensure that the PO & Receivings sync from date toggle is enabled. Set the date back as far as needed to sync in the required purchase orders. You can verify the number of purchase orders and receivings synced at the bottom of the sync log. 


Once imported, the purchase orders from QuickBooks Desktop can be differentiated from purchase orders made in Quadient AP by the Imported from ERP banner.


Matching an Imported Purchase Order to an Invoice

In the Invoice module, click on the invoice that you want to match to an imported purchase order. On the Header details, ensure that the vendor is coded to the invoice. Click on the PO dropdown to match the correct purchase order to the invoice.


Click the Adopt from Purchase Order option on the bottom left corner to open the adoption menu. The adoption process for two-way and three-way match are slightly different.


Adopting Purchase Order Lines to an Invoice

Two-way Match

In the adoption menu, you can see at a glance what lines have already been invoiced, and how much remains on the purchase order. Select the lines you want to adopt, and press Adopt Lines.


Three-way Match

Here you can see what lines have already been invoiced, what lines have been received in QuickBooks, and how much remains on the purchase order. Select the lines you want to adopt to open the Receivings menu. Select the lines agin, and press Adopt Lines.

You may notice that some lines cannot be adopted to the purchase order. This means the lines are not yet marked as received in QuickBooks, or the receivings have already been invoiced. 


Actions to take after Matching an Imported Purchase Order to an Invoice

After matching the purchase order to the invoice, the purchase order lines are now visible in the line-item field. Use the Add Lines button to add additional lines that are not included on the purchase order, if needed.


Additional information

  • When you delete receivings in QuickBooks Desktop, the data will sync back and remove the receivings information in Quadient AP. If you already have an invoice matched to the purchase order and using the receivings, you must reset the invoice and un-match the purchase order before deleting the receivings  
  • Purchase Orders in QuickBooks Desktop can have multiple receipts. QuickBooks requires a 1:1 receiving to invoice match. This means multiple invoices can be matched to a purchase order, so long as each invoice has its own receipt  
  • Multiple receivings cannot be adopted on to one invoice, nor can one receiving be adopted across multiple purchase orders   

If you have any questions or would like to enable one of these workflows for your company, please reach out to your Customer Success Manager.  

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