Push Purchase Orders to Quickbooks Online

Vinosmith can push Purchase Orders to Quickbooks Online.

Please note: contact Vinosmith Support for help with this specific integration.

Additionally, this integration only supports the creation of a Quickbooks Purchase Order and, optionally, a Bill. If you make fundamental changes to a Purchase Order after it has been pushed to Quickbook,s you will need to make the change in Quickbooks. In other words, updating a Quickbooks Purchase Order from an updated Vinosmith Purchase Order is not supported.

Step 1: Contact Vinosmith Support to Request this Integration

Vinosmith will need to perform some development to enable this integration specifically for your organization, and they will follow up with the required questions to complete this task.

Step 2: When Integration Is Ready, you will be notified

Once this integration is ready, you will be notified and invited to make final configuration choices. In Vinosmith, navigate to your Administrative panel and click on Quickbooks Online > Settings.

Relevant settings to note:

Accounts Payable Account: Which chart of account should be specified for the purchase order transaction? Most likely this would be an account such as "Accounts Payable (A/P)."

Category Account: which chart of accounts should be sent to Quickbooks as a Category line item? If specified, a Category line item will be specified at $0. 

Vendor Handling: All Quickbooks Purchase Orders must be linked to a Vendor. Vinosmith can import your existing vendors, or you can create them entirely in Vinosmith or use a combination of both.

Manage Vendors

While not required, it is recommended that a Vendor be assigned to a PO. The Vendor is the source of the product (perhaps not physically per se) but represents the Accounts Payable entity from which you are purchasing the product.

To manage your list of Vendors, navigate to the Wines tab and click on Manage > Vendors in the left navigation. Proceed to add/edit Vendors as necessary. If you have enabled the QuickBooks Online integration, you can also push these to QB. The QuickBooks vendor must also exist if you use the Create Bill feature.

Purchase Order Template

Admins can create multiple Purchase order templates. We suggest you create at least one template. To learn how to create a PO template, please review this article. 

How to Push Purchase Orders to Quickbooks Online

• Create the Vinosmith Purchase Order with the desired attributes.
• You must select a Vendor in the Remit To / Vendor section.
• When the Purchase Order is sent to Quickbooks, the following addressing behavior is used:
  • Vendor Address: will be pulled from all the Ship To fields
  • Shipping Address: will be pulled from all the Pick Up fields.
• Once you have created the Vinosmith Purchase Order and are ready to push it to QuickBooks, navigate to the Purchase Order details and click the link to Export to QuickBooks Online in the left panel.
• On the next screen, if the PO cannot be pushed to Quickbooks due to missing requirements, you will be notified and need to resolve the issue(s).
• If the PO is valid, click on the button to start the export. The export will happen in real time, and you will be notified whether it was successful or not.

How to close the Purchase Order and optionally create a Quickbooks Bill

Once you are ready to receive the Purchase Order, navigate to the PO details, and on the left, click the Start Receipt button.

You will be taken to a screen presenting you with further options.

Inventory Transfer: should inventory be manipulated during the receipt of this PO? Most likely you will want to choose With Inventory Transfer.

Quickbooks Online Operation: Choose whether you want to create a Bill or not. In both cases, the Quickbooks Purchase Order will be closed. Optionally, you can choose to have no relationship to the Quickbooks Purchase Order, in which case you are responsible for handling that Quickbooks Purchase Order manually.

To create a bill after pushing the PO to QBO