Sync purchase orders to QuickBooks Online
Overview
Find out how to synchronize billed purchase orders with QuickBooks Online, and how to upload unbilled purchase orders as QuickBooks Online purchase orders.
Purchase orders must be synced to QuickBooks Online once they’ve been billed.
When you sync a purchase order, a matching bill is created in your QuickBooks Online general ledger. The matching bill is given a unique reference. That reference, shown in the Reference column on the Purchases > Supplier Invoices tab of your QuickBooks Online integration dashboard, is a combination of (a) the supplier’s invoice number and (b) the purchase order’s reference.
Note that, if the reference on the dashboard exceeds 21 characters, it will be truncated to 21 characters in QuickBooks Online.
You can only sync a purchase order with
an Invoice Date,
a Supplier Inv No, and
a contact linked to QuickBooks Online.
Additionally, on the Admin page of the purchase order, its Accounting Status must be set to Not Imported Yet Or Reset For Re-import, although all purchase orders meet this condition by default; once the purchase order has been synced, its Accounting Status gets set to Imported.
Alternatively, before a purchase order has been billed, you can upload it as a QuickBooks Online purchase order. The matching purchase order will also be given a unique reference, shown in Reference column on the Purchases > Purchase Orders tab of your QuickBooks Online integration dashboard, and which will be truncated in QuickBooks Online if it exceeds 21 characters.
Note that, if you upload a purchase order to QuickBooks Online as a purchase order, you can’t then sync the billed purchase order. Instead you must manually create the bill and add the purchase order.
Sync purchase orders (with bills)
Log in to Cin7 Omni.
From the Accounting menu in the navigation, open your QuickBooks Online integration.
Link new contacts (if any) to QuickBooks Online (see here to link contacts to QuickBooks Online).
Open the Purchases > Supplier Invoices tab.
-
In the right-hand column of checkboxes, either
select the purchase order(s) to sync, or
to select all supplier invoices (and other listed transactions), select the checkbox in the header.
Select Upload Selected (or Upload All).
You’ll receive a notification if any purchase order fails to sync. Find and fix the purchase order on the Errors > Supplier Invoices tab and then re-sync it.
Upload purchase orders (as purchase orders)
To upload a purchase order as a QuickBooks Online purchase order, you must have set Upload Cin7 Purchase Orders as QuickBooks Purchase Orders to Yes in your QuickBooks Online integration settings. The purchase order’s Invoice Date, Invoice Number, and Dispatch Date must be empty, too (that is, it must be unbilled).
Keep in mind that you won’t be able to re-sync the purchase order to QuickBooks Online once it’s billed. Instead you must manually create the bill and add the purchase order.
Log in to Cin7 Omni.
From the Accounting menu in the navigation, open your QuickBooks Online integration.
Link new contacts (if any) to QuickBooks Online (see here to link contacts to QuickBooks Online).
Open the Purchases > Purchase Orders tab.
-
In the right-hand column of checkboxes, either
select the purchase order(s) to upload, or
to select all purchase orders (and other listed transactions), select the checkbox in the header.
Select Upload Selected (or Upload All).
You’ll receive a notification if any purchase order fails to upload. Find and fix the purchase order on the Errors > Purchase Orders tab and then re-upload it.