The "QuickBooks Integration" feature in Digital Purchase Order enables seamless synchronization between your purchase orders and QuickBooks accounting software. This tutorial walks you through the process of connecting your Digital Purchase Order account with QuickBooks, ensuring accurate financial records and streamlined accounting workflows.
Welcome to Digital Purchase Order. This video introduces how to activate an automated QuickBooks Online integration with DPO. This new feature enables you to synchronize your supplier, item, and account code information seamlessly with Digital Purchase Order and transfer final approved Purchase Orders to your QuickBooks account.
To get started, go to the admin section and select the QuickBooks tab. You need to connect your existing QuickBooks Online account with Digital Purchase Order. After authorizing the new connection, DPO starts the setup process. Follow the instructions here carefully, as they contain essential information for the QuickBooks synchronization.
In the first step, please decide if you want to transfer your Purchase Orders to your QuickBooks account. By the way, you can easily transfer existing POs to your QuickBooks as well.
Since DPO is now able to connect with your QuickBooks data, choose the Item categories to import them into DPO. You can also import your supplier list in the next step.
On the next screen, you can connect to your default QuickBooks Accounts Payable. If you have more than one Accounts Payable in your system, select one from the drop-down field. Otherwise, simply press “save.” If you do not see any accounts payable on this screen, go to your QuickBooks Online account and generate a new one. Please note, QuickBooks requires an Accounts Payable selection to integrate with DPO.
Once these steps are complete, you have finished the main setup. Your item and supplier information are being transferred to DPO now. This might take a few minutes depending on the volume of your data.
As previously stated, DPO allows you to import older POs into QuickBooks. Simply insert the corresponding starting Purchase Order ID here. In addition you have the option to add a prefix to your Purchase Order numbering. You can also decide where you want DPO to save your general PO notes and DPO components information.
Before you get started with your first PO, please check that all supplier data have been imported. If complete, you can create a new Purchase Order. Once you get to the supplier field, simply start typing the initial letters of your vendor, and DPO will suggest an appropriate selection. You can do the same thing, when adding an item. Simply start typing the first letters and choose the matching result from the list.
As you can see, DPO also imports all account code information and the corresponding rate. You just need to add the quantity of items and select an expenditure type.
If you want to create a completely new item, make sure you have permission to enter an account code. QuickBooks does not accept items without any account code. If an account code is missing, a synchronization error will occur.
Once you are ready with all item information, you can finalize the Purchase Order. Please keep in mind that your Purchase Order will not be imported into QuickBooks unless the Purchase Order is final approved. Only then, DPO will automatically transfers all corresponding information to your QuickBooks account.
One last tip: If you want to monitor the synchronization process, review the synchronization log. You can find this log in the Admin QuickBooks tab by clicking on the gray button at the top.
If you have further questions, please send us an email at support@digitalpurchaseorder.com, or call us at 1.888.376 7254. We can also arrange a demo appointment--simply contact us via email, and we will schedule a call at your earliest convenience.