Sync a Purchase Order to QuickBooks Online as a Bill

Flourish sends an inbound purchase order to QuickBooks Online (QBO) as a bill. Each item on the purchase order becomes a bill line, and QuickBooks posts that line to an account based on the item's type and your sync settings.

Use this article to sync a purchase order, understand which QuickBooks account each bill line posts to, and fix the most common sync problems.

Prerequisites

The QuickBooks Online integration is active.
The facility is not excluded from QBO syncing. Excluded facilities cannot sync inbound orders. See QuickBooks Online Sync Settings.
Every item on the purchase order is synced to QuickBooks. See Configuring Items for QuickBooks Online Sync.
The vendor on the purchase order is synced to QuickBooks. [VERIFY: does a bill sync require the vendor to be synced first, or does Flourish create it? If a vendor does not match, what happens?]

Sync a purchase order

Go to Inbound.
Click the QuickBooks sync icon next to the PO # you want to sync.
Click Yes to confirm the sync.

You can also sync from the order itself:

Click the PO # you want to sync.
If all items are already synced to QuickBooks Online, click Sync to QuickBooks.
Click Yes to confirm the sync.

If the purchase order still has external items, sync them first, or create them as new items if you want to change the item name or cost. See Integration: QuickBooks Online for item sync steps.

Tip: To sync purchase orders automatically, turn on the Purchase Orders settings on the Settings tab of the QuickBooks integration. See QuickBooks Online Sync Settings. [VERIFY: exact labels of the Purchase Orders toggles] [VERIFY: recommended order for manual syncing, for example create the PO, receive goods, adjust prices, sync to QuickBooks, then close the PO]

Which account each bill line posts to

QuickBooks posts each bill line to the item's purchase account. Flourish sends purchase information only for items marked Purchasable.

Item type	Bill line posts to
Non-Inventory or Service	The item's Expense Account.
Non-Inventory, with the Non-Inventory Item Purchases setting on	The item's Inventory Asset Account. The bill adds to inventory instead of posting to expense.
Inventory	The item's Inventory Asset Account. Bills increase the value QuickBooks holds for the item.

Changing the setting: Turning Non-Inventory Item Purchases on or off does not change bills already in QuickBooks. They keep the account they were posted to. Items update the next time they sync. See QuickBooks Online Sync Settings.

Troubleshooting

If you see	Do this
The purchase order has external items, or an item is not synced	Sync the item to QuickBooks first, or create it as a new item. Then sync the purchase order again.
An item will not sync because an account is missing	Open the item and set the required accounts in the Financial Reporting section. Flourish matches accounts by full name, for example Inventory:Raw Materials. With the Non-Inventory Item Purchases setting on, a purchasable Non-Inventory item needs an Inventory Asset Account. Flourish does not fall back to the Expense Account.
An error about a back-dated purchase order	The purchase order date is earlier than the item's initiated date in QuickBooks. Edit the item in QuickBooks to a date earlier than the purchase order date, then sync again.
The sync icons do not appear	The facility may be excluded from QBO syncing. Check Exclude facilities from QBO syncing on the Settings tab.

Prerequisites

Sync a purchase order

Which account each bill line posts to

Troubleshooting

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