Smart Accounting Hub for QuickBooks Online (QBO) Purchase Order Settings

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IMPORTANT  Please review the information in Smart Accounting Hub for QuickBooks Online to ensure the integration is connected before configuring the settings on this page..

Purchase orders are synced from Autotask to QuickBooks Online using a polling style integration. The system checks every 15 minutes for un-synced purchase orders and queues them for processing. The processing time depends on the queue size and the number of line items per order.

All eligible purchase orders in Autotask are considered for syncing based on settings that define how many days back to check. A purchase order is deemed "un-synced" if its External Purchase Order Number field is blank.

Field Description
Autotask Vendor Company Name

This is mapped to a QBO Vendor. Vendors are mapped to QBO using integration-defined cross-references, with a fallback to matching by QBO Vendor Company Name. If no match is found, a new QBO Vendor is created using the Autotask Vendor Company name.
Autotask Purchase For Organization

This is mapped to a QBO Customer. Organizations are mapped to QBO using integration-defined cross-references, with a fallback to matching by QBO Customer Name. If no match is found, a new QBO Customer is created using the Autotask Purchase For Organization.
Ship To Address fields The selected shipping address.
Purchase Order Number

May be used as the QuickBooks PO Number, depending on settings.

NOTE  In QBO, all items on the generated PO will be associated with this QBO Customer.
Field Description
Quantity

Used as the QBO Purchase Order Line Quantity.
Unit Cost

Used as the QBO Purchase Order Line Unit Price.

NOTE  In QBO, the Purchase Order Line Amount is calculated by multiplying Quantity by Unit Cost.
Memo

Used as the QBO Purchase Order Line Description.
Product Name

In the absence of the Memo field, it will be used for the QBO Purchase Order Line Description.

Each Autotask Purchase Order Item references an Autotask Product. When creating each purchase order line in QBO, the app searches for matching QBO items (products) as follows:

  1. Look for an item match between the Autotask Product SKU and an active QBO Item Sku.

  2. If that fails, look for an item match between the Autotask Product Name (only the first 100 characters can be used) and an active QBO Item Name.

  3. If QBO items are not found, a new QBO Item will be created automatically. The created item will have the following characteristics:

  • Type = Non Inventory (see note below)

  • Taxable = true

  • Active = true

  • Purchase Cost = Autotask Product Unit Cost

  • Expense G/L Account = the default G/L account for item-creation as configured in your app settings.

    NOTE  Inventory items cannot be created automatically due to the complexities involved in accurately assigning initial asset and liability G/L balances.

Configure Settings

Setting Description
General Purchase Order Settings
Automatic Purchase Order Sync If selected, the automatic purchase order sync is enabled and the Smart Accounting Hub will scan every 15 minutes for purchase orders based on the Sync Behavior settings.

NOTE  It is recommended to not enable any automatic sync settings until all other settings are configured.
Sync Behavior Settings

Purchase Order Max Age

The maximum age of purchase orders, expressed in number of days (inclusive), that will be considered for syncing.

EXAMPLE  If the max age is set to 14 days, when scanning on March 3, 2025, the Smart Accounting Hub will only sync items as far back as February 17, 2025.

Purchase Order Numbering

 

Select the method that QuickBooks Online should use to number invoices.

  • Let QuickBooks generate the purchase order number: The purchase order number field in Autotask PSA will be blank initially. Once the purchase order has synced to QuickBooks Online, the QuickBooks purchase order number populates. For this setting to work correctly, you must have purchase order numbering disabled in Autotask PSA. Refer to Inventory system settings.
  • Use the Autotask invoice number: The purchase order number in QuickBooks Online will be the purchase order number assigned in Autotask PSA.

Purchasing Payable Account

Select an available payable account in which the purchase orders from Autotask will sync to QuickBooks. The drop-down list is sourced directly from QuickBooks.

Create QuickBooks Item Automatically

 

  • If selected, any items that do not exist in QuickBooks during a purchase order sync will be automatically created using the naming convention set in Item Settings. Refer to Item Settings.

  • If not selected, any items on an purchase order that are not found in QuickBooks during an purchase order sync will display an error in the Activity Logs. Refer to View Logs.

Expense Account to Use

 

Select an available expense account in which the purchase orders from Autotask will sync to QuickBooks. The drop-down list is sourced directly from QuickBooks.

Click Save to complete any changes before leaving this page. To revert all settings on this page to their default settings, click Restore Defaults.

Settings and Mappings