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

NAVIGATION  Left Navigation Menu > Admin > Extensions & Integrations > Smart Accounting Hub > Settings

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..

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