Syncing Katana Purchase Orders to QuickBooks as bills
Please note that you must have Bills enabled on your Quickbooks account for this sync to work. Bills are supported in Quickbooks "Essentials" subscription package or higher.
Katana x QuickBooks integration allows creating bills in QuickBooks based on Katana Purchase Orders with a single click of a button.
Note: This integration does not support recording Katana Purchase Orders just as expenses in QuickBooks (without creating bills) or creating Purchase Orders in QuickBooks. It only supports creating bills in QuickBooks.
When you have connected your QuickBooks account to Katana, you can see a new "Bill" column in the "Buy" screen in Katana.
Selecting "Create bill" for a Purchase Order will create a matching bill in QuickBooks. The "Bill" status will change to "Bill created QuickBooks".
The value of the transaction will be recorded on the QuickBooks account you selected during the initial connection of QuickBooks to Katana.
Note: Billing status cannot be reverted back to "Not billed " in Katana. You need to delete the bill in QuickBooks, which will also revert the status in Katana. Reflecting the status back to Katana might take a few minutes.
Clicking on the status will direct you to the relevant bill in QuickBooks.
Data between QuickBooks and Katana is matched as follows:
|Purchase order #||-||Will not be synced to QuickBooks.|
|-||Bill no.||Bill number is not created automatically for bills in QuickBooks.|
Suppliers are matched based on email.
If ID match does not exist, then Katana tries to match the supplier name to the supplier display name in QuickBooks.
Suppliers that do not exist in QuickBooks are created automatically.
|Created date||Bill date||Bill date in QuickBooks equals the Created date for the Purchase Order in Katana.|
|Expected arrival||-||Not synced to QuickBooks.|
|-||Due date||Assigned automatically to the bill based on your QuickBooks settings.|
|-||Terms||Payment terms do not exist in Katana. Terms are added to the bill in QuickBooks automatically based on your QuickBooks settings.|
|Line item||Line item||Purchase Order line items in Katana will be added as bill lines in QuickBooks. Katana's Item name will be added to the Description field of the bill. Category on the bill is based on the ledger accounts mapping defined for purchasing during the initial Katana x QuickBooks connection.|
|Quantity||-||Not synced to QuickBooks.|
|Price per unit||-||Not synced to QuickBooks.|
|Total price||Amount||Total price is synced to QuickBooks as Amount (taxes excluded from the Amount).|
|Tax %||Tax rate||Assigned to the line item in QuickBooks based on the tax rate mapping defined during the initial connection of QuickBooks to Katana.|
All bills in QuickBooks are created as "Exclusive of Tax".
You can only delete bills in QuickBooks.
Either navigate to the "Expenses" section in QuickBooks and find the relevant bills on the list or click on the "Bill created QuickBooks" status for a specific Purchase Order in Katana to open the respective bill in QuickBooks.
When you delete a bill in QuickBooks that is created via Katana integration, the "Bill" status for the related Purchase Order is reverted back to "Not billed".
Note: It might take up to 15 minutes for the "Bill" status to update in Katana after deleting the bill in QuickBooks.