Integrating Katana with QuickBooks Online streamlines your procurement and accounting processes by allowing you to sync purchase orders (POs) and outsourced purchase orders (OPOs) from Katana as bills in QuickBooks. This ensures accurate financial records and efficient supplier management.
Prerequisites
QuickBooks Online plan: Ensure you are subscribed to QuickBooks Online's "Essentials" plan or higher, as bill functionality is not available in lower-tier plans.
QuickBooks settings: You need to have Bills enabled on your QuickBooks Online account.
Integration setup: Connect your Katana account to QuickBooks Online. For guidance, refer to how to connect/disconnect QuickBooks Online.
Note: This integration supports recording Katana purchase orders (POs) as either inventory assets or expenses in QuickBooks (when creating bills).
Creating bills from purchase orders
Single bill creation
Navigate to the Buy screen in Katana.
Locate the desired PO and click on the Bill column.
Select Bill all.
A corresponding bill will be created in QuickBooks Online.
The Bill status in Katana will update to Billed.
Bulk bill creation
In the Buy screen, select multiple POs you wish to bill.
Click on Bill above the table.
A dialog will appear, indicating that bills are being created in QuickBooks Online.
Data mapping between Katana and QuickBooks Online
Understanding how data fields sync between Katana and QuickBooks ensures accurate record-keeping:
Katana field | QuickBooks Online field | Notes |
Purchase order # | Memo | The PO number from Katana is added to the Memo field in QuickBooks. |
Supplier | Supplier | Matching is based on email. If no match is found, Katana attempts to match using a hidden ID or supplier name. New suppliers are automatically created in QuickBooks if they don't exist. |
Created date | Bill date | The creation date of the PO in Katana becomes the bill date in QuickBooks. |
Expected arrival | — | This field does not sync to QuickBooks. |
— | Due date | Assigned automatically in QuickBooks based on its settings. |
— | Terms | Payment terms are set in QuickBooks based on its configurations, as Katana does not manage payment terms. |
Line items | Line items | PO line items from Katana are added as bill lines in QuickBooks. The item name from Katana is placed in the Description field. The category is determined by the ledger account mapping set during the initial integration setup. |
Quantity | — | Quantity details do not sync to QuickBooks. |
Price per unit | — | Unit price details do not sync to QuickBooks. |
Total price | Amount | The total price from Katana is synced to the Amount field in QuickBooks, excluding taxes. |
Tax % | Tax rate | Tax rates are assigned in QuickBooks based on the tax rate mapping defined during the initial integration setup. |
Reference | Description | The Reference field from the Additional Costs table in Katana is synced to the Description field in QuickBooks. |
Note: All bills created in QuickBooks Online through this integration are marked as "Exclusive of Tax."
Deleting bills
Deletion process: Bills can only be deleted within QuickBooks Online.
Status update in Katana: Upon deletion in QuickBooks, the corresponding PO's Bill status in Katana will revert to Not billed. This update may take up to 15 minutes to reflect.
Quick access: Clicking on the Billed status in Katana will direct you to the respective bill in QuickBooks for easy management.
Note: Billing statuses cannot be reverted to Not billed in Katana. You need to delete the bill in QuickBooks Online, which will also revert the status in Katana.
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