Note: For the sync to work, you need to have Bills enabled on your QuickBooks Online account. Bills are supported in QuickBooks Online's "Essentials" and higher subscription packages.
The integration between Katana and QuickBooks Online simplifies financial operations by allowing users to sync purchase orders as bills. This feature ensures that financial records in QuickBooks accurately reflect the procurement activities recorded in Katana, streamlining the billing process and improving financial oversight. This guide details how to set up and manage the synchronization effectively.
Katana's integration with QuickBooks Online allows you to create bills in QuickBooks from Katana Purchase orders and Outsourced purchase orders.
Note: This integration doesn't support recording Katana purchase orders (POs) as expenses in QuickBooks (without creating bills) or creating POs in QuickBooks. It only supports creating bills in QuickBooks.
Getting started
After you've connected QuickBooks to Katana, you'll find in the Buy screen (and in purchase order cards), a new column called Bill.
Create a bill
To create a single bill from a purchase order (PO), select Create bill from the Bill column and a matching bill will be created in QuickBooks. The Bill status in Katana will then change to Bill created QuickBooks.
Billing in bulk
You can also create Bills in bulk directly from the Buy screen.
Select the POs you want to be synced to QuickBooks.
Once selected, click the Bill selected option above the table.
A box will pop up, indicating that the Bills are being created in QuickBooks Online.
Depending on the setup option you chose when connecting the integration, the transaction's value will be recorded in either the Expense or Inventory account.
Note: Billing statuses cannot be reverted back to Not billed in Katana. You need to delete the bill in QuickBooks Online, which will also revert the status in Katana. Reflecting the status back to Katana might take a few minutes.
Clicking on the status directs you to the relevant bill in QuickBooks Online.
Data between QuickBooks Online and Katana is matched as follows:
Katana | QuickBooks | Comments |
Purchase order # | Memo | Katana sends the PO number to the QuickBooks bill Memo field. |
Supplier | Supplier | Suppliers are matched based on email. |
Created date | Bill date | Bill date in QuickBooks equals the Created date for the PO in Katana. |
Expected arrival | - | Doesn't sync to QuickBooks. |
- | Due date | Assigned automatically to a bill based on QuickBooks settings. |
- | Terms | Payment terms do not exist in Katana. Terms are added to the bill in QuickBooks automatically based on QuickBooks settings. |
Line item | Line item | PO 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 Online connection. |
Quantity | - | Doesn't sync to QuickBooks. |
Price per unit | - | Doesn't sync 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. |
Reference | Description | The Reference column in the Additional costs table is synced to the Description column with QuickBooks |
All bills in QuickBooks Online are created as "Exclusive of Tax".
Deleting bills
You can only delete bills within QuickBooks Online.
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 PO in Katana to open the bill in QuickBooks.
When you delete a bill in QuickBooks that was created via Katana integration, the Bill status for the related PO is reverted to Not billed.
Note: It may take up to 15 minutes for the Bill status to update in Katana after deleting the bill in QuickBooks.
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