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Syncing Katana Purchase orders to QuickBooks Online as bills
Syncing Katana Purchase orders to QuickBooks Online as bills

Create bills in QuickBooks based on Katana Purchase orders and Outsourced purchase orders

Dayvid Lorbiecke avatar
Written by Dayvid Lorbiecke
Updated over a week ago

Note: you need to have Bills enabled on your QuickBooks Online account for the sync to work. Bills are supported in QuickBooks Online "Essentials" and higher subscription packages.

Katana's integration with QuickBooks Online integration allows you to create (in a single click) bills in QuickBooks from Purchase orders and Outsourced purchase orders in Katana.

Note: This integration does not support recording Katana Purchase orders as expenses in QuickBooks (without creating bills) or simply creating Purchase orders in QuickBooks. The integration only supports creating bills in QuickBooks.

Getting started

After you've connected your QuickBooks account to Katana, you'll find in the Buy screen, and in Purchase order cards, a new column called 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 also change to Bill created QuickBooks.

Billing in bulk

You can also easily create Bills in bulk directly from the Buy screen.

  1. Select the POs you want synced to QuickBooks.

  2. Once selected, click the Bill selected option above the table.

  3. A box will then pop up, indicating the process.

The value of the transaction will be recorded either on the Expense or Inventory account depending on the setup option you chose when connecting the integration.

Note: Billing status 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 will direct 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.
If a matching email does not exist, then Katana will check whether the supplier has been matched before and tries to match the supplier based on a matching ID (hidden from the user).
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.
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Created date

Bill date

Bill date in QuickBooks equals the Created date for the PO 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

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 QBO 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 Online are created as "Exclusive of Tax".

Deleting bills

You can only delete bills in QuickBooks Online.

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 PO 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 PO 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.

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