Sending a Purchase Order (PO) to QuickBooks Online lets your accountant see what you've committed to buy without anyone re-entering it. Hoops creates a matching Purchase Order in QuickBooks, using your Vendor, the priced items, and your delivery details, and keeps it up to date when you make changes.
This is separate from sending the Purchase Order to your Vendor. Sending to QuickBooks records the order in your accounting system. It doesn't contact the Vendor, so you still send the Purchase Order to your Vendor yourself. See Send a Purchase Order to a Vendor.
This article shows you what you need before you start, how to send a Purchase Order, and what happens when you change it afterwards.
Before you start
Hoops must be connected to QuickBooks Online. See Connect QuickBooks Online.
In the QuickBooks settings in Hoops (Settings > Integrations), choose a Default Expense Account and a Default Inventory Item for Purchase Orders. Hoops can't send a Purchase Order without them. See Configure QuickBooks Online Integration Settings.
The Default Inventory Item for Purchase Orders is set in these integration settings and applies to the Purchase Orders you send. You don't choose a different one on each Purchase Order, so pick the Product or Service that best matches how you buy.
Only one accounting system can be connected to Hoops at a time.
Send a Purchase Order
Go to Purchasing and select the Purchase Order number.
Select ACTIONS, then Send to QuickBooks. You can also open Actions on the Purchasing Board row.
Hoops confirms that the Purchase Order was sent. If you've already sent it once, the menu option reads Resend to QuickBooks.
What Hoops sends to QuickBooks
In QuickBooks | Where it comes from |
Vendor | The Vendor on the Purchase Order. Hoops finds a QuickBooks Vendor with the same name and updates its email address, or creates one if there isn't one. |
Purchase Order number | H- followed by the Hoops Purchase Order number, for example H-12. If QuickBooks doesn't accept that number, QuickBooks assigns its own. |
Lines | Each product, decoration, and additional cost with a quantity and a price. The quantity, unit price, and amount come from the Purchase Order, and the description combines the item description, color, size, and position. |
Memo | The Purchase Order notes. |
Private note | The Purchase Order Reference. |
Due date | The Purchase Order Deadline. |
Shipping address | The Purchase Order's shipping address. |
Amounts are sent without tax, and the tax on each line comes from the Purchase Order.
Only priced lines are sent. Lines without a price, such as blank garments listed for reference on a decorator's Purchase Order, stay in Hoops and aren't sent to QuickBooks.
Check the result
If QuickBooks is connected, the Purchasing Board has a QuickBooks Status column.
A green status shows the QuickBooks Purchase Order number, or Sent to Accounts. Point to it to see the PO Number and the Date Last Sent.
A red status means the Purchase Order couldn't be sent. Point to it to read the error, fix the problem (for example, a missing default setting), and select Resend now.
For how this relates to the other Purchasing statuses, see Understanding Purchase Order Status. For Accounting Status on invoices, see Understanding Accounting Status.
Change a Purchase Order after sending it
After you've sent a Purchase Order to QuickBooks once, Hoops keeps it up to date. When you change something that matters to QuickBooks, Hoops sends the update for you and updates the same Purchase Order in QuickBooks. This includes changes to:
quantities, prices, descriptions, colors, sizes, and tax;
the Vendor, deadline, notes, reference, or owner;
the billing or shipping address;
the totals.
For example, you use Partial Order to order less than the full quantity of a line. The Purchase Order in QuickBooks is updated to match the new quantity and amount. See Purchase Order Ordering Actions.
Marking items as ordered or received doesn't change anything QuickBooks stores, such as the amounts, so it doesn't necessarily send an update. You can also send the latest version yourself at any time with Resend to QuickBooks. To change a Purchase Order, see Create and Edit a Purchase Order.