Troubleshooting the integration between ProcurementExpress.com and QuickBooks Online

This article seeks to assist with syncing your Purchase Orders and Invoices between ProcurementExpress.com and QuickBooks Online.

1. How do I know if a Purchase Order or Invoice has synced to QuickBooks Online or not?

2. How do I attempt a re-sync of a Purchase Order or Invoice?

3. How to Disable requiring re-approval.

4. Most Common sync-errors for Purchase Orders.

5. Most Common sync-errors for Invoices.

How do I tell which Purchase Orders or Invoices have not synced to QuickBooks Online?

• Click on "Purchase Orders" -> "All" or "Invoices" -> "Ready to Pay" on the left hand menu.
• In the top right hand corner of the listing table, click on the table icon, select "QuickBooks Online" and then "Update Table"
  

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Once the page refreshes, there is a column with icon to indicate whether or not the purchase order or invoice has synced to your QuickBooks Online account.

• Click on a purchase order or invoices that has not synced to QuickBooks Online. In the top right, there is a warning indicator letting us know the QuickBooks Online sync failed.
• Scroll down to the bottom right of the purchase order or invoice and check the purchase order or invoice history section. It should contain the reason behind the sync failure.

• If the purchase order or invoice has synced, you will see a button to open the purchase order or invoice in QuickBooks Online.
  

How do trigger a re-sync attempt of the Purchase Order or Invoice?

• Go to a purchase order or invoice which has not synced to QuickBooks Online.
• Click on "Actions" in the top right when viewing the purchase order or invoice.
• Select "Edit".
• If you know what to change on the purchase order or invoice to allow the sync to work, make the change and then hit "Update" or "Save" at the bottom.
  
• If you do not know the exact reason why the purchase order or invoice sync failed, do not make any changes to your purchase order or invoice, and just click on "Update" at the bottom of the screen. This will attempt a re-sync of the purchase order or invoice, and if it fails, it will create a history log entry with the error message to help troubleshoot the problem.
• If the purchase order reverts back to the "Pending" status after editing, use "Actions" -> "Approval Override" (only a user with the "Finance" user role can do this).
• Alternatively, you can Switch off a setting to avoid approval overriding, and switch it back on afterwards.
• After updating or approval overriding, wait 2 or 3 seconds and refresh the page. If you see the 'Open the QuickBooks Online' button appear, it means the purchase order synced. If not, there was an error.

How do I switch off "Re-approval after edit"?

• Click on your "Initials" in the top right
• Click on "Company Settings"
• Click on the "Purchase Orders" tab
• Uncheck "Require approval after Purchase Order edit"
  
• Once you have unchecked the box, hit "Save" at the bottom.

Most Common sync-errors on Purchase Orders

One of the purchase item line items is using an Accounts Payable account.

By default, purchase order items in QuickBooks Online do not allow you to use "Accounts Payable" accounts. Make sure your purchase order in ProcurementExpress.com is not using one of these accounts.

You can disable which QuickBooks Online accounts are visible in your ProcurementExpress.com by following these steps:

1. Click on your initials in the top right and click on "Company Settings"
2. Navigate to the "QuickBooks" tab
3. Click on the "Accounts" option and search for "Accounts Payable"
4. Uncheck the checkboxes and hit "Save" at the bottom.

The supplier used on the purchase order is not mapped to the same vendor in QuickBooks Online

1. To verify this, search for the supplier name in your QuickBooks Online account and verify that there is a vendor with the same exact name in your QuickBooks Online account as the supplier being used on your purchase order in ProcurementExpress.com
2. If you do find a vendor with the same exact name, try to re-import your QuickBooks Online data and then attempt to re-sync your purchase order.
3. If you do not find a vendor with the same exact name as the supplier being used your purchase order in ProcurementExpress.com, try to re-sync the purchase order and check the history log for any errors.

How to re-import your QuickBooks Online data.

1. Click on your Initials in the top right corner 
2. Click on "Integrations"
3. Click on "Settings" next to QuickBooks Online.
4. Click on "Import QB Data".

The vendor is Archived / Inactive

Check if the supplier that is used on the purchase order is active and not archived in ProcurementExpress.com.
To do this, click on the Suppliers on the left and then the archived tab and search for that supplier.

If the supplier/vendor is not in this archived tab, it may be a duplicate in QuickBooks Online. Click here to learn how to resolve duplicate vendors.

If it is archived, you can re-activate the vendor from within QuickBooks Online. Once it has been re-activated, check if the vendor is now listed as an active vendor in ProcurementExpress.com.

Once you have re-activated the vendor from QuickBooks Online, attempt to trigger a re-sync of the purchase order. Click here to learn how to re-sync a purchase order.

Most common sync-errors for Invoices

Invoice Issue Date

• Check the invoice issue date on the invoice in question and verify that it is either on the same day or later than the purchase order date in QuickBooks Online.

• On the purchase order, check the "Submitted On" date or the "PO Date"

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Make sure the invoice issue date on the invoice is later than the "PO Date" or "Submitted On" date on the purchase order.

Either edit the invoice issue date, or edit the purchase order and backdate the purchase order.

You can switch on a setting to enable the editing of the "PO Date" by following these steps:

1. Click on your initials -> "Company Settings"
2. Click on the "Purchase Orders" tab 
3. Check "Enable Editing of PO Date"
4. Hit save at the bottom

The invoice item and the purchase order item are linked to difference QuickBooks Online accounts.

 

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If the errors you are encountering are not covered in this article, please do not hesitate to reach out to support@procurementexpress.com for assistance or use the support chat in the bottom right corner of the screen on our web pages.

Our Whatsapp support number is +353 87 443 4944