QuickBooks Online Purchase Order life cycle

QuickBooks Online Purchase Order life cycle

Purchase Order creation

There are two ways of creating Purchase Orders in ApprovalMax; they can either be created directly in ApprovalMax for authorisation or get pulled from QuickBooks Online.



Purchase Order approval
When you submit a Purchase Order for approval, it will run through the predefined workflow. Only when all approvals for a Purchase Order have been collected will it be pushed to QuickBooks Online.

Bill-to-PO Matching

The current Bill Approvers and Administrators of an Organisation can match not yet approved Bills with Purchase Orders that have been approved, but not marked as Closed, and state the same currency and vendor. You'll find more details on matching here: Bill-to-PO Matching.

Marking Purchase Orders as Closed
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When a Purchase Order has been fully approved / matched to a Bill, it can be marked as Closed in ApprovalMax and the status Closed will be synced to QuickBooks Online. You'll find more details on marking Purchase Orders as Closed here: How can I mark a Purchase Order as Closed? This status can be set in QuickBooks Online and synced to ApprovalMax and, if needed, get reversed as well.