All Collections
Webgility Desktop
Order Setup
How To Configure Webgility Desktop to Create Purchase Orders
How To Configure Webgility Desktop to Create Purchase Orders
Webgility Help Center avatar
Written by Webgility Help Center
Updated over a week ago

We know how valuable your time is and how important it is to automate as many manual processes as possible. The Webgility Desktop application automatically creates purchase orders in Quickbooks while posting online orders. Here is your step-by-step guide to configure and customize these settings for your business.


  1. Enable and configure the Purchase Order feature by going to the Posting Settings. You can find that by navigating through: Integrations > Accounting/POS/ERP > Posting Settings.

2. Once in Posting Settings navigate to the Posting Rules tab and under the section Enable related transactions, select the checkbox next to Purchase Orders.

3. Once Purchase Orders is selected, a new tab titled Purchase Order will appear - click on this tab. Now, you will be able to configure all of your Purchase order settings.

4. By selecting Setup in the Purchase order settings you are able to define the settings for the creation of your purchase orders.

5. Navigate through each field and make relevant selections - you are able to create purchase orders based on your unique needs. Mandatory fields are those that are highlighted with red asterisks, learn about these fields below.

  • Ship to address, here you can choose your address or your customer’s shipping address.

  • Template, select one from the dropdown. Each template is pulled directly from QuickBooks.

  • For all of the other fields select the options that match your preferences.

Options for When to Create Purchase Orders

For all orders: Webgility will create a purchase order for every order posted to QuickBooks. For example, if nine orders are posted, there will be nine purchase orders in QuickBooks.

For ordered items that are out of stock in QuickBooks: Before creating a purchase order in Quickbooks, Webgility will check the quantity of items in QuickBooks. Then purchase orders will be created only for items that are out of stock in QuickBooks. For example, if an online order is submitted for five items and two of these items are out of stock, a purchase order will be created only for the two out of stock items.

For Items marked as dropship in Webgility: If there are only certain items that you want Webgility to create purchase orders for, then you can select those items in the Webgility item catalog and mark them as dropship items. Then, purchase orders will be created only for the items that are dropships. To flag specific items as a dropship, go to Products > Product Catalog > QuickBooks products. Select the item you wish to mark as dropship and click on the dropship icon.

Options for How to Create Purchase Orders

Separate purchase orders for each item: Webgility will create individual purchase orders in QuickBooks for each item, even if they all have the same vendor assigned in QuickBooks. For example, if an online order has five items, five separate purchase orders will be created.

Did this answer your question?