Skip to content
  • There are no suggestions because the search field is empty.

How To Configure Webgility Desktop to Create Purchase Orders

This article helps users in configuring Webgility Desktop to automatically create purchase orders based on specific order and inventory conditions. It provides detailed instructions for enabling purchase order functionality, setting up PO preferences, defining creation triggers (such as out-of-stock items or dropship orders), and selecting vendor assignment methods. By setting up these configurations, users can streamline their purchasing workflows and improve inventory management within QuickBooks Desktop.

Step 1: Enable Purchase Order Functionality

  1. Open Webgility Desktop and navigate to:
    Connections → Accounting/POS/ERP → Sync Settings → Orders.

  2. In the Posting Settings window, go to the Posting Rules tab.

  3. Under the “Enable Related Transactions” section, check the box for Purchase Orders.

  4. A new Purchase Order tab will appear—click on it to access PO-specific configurations.

Step 2: Configure Purchase Order Settings

  1. In the Purchase Order tab, click Setup to define the rules and structure for how POs will be created.

  2. You’ll now see a variety of configuration fields. Fields marked with a red asterisk (*) are mandatory.

    • Ship To Address: Choose whether POs should ship to your business address or the customer’s shipping address.

    • Template: Select a QuickBooks Purchase Order template from the dropdown.

    • Other Fields: Customize as needed to match your purchase workflow.

Step 3: Define When Purchase Orders Are Created

Webgility offers three trigger options for creating POs:

  • For All Orders:
    A PO is generated for every order posted to QuickBooks. (e.g., nine orders = nine POs.)

  • For Ordered Items That Are Out of Stock in QuickBooks:
    Webgility checks current inventory levels before posting. POs are only created for items with insufficient stock.

  • For Items Marked as Dropship in Webgility:
    Only items explicitly marked as "Dropship" will trigger a PO.

To mark items as Dropship:

  • Go to Products → Product Catalog → QuickBooks Products.

  • Select the item and click the Dropship icon to flag it.

Step 4: Choose How Purchase Orders Are Created

Select one of the following grouping options:

  • Separate Purchase Orders for Each Item:
    Creates individual POs per item—even if multiple items are assigned to the same vendor.

  • Group Items by Vendor for Each Order:
    Generates one PO per vendor per order, consolidating items per vendor.

  • Group Items by Vendor Across Multiple Orders:
    Consolidates items from multiple orders into a single PO per vendor.

This is ideal for batch purchasing and streamlining vendor communication.

Step 5: Vendor Assignment Rules

Choose how vendors are associated with purchase orders:

  • Use This Vendor for All Purchase Orders:
    Overrides item-level vendor assignments and uses the selected vendor for all POs.

  • Use the Preferred Vendor from QuickBooks:
    Uses the vendor assigned to each item in QuickBooks. If a vendor isn’t set for an item, Webgility will fall back to a default vendor selected from the dropdown menu.

By tailoring these settings, Webgility can automate your purchasing workflow, minimize manual intervention, and ensure timely stock replenishment or dropship fulfillment.