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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

How To Configure to Create Purchase Orders


The Webgility Desktop application automatically creates purchase orders in Quickbooks while posting online store 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 can 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 number 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 the dropship items, 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.

Group items by vendor for each order:

This option will categorize the items for vendors and then create the purchase order for the vendors on QuickBooks.

Group items by vendor into a single purchase order for multiple orders:

This option will create a single purchase order grouped by vendors while posting multiple orders having multiple items that are out of stock or dropship items.

Purchase Order Options:

Use this vendor for all purchase orders

The vendor used in this setting will be used to create teh purchase orders, irrespective of the fact that whether the selected vendor is assigned to the item in QuickBooks or not.

Use the preferred vendor specified for the item in QuickBooks

This option will use the vendors assigned to the items in QuickBooks and if any item is not assigned to a specific vendor, then it will use the default vendor selected in the dropdown below.

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