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How to create Purchase Orders in QuickBooks Desktop Using Webgility Desktop

This article helps Webgility Desktop users set up and customize automatic Purchase Order (PO) creation in QuickBooks Desktop Enterprise when posting orders from sales channels. It explains how to tailor the PO process to specific business requirements to streamline purchasing and inventory management.

Overview

Webgility Desktop allows you to automatically create Purchase Orders (POs) in QuickBooks while posting orders from your sales channels. This guide walks you through setting up and customizing the PO creation process based on your unique business needs.

Step-by-Step Instructions

1. Set up the purchase order feature:

  • Go to Connections > Accounting/POS/ERP > Sync Settings.

  • Under the Posting Rules tab, locate the section titled Enable related transactions.

  • Check the box next to Purchase Orders.

 Once enabled, a new tab called Purchase Order will appear for further configuration.

2. Configure Purchase Order Settings:

  • Click on the new Purchase Order tab.

  • Select the Setup button to define the PO creation preferences.

You’ll see multiple fields—mandatory fields are marked with a red asterisk (*). Here’s a quick overview:

  • Ship to Address: Choose between your company’s address or the customer’s shipping address.

  • Template: Select from the available templates in QuickBooks.

  • Other Fields: Adjust according to your business preferences.

3. Options for When to Create Purchase Orders:

  • For All Orders
    A PO will be created for every order posted to QuickBooks.

  • For Out-of-Stock Items in QuickBooks
    Webgility checks inventory in QuickBooks and creates POs only for items that are out of stock.

  • For Items Marked as Dropship in Webgility
    Flag dropship items in Webgility, and POs will only be created for those.

 To mark an item as dropship:
Go to Products > Product Catalog > QuickBooks Products, select the item, and click the Dropship icon.

4. Options for How to Create Purchase Orders:

  • Separate Purchase Orders for Each Item
    Creates an individual PO for every item, even if they share the same vendor.

  • Group Items by Vendor for Each Order
    Groups items by their assigned vendor per order.

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

5. Vendor Assignment Options:

  • Use This Vendor for All Purchase Orders
    A single selected vendor will be used for all POs—regardless of what’s assigned in QuickBooks.

  • Use the Preferred Vendor from QuickBooks
    Pulls the vendor assigned to the item in QuickBooks. If no vendor is set, it uses the default vendor selected in the dropdown below.

6. Save & Sync Settings:

  • Click Save to apply your changes.

  • Run a test sync using a sample transaction with products linked to multiple vendors.

  • Check QuickBooks to confirm that separate POs were created correctly for each vendor.