Web: Fees and QuickBooks Purchase Orders

We’re excited to announce our latest features: Fees and QuickBooks Purchase Orders (POs) integration. These updates, developed with feedback from customers like Low Country and The Clam Man, are designed to reduce friction in your invoicing and purchasing workflows. Whether you’re managing fees or automating purchase orders in QuickBooks, these new tools will save time and improve accuracy. Here’s what you need to know!

Fees: Streamline Invoice Creation

We’ve made it easier to manage non-inventory charges, like delivery or processing fees, without the need to receive or ship a lot. These fees can now be seamlessly added to your Purchases and Sales Orders, and automatically passed over to QuickBooks.

What are Fees?

A fee is a non-inventoried item that can be added to purchases and sales orders. It can apply to a specific customer, vendor, or item, and the price can be either fixed or entered manually, depending on your setup. Fees are automatically included in PDF exports with item prices, but are excluded from packing sheets, which only show quantities.

Key Features:

• Auto-Add Fees: When you create a purchase or sales order, any associated fees will be automatically added.
• Integration with QuickBooks: Fees are transferred to QuickBooks invoices or POs when a sales order is packed or a purchase is received. If the fee is edited, the corresponding QuickBooks document is updated as well.
• iOS Compatibility: Fees can also be applied when creating a purchase or sales order via iOS, but variable fees will default to $0 in iOS due to the current limitations.

Example:

If you have a customer with a standard delivery fee, this fee will automatically be added to their sales order, and once the order is packed, it will be reflected on their invoice in QuickBooks.

QuickBooks Purchase Orders: Sync Purchases with QuickBooks

Our new QuickBooks PO integration allows you to capture purchases in BlueTrace and sync them with QuickBooks for a seamless purchasing workflow. This feature ensures that your purchase records in BlueTrace match the POs in QuickBooks, reducing manual data entry and improving financial accuracy.

What’s the Difference Between Purchases and POs?

• Purchases: Track the items you’ve received in BlueTrace.
• POs: The accounting document inside QuickBooks that reflects what was received, used for issuing payments to vendors.

Key Features:

• Automatic PO Creation: When you receive a purchase in BlueTrace, a PO is automatically created in QuickBooks. The PO includes:
• Prices from the purchase order.
• Quantities actually received.
• Fees associated with the purchase.
• Vendor information from the purchase and receive log.
• Error Handling: If there’s an issue creating the PO in QuickBooks (e.g., unsynced items or vendors), the system will alert you and provide steps to resolve the issue.
• PO Management UI: You can view all auto-created POs and their statuses in the UI. If a PO is deleted or marked as closed in QuickBooks, the system will update the status in BlueTrace to keep everything in sync.
  
  

How Does It Work?

1. Setup: If your organization has both Purchases and Accounting entitled, the PO integration can be enabled in the Accounting > QB > Integration UI. Users with accounting permissions can configure this feature.
2. Workflow: When you receive a purchase in BlueTrace, a PO is created in QuickBooks reflecting the actual quantities received, prices, and any associated fees. This ensures that what’s entered in BlueTrace is mirrored in QuickBooks, making your accounting process smoother.
3. Tracking & Visibility: You can track all POs through our UI, including any errors or status changes, ensuring you always have visibility into your purchasing and payment workflows.

Get Started with Fees and QuickBooks Purchase Orders Today!

Our new Fees and QuickBooks PO integration features are designed to save you time, reduce manual data entry, and streamline your sales and purchasing workflows. Whether you’re adding fees to customer invoices or ensuring accurate purchase orders in QuickBooks, these tools provide the efficiency your business needs. Ready to make your invoicing and purchasing process easier? Upgrade now and start using these powerful features!