Autotask PSA: QuickBooks Desktop Purchase Order Transfer Workflow



This article details the workflow for when there is a purchase order transfer


  • Autotask PSA
  • Quickbooks


During the purchase order transfer, the following steps are performed:

  1. The Autotask Vendor company names are matched to QuickBooks Vendor names. If the vendor exists in, the purchase order is transferred to the existing vendor. If no exact match is found, Autotask will create a new QuickBooks vendor record. The only fields compared are the Name fields, address fields are NOT considered.
  2. In the same way, the Autotask customer names are matched to the QuickBooks Customer names. If the Customer does not exist, Autotask will create the name.
    • Note: For information on how to export the QuickBooks customer and vendor lists to Autotask to avoid creating duplicate companies, refer to the article mentioned in the Additional Resources section below.
  3. The line items on the purchase order are matched to QuickBooks Inventory Parts. If an inventory item with the same name does not exist, QB will create the item automatically.
If a Non-inventory Part with the same name exists, but not an Inventory Part, the creation will fail, and you will receive an error message in the Transmission Details. You must convert the Non-inventory Part to an Inventory Part as Quickbooks does not allow duplicate product names.

Additional Resources 

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