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How to sync up Departments/Locations with QuickBooks Online
How to sync up Departments/Locations with QuickBooks Online
Updated over 2 months ago

Syncing departments or locations with QuickBooks Online allows you to assign them to purchase orders or bills in ProcureDesk. Follow these steps to enable and sync departments/locations.
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Prerequisites

Before you begin, ensure the following:

  • You have admin access on ProcureDesk.

  • Your ProcureDesk account is integrated with QuickBooks Online.

Step-by-Step Instructions

Step 1: Enable Department Sync with QuickBooks

  1. Go to Configurations -> Company Settings -> QuickBooks.

  2. Enable the department sync by checking the appropriate checkbox.
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Step 2: Customize the Label (Optional)

  • If you prefer to use the label "Locations" instead of "Departments," you can change this setting:

    1. Navigate to Configurations -> Company Settings -> Purchase Order.

    2. Update the label as needed.
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Step 3: Sync Departments/Locations from QuickBooks

  • Departments/Locations are automatically synced from QuickBooks. However, if you need to refresh the list:

    1. Go to Configurations -> Manage Departments.

    2. Click on the Import button to refresh and sync the latest data from QuickBooks.

Step 4: Use Departments/Locations in Purchase Orders and Invoices

  • The department or location field will now be available on purchase orders and invoices, and it will automatically sync with QuickBooks Online.


FAQs and Troubleshooting

  1. Can I change the label back to "Departments" after switching to "Locations"?

    • Yes, you can revert to "Departments" at any time by navigating to Configurations -> Company Settings -> Purchase Order and updating the label.

  2. What happens if the department/location is not syncing with QuickBooks?

    • First, check if the sync is enabled under Configurations -> Company Settings -> QuickBooks. If the sync is enabled but not working, try refreshing the list by going to Configurations -> Manage Departments and clicking the Import button.

  3. Will changes in QuickBooks automatically update in ProcureDesk?

    • Yes, any changes made in QuickBooks will be reflected in ProcureDesk after the next sync. However, you can manually refresh the list if immediate updates are needed.

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