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.
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
Go to Configurations -> Company Settings -> QuickBooks.
Enable the department sync by checking the appropriate checkbox.
Step 2: Customize the Label (Optional)
If you prefer to use the label "Locations" instead of "Departments," you can change this setting:
Navigate to Configurations -> Company Settings -> Purchase Order.
Update the label as needed.
Step 3: Sync Departments/Locations from QuickBooks
Departments/Locations are automatically synced from QuickBooks. However, if you need to refresh the list:
Go to Configurations -> Manage Departments.
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
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.
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.
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.