Purchase Orders

Orders that are created in IntelliTrack or QuickBooks Online flow back and forth between the applications when the Plugin is used.

Note: Only inventory-part type items are imported into IntelliTrack; non-inventory parts or assets are not imported into IntelliTrack.

Warning: The receive inventory flow is from IntelliTrack to QuickBooks Online. Therefore, when using the Plugin, we do not recommend performing an order receive in the QuickBooks Online application. Doing so will cause the order to become out of sync between QuickBooks Online and IntelliTrack.

Best Practice Recommendation for Order Numbering

Note: We recommend creating the order in QuickBooks and then processing it in IntelliTrack. This will ensure that duplicate order numbers are not created and that the inventory is accurate.

If you need to create orders in both IntelliTrack and QuickBooks you must keep the order numbers different by using the order auto-numbering feature in both IntelliTrack and QuickBooks or by keeping the order numbering apart from each other so that it will be less likely for a duplicate order number to be used.

Receiving an Order

You are able to create or update an order in IntelliTrack and post it back and forth between QuickBooks Online and IntelliTrack using the Plugin. The order posts back to QuickBooks Online after it is fully received and automatically closed in IntelliTrack.

The orders are posted automatically or manually depending on your setup.

Imported QuickBooks Online® Purchase Orders in IntelliTrack

When a purchase order from QuickBooks Online is imported into IntelliTrack during an auto sync or a receiving orders synchronization, it is placed in IntelliTrack as a receiving order.

Note: The purchase order number in QuickBooks Online becomes the receiving order number in IntelliTrack. This means that when you create a purchase order in QuickBooks Online that is assigned the number 1041 and import it into IntelliTrack, the Receiving Order number is 1041.

When orders from QuickBooks Online are imported into the receiving order list in IntelliTrack, you may view, edit, and update the order at the Receiving Orders page in IntelliTrack and then export the updated order back to QuickBooks Online via the Plugin during a sync.

  1. To review the receiving orders in IntelliTrack, select Orders > Receiving from the navigation pane.
  2. Click the drop-down arrow in the Order Number field. The order list appears. The imported QuickBooks purchase orders appear in the list.

Order Details

When an order is imported into IntelliTrack, you will find it in the Receiving Orders list at the Receiving Orders page.

  1. To view the details for a specific purchase order, click the drop-down arrow in the Order Number field. The list of available orders appears.
    1. The purchase order number in QuickBooks Online correlates to the receiving order number in IntelliTrack.
    2. The order vendor is the purchase order vendor in QuickBooks Online.
  2. Select the order from the list.
  3. The order information populates the page.
  4. The inventory-part type items in the receiving order are imported from the purchase order in QuickBooks Online.
  5. The Ordered Quantity amount in the IntelliTrack receiving order is the quantity number from the purchase order.

IntelliTrack Receiving Order Posting to QuickBooks via the Plugin

Orders that are fully received and automatically marked as Closed in IntelliTrack are exported to QuickBooks Online. When the order is exported to QuickBooks Online, it is marked as exported so that it will not be exported again. The user must add a bill to this Purchase Order in QuickBooks Online. The inventory in QuickBooks Online is modified once the user adds the bill to the Purchase Order.

Posting Orders

An order may be posted automatically or manually to QuickBooks Online via the Plugin.

Automatic Posting

The orders are automatically posted to QuickBooks Online when auto syncing is implemented and the Manual Posting checkbox in the Basic Configuration tab is not marked. This means that any orders ready for posting will automatically be posted back to QuickBooks Online during the next auto sync.

Manual Posting

When you use manual posting of orders, the orders are manually posted to QuickBooks Online from the Order Posting & Invoices tab. Manual posting may be used with auto syncing (between sync intervals) or manual syncing. However, when you turn Manual Posting ON, you must always post the orders at the Order Posting & Invoices tab. To set up the IntelliTrack Plugin for manual posting, follow the steps below.

  1. To use manual posting, go to the QuickBooks Online Plugin\Basic Configuration tab\QuickBooks Settings portion.
  2. Mark the Manual Posting to QuickBooks checkbox.
  3. Click the Save Configuration button to save this setting.

Dispatching Receiving Orders Manually

Orders that have been changed in IntelliTrack are manually exported to QuickBooks Online via the Order Posting & Invoices tab in the Plugin. To manually post an order, follow the steps below.

  1. Make sure the orders are synchronized.
    1. If you do not automatically sync the data (via a Sync Interval timer setting set at the Basic Configuration tab\Synchronization portion in the Plugin), sync the purchase order data by clicking the Synchronization tab and selecting the Synchronize Receiving Orders button.
    2. If you automatically sync the data, the order data will synchronize automatically with each auto sync.
  2. Next, click the Order Posting & Invoices tab.

  1. To view the most up-to-date list of available Receiving Orders for posting, select the Receiving Orders option in the Select Order Type portion of the tab and then click the Refresh Data button to update the available receiving orders in the form.

  1. To post a receiving order, mark the Selected checkbox next to any order that has a Ready status. To select all the orders that are ready, click the Select All button. (To clear the selection or selections, click the Clear All button.)
  2. Click the Post button to post the selected orders. While the selected order or orders are posting to QuickBooks, the status bar along the bottom of the plugin will notify you with this message: Posting Orders. When the order is posted, it will notify you with this message: Posting orders completed.
    1. If the order is successfully posted, the order status updates to Posted.
    2. If the order is not successfully posted, the order status updates to Failed; the Reason field contains an error message. When the post fails, the order will not be exported to QuickBooks and must be manually reconciled in QuickBooks.
  3. After the order is posted, it may be removed from the list. In the Select Order Type portion of the form, select the Receiving Orders radio button.
  4. Click the Refresh button. The order list is refreshed. The Post button and the Remove from List button becomes enabled.
    1. To remove a posted order from the list of orders, mark the Selected checkbox next to each order that you want to remove.
    2. Next, click the Remove from List button. The Plugin notifies you that the orders are being removed from the list; it also notifies you when it completes this request.
    3. Next, click the Refresh Data button. The orders are removed from the list.