All About Stampli’s PO Support for QuickBooks Desktop

Stampli’s PO Support for QuickBooks Desktop is the most advanced of its kind, giving QuickBooks customers a powerful and streamlined way to do 3-way or 2-way matching with POs in Stampli. Here’s a closer look at what QuickBooks users can expect!

Automatic, Real-Time PO Sync from QuickBooks Desktop to Stampli

Stampli supports 3-way and 2-way matching by including sync of Item Receipts. Changes made to POs in QuickBooks – for example, changes in quantities based on Item Receipts – will also be automatically updated in Stampli.

In addition:

• A list of open POs and Item Receipts with the latest updates are available in Stampli.
• All PO details are brought over from QuickBooks – including Item, Description, Quantity, Rate, Amount, and Customer.
• If there are multiple lines in a PO, each line is available in Stampli.

Line-Level Adjustments in Stampli

Do your vendors partially bill POs? Easily make adjustments to individual lines of a PO. Do you need to add shipping or other charges to Item Receipts? Add other expenses as needed when you code the invoice in Stampli.

Stampli supports line-level PO adjustments in the following ways:

• If a PO is partially billed, easily update the quantity for one or more lines in Stampli. When the bill record is created in QuickBooks, the PO is automatically updated to reflect the billed amount as received.
• Item Receipt with partial or full receipt can be matched to an invoice. Similar to matched POs, adjustments can be made to invoices with an Item Receipt.
• With Item Receipts, if shipping, handling, or other charges need to be added, easily add the new expenses. When the Item Receipt is converted into a bill in QuickBooks, the new expense item is created.

And for POs with multiple lines, Stampli makes it easy to view and update the data:

• All numerical fields are auto-calculators.
• A formula can also be used to calculate a quantity in a numerical field.
• If a related numerical field is changed, the other fields are automatically updated. For example, if Quantity is changed, the Rate and Amount fields are updated.

Single & Multiple PO Matching

Do you receive invoices that cover multiple POs? If vendors send invoices that bill multiple purchase orders, Stampli has the flexibility to match one or more POs to an invoice. From the PO list, select one or more POs when coding the invoice. When the bill record is created in QuickBooks, all associated POs are automatically updated with the billed amounts.

Automatically Create Bills in QuickBooks

After an invoice is coded and approved in Stampli, a bill record is automatically created in QuickBooks Desktop based on the information from Stampli.

This includes:

• Bills matched to a PO will automatically update the PO. If multiple POs are matched to the bill, all related POs will be updated. If there is partial billing, the PO quantity will automatically be adjusted in QuickBooks based on the bill record.
• Invoices matched to Item Receipts will automatically convert the Item Receipts to bills in QuickBooks.
• If shipping, handling, or other charges were added in Stampli to an Item Receipt, the new expense item is created in QuickBooks when the Item Receipt is converted into a bill.
• The bill record in QuickBooks includes a link to the Stampli invoice record for easy reference.

Streamline Discrepancy Handling

Some companies that use purchase orders can end up spending significant time on handling discrepancies between what is billed by the vendor and what is in the invoice. Stampli makes it easy to handle/manage discrepancies with in-app communication tools.

For example:

• Easily ask and answer questions directly within the invoice page.
• Get automatic notifications and reminders to respond to questions.
• View a complete history of all communications directly (available with the invoice).

And if discrepancies need approvals – or if PO-backed invoices require approval – use Stampli’s approval tools to quickly approve invoices.

Interested? Try Stampli’s PO Support for QuickBooks Desktop!

Want to experience Stampli’s PO support for yourself? Reach out to the team! We’d love to see if Stampli can be a great fit for you.