Overview

Lever360 can push purchase orders to QuickBooks Online so they path to the correct accounts. Three things need to be in place first: your purchase order items are linked to QuickBooks products/services, the vendor is synced to QuickBooks, and the job has been sent to QuickBooks. This article covers all three, then how to push the purchase order.

IMPORTANT: A purchase order can only be pushed once its vendor is synced to QuickBooks and the job has been sent to QuickBooks. Set up your QB items and vendor sync before pushing

Setting Up QuickBooks Items for Purchase Orders

Each purchase order item can be linked to a QuickBooks product/service. That link is the critical piece that makes a pushed purchase order path to the right accounts. You create the products/services on the QuickBooks side, and they pull back into Lever360 for you to select.

Watch the walkthrough for this section:

Step 1 — Open the Purchase Order Item List

From the main menu, go to Settings → Company Settings → Editable Lists, then scroll to the bottom and select Purchase Order Item List.

Step 2 — Link an Item to a QuickBooks Product/Service

Edit an existing item or add a new one. Give it an Item Name, select the QB product/service it should link to, and add a description to auto-fill on the purchase order. Click Save.

Tip: You can also change the QuickBooks product/service directly on a purchase order line, but setting it here means the right one is applied by default every time — see the related article on setting purchase order items

Syncing a Vendor to QuickBooks

A vendor must be linked to QuickBooks before a purchase order using that vendor can be pushed. In your vendor list, only vendors synced to QuickBooks show the QuickBooks icon.

Watch the walkthrough for this section:

Step 1 — Open the Company and Confirm It’s a Vendor

From your Company List, open the company (or create a new one). Make sure the Add to Vendor List toggle is on — see the related article on adding a vendor company. Below that toggle, you’ll find QuickBooks Vendor Sync with two options.

Option A — Send Vendor to QuickBooks

Use this to create the vendor in QuickBooks as a new record. Select Send Vendor to QuickBooks and you’ll see a success message and a QB Vendor ID.

Option B — Match to an Existing QuickBooks Vendor

Use this if the vendor already exists in QuickBooks. Select Match to QuickBooks Vendor, and Lever360 pulls in your list of QuickBooks vendors so you can select the right one and save.

Step 2 — Confirm the Sync

Once synced, the vendor appears in the purchase order vendor list with its QuickBooks icon, meaning purchase orders using it can now be pushed to QuickBooks.

Pushing a Purchase Order to QuickBooks

With your items linked and vendor synced, you’re ready to push. The job also needs to exist in QuickBooks first.

Watch the walkthrough for this section:

Step 1 — Send the Job to QuickBooks

Open the job and use Send Job to QuickBooks at the top so the job exists in QuickBooks. See the related article on pushing a job to QuickBooks.

Step 2 — Build the Purchase Order

Create the purchase order and select a vendor that shows the QuickBooks icon. For each line item, select an Item Name linked to a QuickBooks product/service, then set the quantity and amount. Save the purchase order.

Step 3 — Push to QuickBooks

In the top right of the purchase order, next to the Approve and Deny buttons, click Push to QuickBooks. A confirmation pop-up appears, and the purchase order shows Sync to QuickBooks: Yes, along with its QBPO ID and last sync time.

Step 4 — Confirm the Sync

A synced purchase order shows the QuickBooks icon in the QB column, both on the job’s purchase order list and on the main Purchase Orders list. A green check means synced; a red X means not synced.