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Sync Purchase Orders to QuickBooks


Marking a purchase order as received in Kounta will sync it seamlessly into your accounting platform. No more double handling! Take back your time to spend it doing the things you love - like running your business.

Once you have set up your QuickBooks Integration to sync your takings and sales data, this guide will take you through the steps to syncing your purchase orders.




What's in this guide?


Before you begin

Setting up Purchase Orders

Frequently Asked Questions


Before you begin


Before you start connecting your QuickBooks account to Kounta, you'll want to make sure your QuickBooks account set up - you may need to double check this with your Accountant, or Bookkeeper.

From here you can then you'll need to enable the QuickBooks integration. We wrote a guide to help you enable this integration and to sync your Takings and Account Sales data.

Finally, you'll also need to be on the Kounta Purchase Advanced plan.


Setting up Purchase Orders


1. To begin setting up your Purchase Orders select the Manage tab.

2. Check the box next to For each purchase order in Kounta, create a Purchase Invoice in QuickBooks


3. Once enabled, you will now see options for mapping your account for your Purchase Orders - this is very similar to mapping Default Accounts for takings and accounts sales (which is covered in our guide on how to Integrate your QuickBooks with Kounta).

Use the drop-down arrows on the right side to select which account should receive the cost associated with received purchase orders. Then, scroll down and map your taxes to their QuickBooks equivalents.


Create QuickBooks Expenses

Purchase Number Prefix

This will allow you to place a prefix at the start of any purchase order that arrives in QuickBooks from Kounta to assist in identifying purchase orders in QuickBooks.


Assign Sales to Class & Location

Location Tracking and Class Tracking lets you track your income and expenses. You can use either one of them individually or both of them together.

Class tracking specifies a different class for each detail line of a transaction
Location tracking allows you to assign a location to an entire transaction " - QuickBooks

Eg: Managing your Kounta sites separately under the same QuickBooks account.


Deposit Purchase into Account

Kounta Account Type Description QuickBooks Recommended Account Type QuickBooks Tax Code

Deposit Purchase into Account

This is the default expense account where Kounta will export all of your purchase orders from your suppliers when you have no Product Specific Mapping details present.


Based on Sales type




Map Expenses Tax Codes

Once the Purchase Account has been mapped you will need to then select the QuickBooks Tax Type mapping for your Kounta tax codes - you can find out more about adding and managing your taxes in your Kounta Account here.


The Integration will give you the recommended tax codes from your QuickBooks Accounting Program for these tax types. If you don't see the option here but you use this Tax Type in Kounta, you will need to create the corresponding tax code in QuickBooks.




As purchase orders are marked as received in Kounta, they will export across to QuickBooks.

For further details on how Kounta handles purchase orders, see our guide on Inventory Management with Kounta.



Note - Once the above mapping has been completed, select Save 





Frequently Asked Questions


Do I have to pay anything extra for QuickBooks integration?

No. Certain integrations are only available on certain plans - this purchase data sync is only included under the Kounta Purchase Advanced plan, however, if you decide to integrate your Kounta with QuickBooks, you’ll have to subscribe to their services as well as ours.  

Where does my data go in QuickBooks?

Glad you asked. We have a guide called Where does my data export? which goes into a little more detail on this subject. Make sure to check that out!


I'm not in Australia or New Zealand - can I still Integrate my Kounta to QuickBooks?

Honestly, this will depend on where exactly you are. First, you should check that you are in a Kounta supported region. Then, you can reach out to our 24-Hour Support Team to confirm that your integration will work.


How does Kounta Sync my Suppliers to QuickBooks?

We simply match the Supplier Name field to the QuickBooks field DisplayName as a unique identifier.


What's my next step?


Purchase data is just one of three main data points that the accounting integration syncs between QuickBooks and Kounta - once the integration is enabled. In case you haven't already, make sure to check out our guide on enabling the QuickBooks integration and syncing Takings data & Account Sales data.



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