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How I get real time financial information in Quickbooks

Here are key things to understand about the BlueTrace accounting system integration

If you have QuickBooks (or other) integrations turned on BlueTrace will write invoices and purchase orders in real time.  If something changed (the price, quantity, items) we will update that invoice or PO.  

Here are a few key things to know:

Invoices:

  1. We assume invoicing occurs on the day a product ships, so the invoice date will match the ship date.
  2. You can create invoices either when the sales order is entered or when the sales order is packed.
  3. We continue to update invoices with any changes made by your team until the Sales Orders is closed.
  4. Best practice is to review and close all Sales Orders at the end of a day or once a product ships
Purchase Orders:
  1. We create a Purchase Order when you enter a purchase.
  2. The Purchase Order is updated when you receive the product to account for any changes in quantities or items.
  3. Like with Invoices, we update with any changes until you mark the Purchase as closed
  4. Purchase Orders do not hit your P&L until you Convert them to a Bill in Quickbooks
    1. This is generally so you have a chance to review/edit them before they hit your P&L
    2. To convert a PO to a Bill hit the big green button in the upper right and save the resulting bill​. That bill will then hit your P&L.
    3. Best practices is to do this at the end of the day or after a product has been received and checked.

For those not used to Purchase Orders, here is what one looks like in QuickBooks online.  In this scenario, you need to Copy to Bill and save the bill.  That will update your P&L.