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Projectworks allows you to export Purchase Orders (POs) to your accounting platform as bills to pay and reconcile payments.
Monitoring PO payments and reconciliations
Setup
The access to export POs is controlled in the Access Level settings. This allows you to control which access levels are allowed to export.
You can set this up by navigating to Settings → Access Levels and selecting the Access level you would like to give this access. Then simply select the ‘Purchase Orders’ button up top and tick the ‘Can export to Xero/Quickbooks’
Exporting POs
You can export POs either from the project Purchase Order screen, or via the Purchase Order directory screen. The Purchase Order directory screen has a tab ‘Ready for Export’ where the system pulls any Purchase Orders that have had any line items receipted but not yet exported.
You will be able to export the same Purchase Order multiple times if your supplier partially delivers or invoices against your Purchase Order. The system will keep the ‘Ready for Export’ tab up to date with POs that have any lines that have not yet been exported.
Initiating export works the same as with Invoices - select the POs you’d like to export on the tick boxes and in the bulk action menu that appears, select ‘Export to Xero/QuickBooks’. You can select one or multiple POs in one export.
The exported POs will appear in your accounting system and contain all the line items that had been included in the export in a single bill.
Example
You have a purchase order with 5 line items. Your supplier fills only 2 items at first and you mark the line items as receipted with the same supplier invoice reference and due date against the purchase order.
The system will flag that PO as ‘Ready to Export’ in the PO directory as there are now 2 receipted lines that have not yet been exported. You initiate the export and have a new bill to pay in your accounting system encompassing both line items in single bill.
Later, your supplier fills the remaining 3 items of your PO and you receipt them on the platform. Again, the system will add the PO into the ‘Ready to Export’ list as there are now 3 new lines that can be exported. You initiate the export, and your accounting platform will have a new bill to pay with the three line items you had marked as receipted.
Attachments
The export will also send any attachments you have associated with the line item as you receipt e.g. the supplier invoice. See Receipting a PO for more info.
To send attachments to the accounting system along with the receipted PO lines, select the files you want during receipting through the ‘Associated attachments’ field. All files selected as associated attachments will be sent to the accounting system given they meet the accounting system limits.
Xero supports a maximum of 10 attachments - but if you have associated the same file to multiple line items, Projectworks will only send it once.
QuickBooks supports attachments of up to a maximum of 100 MB
Reconciling Purchase Order payments
Once the bill has been paid in Xero or QuickBooks you can pull back this paid status to the Purchase Order in Projectworks. The exported line items of the PO will be marked as paid.
To pull back the paid status:
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If you have permissions to export expenses you will also see a button ‘Get paid status from Xero / QuickBooks’ in the top right of all screens in the Expenses section
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Click this to get the latest paid status from Xero or QuickBooks
Only Purchase Order Lines that have been paid in full will be reconciled as paid. Partially paid PO lines will remain outstanding until they have been fully paid in the accounting system.
Monitoring PO payments and reconciliations
We have a number of columns in the PO directory screens to help you monitor the export and payment status' of your Purchase Orders, including how many PO lines have been receipted, exported and paid.
Unlocking Exported POs
Once a Purchase Order is exported, Projectworks will lock the exported line items to prevent accidental edits. Special permission to temporarily unlock and edit exported line items in a PO can be added to an access level.
Any line item that has been exported to accounting platform cannot be re-exported.
If you edit a line item that has already been exported, any changes have to be manually actioned in the accounting platform to make sure the data remains in sync.
Once the line items are unlocked, you are able to edit the details on them, or delete the line altogether, after you have unreceipted the line.
Remember to re-receipt the line items you have edited so that your changes to ensure the PO status and details are correct!
