Posting Vendor Invoices and Payments to QuickBooks

Updated 5 months ago

As of Version 1.0.9.6, you can post vendor invoices (VIs) and payments to QuickBooks using the Vendor Invoice Reconciliation workflow.

To access this QuickBridge function, click QuickBooks Posting Options > Vendor Invoices and Payments > Post Vendor Invoices or Post VI Payments:


Posting vendor invoices to QuickBooks

This procedure will post all VI information, including new items, quantity, vendor information, and costs. Vendor credits will also post to QuickBooks.

If the Enterprise Version option is checked in QuickBridge, the QBWarehouseName assigned in SellerCloud will also post.
  1. Ensure that QuickBooks is open and running on the same computer as QuickBridge.
  2. In QuickBridge, click QuickBooks Posting Options > Vendor Invoices and Payments > Post Vendor Invoices.
  3. Select the Start and End Dates > Get Vendor Invoices. (The Company and Vendor filters only offer selections when VIs exist for a company or vendor in the date range.)
    1. The grid will populate with vendor invoices that have not been exported to QuickBooks.
    2. The Invoice Type column will specify the line item's type: Bill or Credit
  4. Click Post Invoices to QuickBooks and await confirmation.
    1. VIs will be marked as "QB Exported" in SellerCloud to prevent them from export again.
    2. To update an invoice and repost it, set its status to "QB UnExported" from the Action Menu. The invoice will reappear in QuickBridge.

Vendor invoice data in QuickBooks

Vendor invoice (VI) data appears in QuickBooks as follows:

  • Vendors - As VIs are exported, new vendor accounts are created and existing accounts are updated.

  • Products and inventory - New products and their inventory quantities are entered into Items and Services, and existing products are updated.

  • Account balance - Vendor accounts are updated to reflect outstanding balances:
    • InvoiceType Bill will create vendor bills
    • InvoiceType Credit will create vendor credits
Vendor Invoices must have Receive Sessions added to populate in QuickBridge.  


Posting vendor invoice payments to QuickBooks

This procedure will post all vendor payment information:

  1. Ensure that QuickBooks is open and running on the same computer as QuickBridge.
  2. In QuickBridge, click QuickBooks Posting Options > Vendor Invoices and Payments > Post VI Payments.
  3. Select the Start and End Dates > Get Invoice Payments. (The Company and Vendor filters only offer selections when VI payments exist from a company or vendor in the date range.)
    1. The grid will populate with VI payments that have not been exported to QuickBooks.
  4. Click Post Payments to QuickBooks and await confirmation.
    1. Payments will be marked as "QB Exported" in SellerCloud to prevent them from export again.
    2. To update a payment and repost it, set its status to "QB UnExported" from the Action Menu. The payment will reappear in QuickBridge.

Vendor invoice payments in QuickBooks

VI payment data appears in QuickBooks as follows:

  • Payments applied to vendor invoices that exist in QuickBooks will be applied accordingly in QuickBooks

  • Payments applied to vendor invoices that do not exist in QuickBooks will produce the following error: “PaymentID _: The following vendor invoice(s) are not in QuickBooks: _”

  • Payments that are not applied to vendor invoices, such as pre-payments, will be assigned to Accounts Payable and stay as a credit on the vendor, which can be applied to future bills in QuickBooks.

  • QuickBridge will create a bank account called “SC Interim Payable Account” that will be used for VI payments in QuickBooks.

  • When the payment method is Credit Card, this creates a credit card account called “SC Interim CC Account” that will be used for the VI payment.


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