Posting Vendor Invoices and Payments to QuickBooks

Beginning with version 1.0.9.6 you can post Vendor Invoices and Payments to QuickBooks using the Vendor Invoice Reconciliation workflow.

A new menu has been added to QuickBridge; QuickBooks > Vendor Invoices and Payments > Post Vendor Invoices or Post VI Payments.

Posting Vendor Invoices (VI) will post all VI information including new items, qty, vendor info and costs. Vendor Credits will also post to QuickBooks in this module.

Note: When Enterprise Version option is checked off in QuickBridge, QBWarehouseName assigned in SellerCloud will post as well.

Posting Vendor Invoices to QuickBooks

  1. Make sure that QuickBooks is open and running on the same computer as QuickBridge.
  2. Select QuickBooks > Vendor Invoices and Payments from the menu bar.
  3. Select Post Vendor Invoices.
  4. Select the appropriate dates and click the Get Vendor Invoices button.
  5. The grid will populate with Vendor Invoices that have not yet been exported to QuickBooks.
  6. The Invoice Type column will specify the line item's type - Bill or Credit.
  7. Click on Post Invoices to QuickBooks and wait for confirmation. You're Done!
  8. The VI’s will be marked as "QB Exported" in SellerCloud to prevent them from being exported again. If you need to update an Invoice and repost, set the status to "QB UnExported" using the action menu. The Invoice will reappear in QuickBridge.

Where Vendor Invoice Data is Placed in QuickBooks

  • Vendors - New vendor accounts are created as VI’s are exported. Existing accounts are updated.
  • Products and inventory - New products and their inventory quantities are entered into Items and Services. Existing products are updated.
  • Account balance - Vendors accounts are updated to reflect outstanding balances. InvoiceType Bill - will create Vendor Bills and InvoiceType Credit - will create Vendor Credits.
Note: Vendor Invoices must have Receive Sessions added in order to populate in QuickBridge.  
Note: The Company/Vendor filters will only offer selections when there are Invoices from that Company/Vendor in the specified date range

Post Vendor Invoice Payments to QuickBooks

Posting VI Payments will post all vendor payment information. Posting Vendor Invoice Payments to QuickBooks:

  1. Make sure that QuickBooks is open and running on the same computer as QuickBridge.
  2. Select QuickBooks > Vendor Invoices and Payments from the menu bar.
  3. Select Post VI Payments
  4. Select the appropriate dates and click the Get Invoice Payments button.
  5. The grid will populate with VI Payments that have not yet been exported to QuickBooks.
  6. Click on Post Payments to QuickBooks and wait for confirmation. You're Done!
  7. The Payments will be marked as "QB Exported" in SellerCloud to prevent them from being exported again. If you need to update a Payment and repost, set the status to "QB UnExported" using the action menu. The Payment will reappear in QuickBridge.

Where Vendor Invoice Payments Data is Placed in QuickBooks

  • Payments that are applied to Vendor Invoices that already exist in QuickBooks will be applied accordingly in QuickBooks.
  • Payments that are applied to Vendor Invoices that do not exist in QuickBooks will result in 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 remain as a credit on the vendor which can be applied to future bills in QuickBooks.
  • QuickBridge will create a Bank account named “SC Interim Payable Account” which will be used for the VI Payments in QuickBooks. When payment method is Credit Card it will create a Credit Card account named “SC Interim CC Account” and use that for the VI Payment.
Note: The Company/Vendor filters will only offer selections when there are VI Payments from that Company/Vendor in the specified date range.


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