Purchase order data mapping
NOTE This information is relevant if you are transferring invoices and/or purchase orders to QuickBooks.
Purchase order fields
| Autotask Field | QuickBooks Field | Notes |
|---|---|---|
| Vendor | Vendor | |
| Organization | Ship To | If AT purchase order is Ship To "Selected Organization", it is set as that customer in QuickBooks. Otherwise, the Address of the QuickBooks company file is used. |
| Product | Item | Autotask product names longer than 31 characters will be truncated. |
| - | Description | |
| Quantity | Quantity | |
| Cost | Cost | |
| Organization | Customer:Job | |
| - | Amount | Calculated by QuickBooks |
| Purchase for Organization | Ship To (Customer) | |
| Ship To Address | Ship To (Address) | |
| External P.O. # | P.O. No. | The QuickBooks PO number is written back to the Autotask purchase order after a successful transfer |
| Transfer Date | Date | |
| General Memo | Vendor Message | |
| Terms | Terms | The Autotask QuickBooks Desktop Extension does not transfer payment terms to QuickBooks. |
| - | Due Date | always blank |
| - | Organization Number | Auto-populated with the QuickBooks company number |
| - | Expected | |
| Shipping Type | Ship Via | The transferred shipping type must match a "Ship Via" option in QuickBooks, otherwise the field is left blank |
| Freight | FOB | |
| - | Other2 | always blank |
| - | Service Date | always blank |
| Manufacturer Product Number (from product) | Man. Part Num | |
| - | Backordered | always blank |
| - | Received | always blank |
| - | Other 1 | always blank |
| - | Other 2 | always blank |
| - | Total | Calculated by QuickBooks |
| - | Long text (disclaimer) | always blank |
| - | Memo | always blank |
| Shipping Date | always blank | |
| Tax Region | always blank | |
| Vendor Invoice # | always blank | |
| Organization's Transmission Method | To be printed / to be mailed | Set in Invoice Settings > External Accounting Options |
Inventory part fields
| Autotask Field | QuickBooks Field | Notes |
|---|---|---|
| - | Type | Always "Inventory Part" |
| Product Name | Item Name/Number | Autotask currently allows you to create multiple products with the same name. QuickBooks does not allow this. |
| - | SubItem of | |
| Manufacturer Product Number (from product) | Manufacturer's Part Number | |
| - | Unit of Measure | Always "Each" if UOM is enabled in QuickBooks, or blank if UOM is not enabled |
| Product Description (from product) | Description on Purchase Transactions | |
| Unit Cost (from product) | Cost | If blank in Autotask, will be 0.00 |
| - | COGS Account | Always "Cost of Goods Sold" |
| Default Vendor (from product) | Preferred Vendor | Auto-created if a matching vendor does not exist in QuickBooks |
| Product Description | Description on Sales Transations | |
| Unit Price (from product) | Sales Price | If blank in Autotask, will be 0.00 |
| Taxable setting (from product's material code) | Tax Code | Tax or Non. Billing items associated with a tax amount >0 are considered taxable. |
| - | Income Account | We will look for an account called "Autotask Income from PO". If it exists, we will use it. If it does not exist, we will create it and use it. |
| - | Device Account | always "Inventory Device" |
| Min (from inventory item) | Reorder Point | |
| On Hand (from inventory item) | On Hand | In QuickBooks there is one inventory part for each Autotask product. In Autotask, there can be multiple inventory items for a single product (the joining of a product and an inventory location comprises the inventory item in Autotask). We will sum the on hand amounts for all Autotask inventory items that have the same product and that will be the on hand amount for the single inventory part in QuickBooks. |
| - | Total Value | calculated by QuickBooks |
| - | As of | always today's date |
| - | Item is inactive | always False |
