Creating a QuickBooks Purchase Order

You can create a QuickBooks purchase order directly from your UDA Estimate. With QuickBooks purchase orders, you can order goods or services, keep track of what you have ordered and received, and create bills.

@ IMPORTANT: QuickBooks exports are irreversible. Backing up QuickBooks before exporting from UDA Estimating protects your accounts from possible errors.

Enable Purchase Order in QuickBooks

Depending on your version of QuickBooks, you may need to tell QuickBooks that you want to use purchase orders.

  1. In QuickBooks, go to Edit > Preferences.

  2. Depending on your version of QuickBooks, you will have one of the following options (you may need to scroll down in the left column):

QuickBooks 2006 and prior: choose Purchases & Vendors.

QuickBooks 2007 and later: choose Items & Inventory.

  1. Click the Company Preferences tab.

  2. Select Inventory and purchase orders are active and click OK.

Create Purchase Order from a UDA Estimate

  1. Open the QuickBooks company file that you would like to integrate with UDA ConstructionSuite.

  2. In an open UDA Estimate, go to QuickBooks Integration > Create QB Purchase Order.

  3. Choose how you would like to filter the purchase order. Use the filtering options individually or in any combination.

Filter by Category enables you narrow your purchase order by choosing a Category/Subcategory combination from your UDA Estimate.

Filter by Resource enables you to narrow your purchase order by selecting an assigned resource from your UDA Estimate.

Filter by Classification enables you to narrow your purchase order by selecting one of classifications from your UDA Estimate (Material, Labor, Subcontractor, Equipment, or Other).

& NOTE: You can use the filtering options individually or in any combination. For example, you may want to create a purchase order simply by Category, or narrow the scope of the purchase order even more by choosing only Materials in the selected Category.

  1. Select a QuickBooks Vendor (required). You can create a new QuickBooks Vendor by choosing <Create New Vendor> from the drop down menu. See the note below for more information about creating a new vendor.

  2. Click OK. The purchase order will open in QuickBooks. Use the Previous and Next buttons in QuickBooks to view imported purchase orders.


& NOTE:  To create a new Vendor, select the <Create New Vendor> option from the drop-down menu. The Create QuickBooks Vendor form will open. If you have a contact selected in the Resource section of the Create Purchase Order form, the Vendor information will be pre-filled for you. Otherwise, type the Vendor name as you would like it to appear in your QuickBooks Vendor list. If you have a vendor who is also a customer, you will need to modify their name slightly (i.e. Joe F. Smith). Then type the Vendorís correct name in the other fields.
      Vendor (required): Joe F. Smith
      Company Name
:  Lumber Supply, Inc.  
: Mr.
      First Name
: Joe
      M. I.
: F.
      Last Name
: Smith
You can edit Vendor Information later in QuickBooks. Only the vendor name is required to create a new vendor. For more information about using vendors, consult the Help included with QuickBooks.