QuickBooks Online Integration: Purchase Order Push
The Purchase Order Push is an optional feature of the QuickBooks Online integration that automatically creates a purchase order in QuickBooks Online when a purchase order is approved in Rev.io. This keeps your AP team's QuickBooks records in sync with purchasing activity in Rev.io without manual re-entry.
This feature is off by default and must be enabled deliberately during configuration. It runs separately from the main customer, invoice, and payment sync and always flows from Rev.io into QuickBooks Online.
| NOTE: Before enabling Purchase Order Push, confirm that the integration's service account has update permission on approved purchase orders in Rev.io. This is required for the integration to stamp approved purchase orders with their QuickBooks submission status after they are created. Contact your Rev.io representative to confirm this during onboarding. |
How It Works
When a purchase order in Rev.io is approved and placed in an open state, the integration detects it on its next scheduled run and creates the matching purchase order in QuickBooks Online. It then stamps the Rev.io purchase order with a QBO Submission Status of submitted and records the QuickBooks purchase order ID. Stamped purchase orders are never pushed again, so duplicates cannot be created.
Each purchase order line is created in QuickBooks as an item line if the product is linked to a QuickBooks item, or as a category line using the Fallback Expense Account if it is not. If no fallback account is configured and a line cannot be mapped, the purchase order is stamped rejected and held for review.
Enabling Purchase Order Push
To enable Purchase Order Push, both Sync Purchase Orders and Enable Purchase Order Push must be turned on in the integration configuration. Once Enable Purchase Order Push is enabled, the following additional settings become available.
| Setting | Description |
|---|---|
| Vendor Mapping | Maps each Rev.io provider to a QuickBooks vendor. Purchase orders for unmapped providers are skipped silently. All active providers must be mapped. |
| Accounts Payable Account | The A/P account applied to every purchase order created in QuickBooks. Auto-selected if your company has only one A/P account. |
| Fallback Expense Account | The expense account used for purchase order lines that are not linked to a QuickBooks item. Strongly recommended. Without it, unlinked lines are skipped entirely. |
| Auto-Create QBO Items for PO Lines | When enabled, products not yet linked to a QuickBooks item will have an item created and linked automatically, resulting in proper item lines with quantity and rate. Off by default. |
| Use Document Number Prefix | When enabled, applies a prefix to purchase order document numbers in QuickBooks to avoid number conflicts. Defaults to on with a prefix of REV-. |
| PO Sync Mode | Controls whether the initial sync includes only new purchase orders going forward, or also performs a one-time catch-up of existing approved purchase orders. |
| Submit and Void Detection Schedules | Controls how often the integration checks for new purchase orders to push and for voided purchase orders to close. Defaults to hourly. |
Submission Statuses
After the integration processes a purchase order, it stamps the Rev.io record with one of the following statuses.
| Status | Description | Retries automatically? |
|---|---|---|
submitted | The purchase order was successfully created in QuickBooks Online. | No. Submitted purchase orders are never pushed again. |
error | A temporary problem was encountered, such as a network issue or rate limit. | Yes. The integration retries on the next scheduled run. |
rejected | QuickBooks rejected the purchase order, typically because a line could not be mapped and no fallback account is configured. | No. Fix the mapping or configure a fallback account, then clear the status to re-queue the purchase order. |
Voiding Purchase Orders
Automatic void handling is not yet active. Until it is enabled, voiding a purchase order in Rev.io does not remove or close the matching purchase order in QuickBooks Online. You will need to delete or close it in QuickBooks manually.