Accounts Integration for Purchase Orders

To take full advantage of the Purchase Order system, you can integrate it with your accounting software. 

Current Compatibility: The system currently only integrates with Sage for Purchase Orders. Integrations for Xero and QuickBooks will be coming soon and all accounts integrations are already working for Bills (Purchase Invoices).

Before a Purchase Order can be synced with your accounting system, the following must be present:

1. An External Account ID: Set within the Supplier Profile.
2. A Nominal Code: Assigned to every individual line on the PO.
3. A VAT Code: Assigned to every individual line on the PO.

The sections below explain how to set up defaults and configure suppliers so your accounts integration works correctly.

Global Company Settings

In order to ensure other defaults work as expected, a Company Admin should set the global defaults.

1. Click your initials in the top right corner.
2. Navigate to Company Settings.
3. Scroll down to the Accounts Settings section.
4. In the right-hand column, fill in the Default Purchase VAT Code and Default Purchase Nominal Code.
5. Click Save.

Supplier-Specific Configuration

To sync a PO with your accounts, the system must know which supplier in our system matches the supplier in your accounting software.

1. Go to Settings > Suppliers (under Scheduling Settings).
2. Open the specific Supplier Profile and navigate to the Accounts tab.
3. External Account ID: Enter the ID or reference used for this supplier in your accounting system.
   • Tip: Use the Find from Sage link above the field to quickly locate the correct ID. This allows you to sync finalized bills directly, reducing manual data entry and errors. (Links to other accounts packages will appear once those integrations are finished.)
4. Supplier Defaults: You can also set specific VAT and Nominal codes here. These will override the global company defaults for this specific supplier.

How VAT and Nominal Codes are Assigned

For a successful sync, every purchase order must have a Nominal and VAT code. The system assigns these based on the type of order you are creating and they can be changed on individual POs (either on creation or edited after):

• Manual POs: Pulls from Company Settings

  Learn more about Creating Manual Purchase Orders.

• Subcontractor POs: Pulls from Supplier Profile

  Learn more about Generating Subcontractor POs.

Next Steps

Now that your integration is configured, you may want to set up Approval Limits for your staff to ensure no high-value orders are sent to suppliers without a manager's review. For more information on setting permissions and the approval workflow, please see our guide: Purchase Order Approvals.