Finale Inventory to QuickBooks Online sync - Accounts payable configuration

These configuration settings control what information Finale Inventory will sync to your QuickBooks Online account in relation to Suppliers, Purchase orders, Bills, and Bill payments.

Accounts payable

An Account payable in your QuickBooks Online account means you owe a vendor some money for something you purchased from them.  Finale Inventory Suppliers will be matched up and synced with your QuickBooks Vendors.  You cannot have an accounts payable without a Vendor so all Purchase orders, Bills, and Bill payments much have a Supplier associated with them.  

Import Suppliers

The first setting here is called Import Suppliers.  you can use the default setting here which is "Update existing Finale suppliers only."  This means that Finale Inventory will not import any of your existing Vendors from your QuickBooks Online account.  It will only sync Suppliers you Create in Finale Inventory into your QuickBooks Online account. If you create a Supplier in Finale Inventory that matches the spelling with case sensitivity, Finale will find a match for it in your Vendor list in your QuickBooks Online, and use it. It will not create a new one or duplicate it.  Important: Finale matches the *Display as name field value of your Vendors in QuickBooks to Finale Inventory's Supplier Name field value.

Import Bill payments

The next setting here is called Import bill payments.  The default setting is "Don't import bill payments." 

We recommend you use "Import all bill payments into Finale" if you would like to see the payment you make in your QuickBooks Online account be synced back into Finale Inventory and associated with the Bill you created in Finale. I will be marked as Paid in Finale.  This feature supports only one bill per payment.  If you make one payment in your QuickBooks Online for multiple Bills it will not work.

IMPORTANT:  Never make payments in Finale Inventory if you are connected to your QuickBooks Online account. We do not support you creating or making payments in Finale Inventory and syncing them TO your QuickBooks.  You may want to change your security permissions for your users to prevent them from making payments in Finale.

Export purchase orders

The next setting here is called Export purchase orders.  The default setting is "Don't export purchase orders."  This setting allows you to send Finale Inventory purchase orders to your QuickBooks Online account.  Purchase orders are not required to be created in your QuickBooks Online account to be able to see the Bills that are sent over. Creating Purchase orders in addition to Bills in your QuickBooks online provides additional information for clarity or reporting in your QuickBooks.  Exporting purchase orders from Finale Inventory to your QuickBooks Online is required if you would like to use the Import Bills from QuickBooks online feature.  We can only import bills created in your QuickBooks online if they were created in your QuickBooks online account against a Purchase Order that Finale synced(pushed/exported) to your QuickBooks first!

Import bills

If you have enabled Export purchase order, you will be able to configure Finale to Import Bills that you create in your QuickBooks online.  The default behavior here is Don't import Bills.  This means that Finale Inventory will not import any Bill you create in your QuickBooks Online account into Finale Inventory.

One workflow that some businesses prefer is to first create the Purchase order in Finale Inventory, then send that Purchase order to your QuickBooks Online account. After it appears in your QuickBooks Online, you will either manually create a Bill against this Purchase order in your QuickBooks Online, or the Bill may be synced or imported into your QuickBooks Online from another software. If that bill is attached or associated with the Purchase order Finale Inventory synced into your QuickBooks, we will be able to import that bill into Finale Inventory.  To do this, change the setting to Import all bills into Finale.