How to Sync Purchase Orders With QuickBooks Desktop

Push new and updated FieldPulse purchase orders one way into QuickBooks Desktop, with the full field mapping and how PO statuses map to Open and Closed.

Who uses this: An admin turns on PO sync with FieldPulse; POs then push automatically. Availability: Requires QuickBooks Desktop + the sync connector.

Purchase order sync pushes your FieldPulse purchase orders one way into QuickBooks Desktop, so POs land in your books without re-entry. Once it’s enabled, every newly created or updated purchase order pushes to QuickBooks Desktop on its own — this is a one-way sync from FieldPulse to QuickBooks, not two-way.

Overview

Purchase order sync is separate from the main QuickBooks Desktop sync and has to be turned on by FieldPulse. The workflow breakdown it fixes is re-keying POs: a supplier order raised in FieldPulse otherwise gets typed again into QuickBooks, and the two fall out of step. With PO sync on, the purchase order and its line items flow straight into QuickBooks Desktop. Because it’s one way, edits made in QuickBooks Desktop do not flow back to FieldPulse. FieldPulse integrates with QuickBooks Desktop 2024 and newer.

Before you begin

• The main QuickBooks Desktop sync should be connected and running — see How to Sync With QuickBooks Desktop.

• Purchase order sync is enabled by request. Contact the FieldPulse support team through in-app chat or at [e-mail] to turn it on.

Turn on purchase order sync

1. Contact the FieldPulse support team through in-app chat or at [e-mail] to initiate your purchase order sync.

2. Once it’s enabled, no further action is needed — the sync triggers automatically whenever you create or update a purchase order, pushing it to QuickBooks Desktop.

Purchase order field mapping

These FieldPulse purchase order fields sync to QuickBooks Desktop and appear in the QuickBooks field shown. Any field not listed here does not sync.

FieldPulse field	QuickBooks Desktop field
Purchase Order Number	Purchase Order Number
Supplier Name	Vendor
Supplier Email	Vendor Email (not shown on the purchase order)
Expected Delivery Date	Date
Address	Shipping Address
Line Item Title	Product / Service
Description	Description
Quantity	Quantity
Unit Cost	Rate
Total (per line item)	Amount
Created At Date	Created Date in Summary
Updated At Date	Last Edited Time
Order Title	Your Message to Vendor
Instructions	Memo
Total	Total

How PO statuses map

Each FieldPulse purchase order status reflects as either Open or Closed in QuickBooks Desktop.

FieldPulse status	QuickBooks Desktop status
Compose	Open
Draft	Open
Ordered	Open
Pending	Open
En Route	Open
Ready for Pickup	Open
Partially Received	Open
Issue	Open
Received	Closed
Completed	Closed
Canceled	Closed

Example: a purchase order before and after syncing

Purchase Order in FieldPulse:

How this syncs over to QuickBooks Desktop:

Related articles

• QuickBooks Desktop Overview

• How to Sync With QuickBooks Desktop

• QuickBooks Desktop Sync Examples and Details

• Troubleshooting QuickBooks Desktop Sync Errors

Purchase order sync is working when a PO you create or update in FieldPulse appears in QuickBooks Desktop with the mapped fields above — no re-entry, no second copy to keep in step.