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Send vendor payments, cost of goods and POs to QuickBooks

5 min readUpdated 31 Oct 2026Advanced

Choose how vendor payments and cost of goods reach QuickBooks, then send or retry an individual purchase order. These options extend the purchasing connection after its accounts and vendors are mapped.

Payment and cost-of-goods posting start off. Review both with the person responsible for your books before enabling them.

Before you start

Connect the company

Complete Connect QuickBooks Online and turn purchasing sync on.

Understand the source records

Read How purchase orders work.

Check permissions

Settings need Manage purchasing settings. Sending or retrying a PO needs Enter costs and charges.

Avoid duplicate cost posting

Confirm no other connection posts cost of goods into this company.

Cost-of-goods posting starts from when you enable it. Earlier fulfillments aren't posted automatically.

Send vendor payments

  1. Step 1: Choose the payment method

    Go to SettingsPurchasing & accountingQuickBooks. Under Vendor payments, set Send payments to QuickBooks.

    Choose Don't send payments, As vendor deposits (prepayments), or As payments of the purchase order's bills. Use the method agreed for your purchasing records.

  2. Step 2: Map the payment accounts

    Choose Bank account payments leave from and, if needed, Credit card account. Leaving the card account empty uses the bank account.

    For deposit posting, map Vendor deposits account. Choose whether to Apply deposits to the purchase order's bills automatically.

  3. Step 3: Save the payment settings

    Click Save payment settings. Payment settings saved confirms the change. Purchase orders with payments are sent again under the new setting.

    Warning

    The change reaches existing PO payments

    Saving payment settings reprocesses purchase orders that have payments. Review the chosen method and mapped accounts before saving.

    Record the underlying payment through vendor messages and payments. Changing sync settings doesn't itself pay the vendor.

Post cost of goods

  1. Step 1: Choose the posting frequency

    In Cost of goods, choose One journal entry a day or One journal entry per order under Post cost of goods.

    Don't post cost of goods leaves this function off. Use it when another system already handles those entries.

  2. Step 2: Choose the cost policy

    Map Cost of goods sold account and choose Costs to post: Current cost, adjusted when it changes or Final costs only.

    Current cost posts the known cost when units ship. Later freight or cost corrections post the difference. Final costs waits for finalized costs.

  3. Step 3: Confirm exclusive posting and save

    Tick Nothing else posts cost of goods into this company only after checking other connections. Click Save cost of goods settings.

    The QuickBooks has inventory items warning needs review before you proceed. Keep quantity tracking and cost posting consistent across the connected systems.

  4. Step 4: Post and check progress

    Click Post now for an immediate run. Otherwise, posting runs daily. Check Posted through, Nothing posted yet, or Last run failed afterward.

    Entries use the store's time zone and credit the account the goods were bought into. Daily entry names follow the COGS date-and-sequence pattern.

    Costing supplies the values. Custom lines remain custom items; this posting doesn't make Shopify learn their cost.

Send, sync or retry one purchase order

  1. Step 1: Open its QuickBooks card

    Open the purchase order and find QuickBooks. The card appears when the shop is connected. Read Not sent, Syncing, Synced, or Failed and Last synced.

    Documents can include Purchase order, Bill, Vendor credit, Extra bill, Deposit, and Bill payment. Read the specific document rather than assuming every PO creates all types.

  2. Step 2: Send an older purchase order

    For an older or unsent PO, click Send to QuickBooks after it has been sent to the vendor. Sending to QuickBooks confirms the request.

    Use Sync now to update a previously sent record. A PO already syncing must finish before another request.

  3. Step 3: Fix a failed sync and retry

    Open Details for QuickBooks said: and the error. Correct the cause, then click Retry.

    Estimated charges remain out of QuickBooks until marked final. For a receipt without vendor cost, enter the cost on that receipt before retrying.

What happens next

The purchase order's activity records QuickBooks records updated or QuickBooks sync failed. Review the card and document links after a retry.

The cost-of-goods card shows how far posting reached. A failed run needs its cause resolved; pressing Post now repeatedly won't repair an account mapping.

Example: a vendor deposit and daily costs

Example · Harlow & Finch Interiors

Record Harlow & Finch's purchasing costs

Harlow & Finch uses vendor-deposit posting.

  1. Nora Ellis maps the bank and Vendor deposits accounts.
  2. Jo Park records the payment to Birch & Beam Woodworks on the PO.
  3. The deposit posts and is applied to the PO's bills under the chosen setting.
  4. Shipped Arden Dining Tables enter the daily cost-of-goods run.
  5. An older sent PO is sent to QuickBooks from its own page.

If something goes wrong

An account is missing or inactive

Choose an active mapping, save, and retry.

A taxed PO is waiting

Map Purchase order tax before its first bill can post.

QuickBooks reports duplicate vendor name

Choose the intended QuickBooks vendor in settings, then retry.

The document was edited at the same time

Retry after the other edit finishes.

The document was deleted in QuickBooks

Retry to post it again.

Books are closed for the date

Retry; the change is dated on the first open day.

Post now is unavailable

Enable and save cost of goods, turn sync on, and save pending changes.

Deposits remain on a finalized PO

Review the amount not covered by a bill before treating the PO as reconciled.

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