AP Vouchers and Vendor Payments When You Use QuickBooks Integration

Enter accounts payable vouchers for project expenses in DPS. Pay the vendor bills for the vouchers in QuickBooks Online.

This allows you to see project expenses on project reporting in DPS.

You can enter expenses that are not related to projects, such as rent and other overhead expenses, in either QuickBooks Online or DPS. It is not required that you enter them in DPS because overhead expenses are not included in project reports. Any expenses that you enter and pay in QuickBooks Online that do not have an AP voucher entered for them in DPS voucher do not get added to DPS.

The following table identifies where you enter AP vouchers for projects expenses in DPS and pay the vendor bill for the voucher in QuickBooks Online.

Action	Where You Perform the Action
Enter AP vouchers in DPS	Enter AP vouchers in either of the following locations in the DPS desktop application: Transaction Center > Transaction Entry Cash Management > AP Invoice Approvals In AP Invoice Approvals, you upload accounts payable invoices that you receive from vendors, submit the invoices for approval, and approve or reject the invoices. After the invoices are approved, you can automatically generate AP vouchers for them. The following are the possible payment types that you enter in the Payment field for AP vouchers in DPS and their effects for the vendor bill in QuickBooks Online: Date: The payment for the vendor bill in QuickBooks Online will be processed on the date that you enter in the field to the right of the Payment field in DPS. This date displays in the Date field for the vendor bill in QuickBooks Online. Next: Payment for the vendor bill in QuickBooks Online will be processed with the next payment processing run for vendor bills. Hold: Payment for the vendor bill in QuickBooks Online will be on hold for the number of days specified by a system administration in DPS in the QuickBooks integration utility in the AP Default Days field on the Integration Setup tab. PWP: (Pay When Paid) Payment for the vendor bill in QuickBooks Online will be processed after the number of days specified by a system administration in DPS in the QuickBooks integration utility in the AP Default Days field on the Integration Setup tab. For more information on how to enter AP vouchers in DPS, see: Transaction Entry Overview Enter AP Vouchers in the Transaction Center AP Invoice Approvals
Post AP vouchers in DPS	Post AP vouchers in the following locations in the DPS desktop application: Transaction Center > Transaction Posting: This applies for AP vouchers that were created in Transaction Entry and in AP Invoices Approvals without a purchase order. Cash Management > Create Voucher from PO: This applies for AP vouchers that were created in AP Invoice Approvals from a purchase order. For more information on how to post AP vouchers in DPS, see: Post a Transaction File Create a Voucher from a Purchase Order and Post It The next time that updating occurs between DPS and QuickBooks Online, the posted AP vouchers from DPS are added to QuickBooks Online as vendor bills to be paid. In QuickBooks Online: You see the AP vouchers as vendor bills in Expenses > Expenses > Pay Bills or Expenses > Vendors > Make Payment. Each line item in a QuickBooks Online vendor bill in the Account Details section of the bill is a line item from the AP voucher entered in DPS. Tax codes applied to a line item in an AP voucher in DPS are also applied to each line item in the Amount column in the Account Details section of the bill.
Pay vendor bills in QuickBooks Online for the AP vouchers from DPS.	Pay vendor bills in QuickBooks Online in Expenses > Expenses > Pay Bills or Expenses > Vendors > Make Payment. Warning: In the Account Details section of the bill in QuickBooks Online, do not select the QB Billable or Tax check boxes. Doing so will double the revenue associated with that expense because the revenue is brought into QuickBooks Online when billing invoices entered in DPS are updated in QuickBooks Online. Make the payment for vendor bills with a credit card, check, or QuickBooks online payment tool. After you pay vendor bills in QuickBooks Online, the next time the updating occurs between DPS and QuickBooks Online, the vendor bill payments from QuickBooks Online are added to DPS. You see them in the desktop application in Cash Management > Vendor Review and in Cash Management > Payment Review. Partial Payments Partial payments made to vendor bills in QuickBooks Online for DPS AP vouchers are updated in DPS when the updating occurs between QuickBooks Online and DPS. You see the payment changes in Vendor Review and Payment Review. The status of the voucher (vendor bill) in DPS remains as Unpaid until it is fully paid. This partial payment information applies for vendor invoices for DPS AP vouchers but not for vendor invoices for DPS employee expense reports. For information about partial payments for employee expense reports, see Employee Expense Reports and QuickBooks Integration. For more information about Vendor Review and Payment Review, see: Vendor Review Payment Review
In QuickBooks Online, edit or delete payments for vendor bills.	In QuickBooks Online, when you edit or delete payments received in Sales, the edits and deletions are sent to DPS the next time the updating occurs between QuickBooks Online and DPS. You see the payment changes in AR Review, the Projects hub, and in the AR Ledger report.