QuickBooks adapter server is pulling in PO's in a different order than the SPS server is

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  • Updated 4 years ago
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We receive a large amount of purchase orders in a single day and the same time. We have QuickBooks and when we pull the orders in through the adapter we have noticed that they are being imported in a different order than what is recorded in SPS webforms. We were told that this is because webforms and the QuickBooks adapter run on two different servers and will process POs in the order in which they are received. When we print the POs from webforms and try to match them up with what was imported into QuickBooks it takes a tremendous amount of time due to the inconsistency of order between the two servers. It would be great if this could be addressed so that in the future it takes much less time to verify PO's from webforms with what has been imported through QuickBooks.
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April Wiljanen

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Posted 4 years ago

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Hi April,

Thank you for your post, it is very well laid out.  I am going to change this to an "Idea" as the system does not currently perform as you would like.  We should receive a response within the next couple days from our product/systems team regarding your idea, stay tuned!


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Ivan Anheluk

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Hi April - 

Hoping you could provide more context regarding how you are using the Quickbooks integration so we can evaluate product enhancements. Below are a couple of things I would like to understand:

·         What is the purpose of matching WF ord to QB ord (what additional WF info is needed)? 

·         Can you specify when this occurs (specific retailer orders, just dropship orders...ect)?

·         How often is this happening (every day, once a month...ect)?

Thanks in advance!


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April Wiljanen

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When we get a large amount of PO's in a single day we first go into webforms and print out all new PO's. Then once they have been received in QuickBooks through the adapter we go into QuickBooks and match the PO up with the corresponding sales order number that QuickBooks has assigned. We do this to make sure all data has translated properly, ship dates and ship methods are correct and this helps with invoicing after the order has shipped. In QuickBooks when you create an invoice you need the sales order number of the PO to create it. So, we have to look at all sales orders no matter what the circumstance is.
 There isn't a certain day that this happens, but most orders from Wal-Mart come in on Monday and CVS come in every other Tuesday. But it is not just with large amounts of orders, it seems to be this way across the board. We tend to get the most amount of invoices from those two retailers but I expect the rest of our customers to pick up in the next year or two also. Hope this helps explain our procedure. If you have any additional questions please let me know.
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Cesar Cortez

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Good Morning, my name is Cesar Cortez, I work for National Distribution Warehouse, I was looking thru you-tube, my company is looking for EDI orders coming thru SPS software going into Quickbook software, please call at 646-359-4219, I like more detail how it works and do we need extra application to make work, thank you
It is fairly simple. SPS has an adapter for Quickbooks, that once installed and setup it is just a click of a button and all the purchase order information is automatically entered into Quickbooks. It also sends out invoices with a click of a button. An SPS representative could better explain the process and time frame for you.

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