Overview

Quartzy now lets you set a QuickBooks Department when creating and syncing purchase orders.

This field syncs to your organization’s QuickBooks Location tracking field. In QuickBooks Online (QBO), this field may appear under a different name, such as Business, Location, Division, Store, or Territory.

Even though Quartzy always displays this field as QuickBooks Department, your selection will appear in the correct tracking field in QBO based on how your account is configured.

Why the name may look different in QuickBooks

QBO has a feature called "Track Locations" to categorize transactions. When this setting is enabled, QBO allows organizations to choose the label that best fits their business.

Supported labels include:

• Business

• Department

• Division

• Location

• Property

• Store

• Territory

Quartzy uses QuickBooks Department as a consistent label in the app, but automatically maps your selection to whatever label your QuickBooks organization is using.

You do not need to update the field label in QuickBooks for this to work.

Enabling "Track Locations" in QuickBooks

An admin must have Location tracking enabled in QBO for the QuickBooks Department field to be available.

To enable this field in QBO, follow these steps in your QBO account:

1. Go to Settings and select Account and settings.

   

2. Select Advanced.

3. In the Categories section, click the Edit button.

   

4. Turn on the Track locations toggle to track locations.
   • Optionally, use the "Location label" to update the field name display in QBO only. 
   • The field name will still display as QuickBooks Department in Quartzy, even if a different label is defined in QBO. 

5. Select Save, then Done.

Configuring the QuickBooks Department field in Quartzy

1. Go to Organization Settings → Integrations
2. View the Integrated Field Mapping section, where you'll see all QBO-synced fields listed.
3. Click on the pencil icon next to QuickBooks Department

4. Set the field to Do Not Show, Optional or Required on the PO / Invoice Form

5. Use the toggles to set specific values to Active or Inactive in Quartzy. 
   • Active values will appear in the dropdown menu on the PO form
   • Inactive values will be hidden from the dropdown menu on the PO form

Setting the QuickBooks Department field on Purchase Orders

When the QuickBooks Department field is set to Optional or Required on the PO form, the field will be displayed towards the top of the Create PO page in Quartzy. 

Click into the dropdown menu to set the value, then click Create + Sync to create the PO in QBO. 

You can also retroactively set this field on POs that already exist in QBO. Just navigate to the PO Details page for any existing PO, select the desired value from the dropdown, then click Sync.