Feature Overview
Purchase Orders (POs) in Quipli allow rental companies to create, manage, and receive vendor orders for existing inventory items directly within the platform. This streamlines inventory replenishment while integrating with inventory tracking, general ledger expense recognition, and QuickBooks Online (QBO) sync.
What is the Purchase Orders Feature?
With Quipli’s PO feature, you can:
Create and manage internal records of vendor POs
Track order status: Requested → Approved → Received
Automatically update inventory when items are received
Log expenses tied to each order and sync them to QBO
Note: Quipli does not send the PO to the vendor. Customers must manually place orders. POs in Quipli are for internal tracking and automated inventory/accounting updates.
Why is it Important?
Before:
Vendor orders tracked manually (spreadsheets, email)
Inventory adjusted manually upon delivery
No expense tracking in Quipli (only income & tax supported)
Now:
POs logged and managed directly in Quipli
Inventory auto-updates on receiving
Expenses mapped to GL accounts and synced to QBO
How It Works
Create Vendor (if vendor doesn't currently exist in Quipli)
Find the Expenses tab in the sidebar of your admin console, and select Manage Vendors
Click Add New Vendor and enter details: name, email, phone, and address
Create PO
Select Purchase Orders under the Expenses tab
Select Store Location and Vendor, and enter Purchase Details, including the admin user placing the order (Purchased By field)
Add items to the order: Products, Parts, or Other (non-inventory expenses)
Optional: Payment method (informational only)
Click Create
Review & Approve PO
Status updates to Requested
Review order and make any updates, if needed
Optional: print/download PO invoice
To Cancel: select More Actions button in top right corner and click Cancel PO
Approve: PO status changes from Requested to Approved (requires admin permission Approve Purchase Orders enabled)
Expenses recognized upon PO approval; QBO sync occurs if connected
Internal only – does not place the vendor order
Place Order with Vendor
Customer sends PO or confirms order outside Quipli
Process PO
Select Process button
Update status for each item: Received (only upon item arrival) or Backordered
Inventory auto-updates: if receiving Product-type items, appropriately mark products as Rental or Sale
Status updates to either Partially Received or Received depending on order status
Expense logs triggered
Accounting & QBO Sync
Expenses map to GL accounts (global or product/part-specific)
Data syncs to QBO upon approval
Frequently Asked Questions
Q: What kinds of items can be added to a PO?
A: Products, Parts, or “Other” (e.g., shipping, handling, or miscellaneous fees).
Q: Can a PO create new inventory?
A: Not currently. POs only replenish stock for existing inventory items (supports quantity- or serial-tracked products).
Q: Does the Payments field process actual transactions?
A: No, it is for internal reference only.
Q: How does expense mapping work?
A: Expenses can be mapped globally or per product/part. Quipli syncs with QBO upon approval.
Q: What reporting is included?
A: Basic PO history and expense tracking. More advanced vendor/margin reports are planned.
Q: What’s not included yet?
A: Recurring POs, vendor communication, “on order” inventory tracking.
Q: Who benefits most from this feature?
A: Customers with frequent inventory restocking, multi-location operations, and/or QBO integration.