AP Vouchers (Vendor Bills) and QuickBooks Integration

When you use the integration between Vantagepoint and QuickBooks Online, you enter accounts payable (AP) vouchers for project expenses in Vantagepoint.

This allows you to see project expenses on project reports in Vantagepoint.

AP vouchers that you enter and post in Vantagepoint are added to QuickBooks Online as vendor bills to pay in QuickBooks Online.

Before You Start Entering AP Vouchers in Vantagepoint

You must map the liability account in Vantagepoint to a specific QuickBooks Online account whose type is Accounts Payable (AP). If you fail to do this, AP vouchers entered in Vantagepoint will not be added to QuickBooks Online.

Taxes on AP Vouchers

Canadian and the UK customers have a tax rate by line requirement in QuickBooks Online. A tax rate (tax code) that is applied for a line item on an AP voucher in Vantagepoint is displayed on the vendor bill in QuickBooks Online on the same line as the taxed amount.

For more information about taxes, see Tax Codes and QuickBooks Integration.

AP Vouchers with Negative Amounts

QuickBooks Online does not accept Vantagepoint AP vouchers with negative amounts.

Deleting and Undoing AP Vouchers

Deleting transactions in QuickBooks Online and undoing postings in Vantagepoint are not supported, meaning that the deletion or undoing in one product does not get applied in the other product.

To delete a vendor bill for an AP voucher in both QuickBooks Online and Vantagepoint:

• In QuickBooks Online, delete the vendor bill. (The matching AP voucher in Vantagepoint is not deleted.)
• In Vantagepoint, reverse the matching AP voucher by entering a negative voucher amount in Transaction Center > Transaction Entry > AP Vouchers. (The negative-amount AP voucher is not added to QuickBooks Online.)

Entering AP Vouchers Vantagepoint

The table below identifies where you enter and post AP vouchers in Vantagepoint.

Action	Where You Perform the Action
Enter AP vouchers	In Vantagepoint, enter AP vouchers in either of the following locations in: Transaction Center > Transaction Entry > AP Vouchers Transaction Center > 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. For more information about setting up AP Invoice Approvals, see Checklist: Enable and Set Up Approvals for Accounts Payable Invoices The following are the possible payment terms that you enter in the Payment Terms field for AP vouchers in the Vantagepoint Transaction Center 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 Payment Date field in Vantagepoint. 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 Vantagepoint 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 Vantagepoint 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 Vantagepoint, see: Transaction Entry Overview Enter AP Vouchers in the Transaction Center AP Invoice Approvals
Post AP vouchers	In Vantagepoint, post AP vouchers in Transaction Center > Transaction Entry > AP Vouchers. This applies for AP vouchers that were created in Transaction Entry and in AP Invoices Approvals without a purchase order. For more information on how to post AP vouchers in Vantagepoint, see: Post a Transaction File Create a Voucher from a Purchase Order and Post It The posted AP vouchers from Vantagepoint 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 Vantagepoint. For Canadian and UK customers: A tax rate (tax code) that is applied for a line item in an AP voucher in Vantagepoint is displayed on the vendor bill in QuickBooks Online on the same line as the taxed amount.