This feature requires the Paladin integration with QuickBooks. When you have this integration turned on, vendor bills are automatically created in QuickBooks shortly after you receive inventory in Paladin. An invoice is created for each receiving event. If you receive items on a purchase order incrementally, an QuickBooks bill is created each time you receive items on the purchase order.

QuickBooks  bills are created for items that are received manually or via EDI. 

To learn more, see Overview: QuickBooks integration and to get started, contact Paladin Support

For this feature to work, on the Accounting tab, the QuickBooks Accounts Payable account must appear in the Inventory Liability Accounts pane, in the Inventory Purchase Account box.

In QuickBooks, a vendor bill is created from received purchase order. The bill includes these order details:

  • VENDOR (supplier) shows the details from Paladin
  • DATE  is from the Apply Freight Cost window.
  • REF NO.  is set to Paladin purchase order #.
  • AMOUNT DUE from the purchase order.
  • MEMO references Paladin Point of Sale and includes the purchase order #.

The bill also includes a list of received line items, including part number, description, cost, quantity and line item extension (amount due per item).

QuickBooks bill showing itemized order items

IMPORTANT: When use this feature to create vendor bills, the corresponding received purchase order debits are excluded from the day’s general ledger inventory asset amount. This will prevent duplication of these debits in QuickBooks. Because of this, the inventory received amount in the Receiving Report  (Reports module: Inventory > History > Receiving Report) will not match the general ledger Inventory Asset account. Instead it will appear as vendor bills.


If you have questions or suggestions about this information, contact

*Content is subject to change. For the most recent version, visit the Help Portal.
Printed on: 5/12/21