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Import QuickBooks Purchase Orders from HaloPSA as Unpaid Bills

1. Access HaloPSA

2. Locate Purchase Order Export Report

  • On the left sidebar, click Reports.
  • Use the search bar to find the report titled Purchase Order Export.
    • Pro tip: Save this report to My Reports for quick access in the future—it’ll appear under the My Reports folder in the reports section.

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3. Filter Purchase Orders

  • Under Filters, select Date from the dropdown.
  • Set your date range.
  • Ensure you select only purchase orders not yet imported to avoid duplicates.

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4. Export CSV File

  • Click Export CSV at the top of the report page.
  • Save the exported CSV file locally.

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5. Prepare the CSV for QuickBooks

  • Open the tool CSV To QuickBooks IIF.
  • Either drag and drop the exported CSV file onto the upload area or click to browse and select the file.

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6. Review Bills to be Imported

  • Browse through the gallery preview of bills below.
  • Optionally use the list with expandable view for detailed inspection.

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7. Export IIF File

  • Once reviewed, click Export IIF at the top right of the tool.

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8. Login to QuickBooks Desktop

  • Open QuickBooks Desktop and sign in as the Company Owner user.

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9. Sync Inventory/Items in HaloPSA QuickBooks Desktop Integrator

  • Launch the HaloPSA QuickBooks Desktop Integrator.
  • Run an Inventory/Item Sync to ensure all products in HaloPSA are up to date in QuickBooks.

10. Import IIF File into QuickBooks

  • Close all open windows inside QuickBooks except the main application window.
  • Navigate to the menu: File → Import → IIF.
  • Select the exported IIF file.
  • Begin the import process.

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11. Troubleshooting Import Errors

  • If you receive import errors:
    • They commonly result from items existing in HaloPSA but missing in QuickBooks.
    • Retry by running the Inventory/Item Sync again in the HaloPSA QuickBooks Desktop Integrator.

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12. Verify Imported Bills

  • After successful import, check under Vendors or Bills in QuickBooks.
  • Imported bills will have the status Due Upon Receipt by default.
  • These Bills can be paid once the items are received.

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