SaasAnt Transactions Desktop enables QuickBooks Desktop users to export purchase orders efficiently in bulk. This guide provides clear steps to export your purchase orders seamlessly.

Prerequisites

Ensure you have administrative access to QuickBooks Desktop and a stable internet connection for the initial setup. Verify that your QuickBooks company file is open and updated to the latest version.

Steps for Exporting Purchase Orders from QuickBooks Desktop

Step 1: Download, Install, and Connect SaasAnt

Before exporting purchase orders, set up the SaasAnt Transactions Desktop application.

• Download: Visit the Saasant.com website and download the SaasAnt Transactions Desktop application.

• Install: Run the installer file and follow the prompts to complete installation on your computer.

• Connect: Launch the SaasAnt application, then connect it to your QuickBooks Desktop company file using the on-screen instructions to authorize data access.

Step 2: Configure Export Settings

Access the Export module in SaasAnt Transactions Desktop after connecting to QuickBooks.

Select Purchase Order as the QuickBooks transaction type to focus on purchase order data.

Step 3: Set Date Range

Choose the date type with two options: Created or Modified Date or Transaction Date.

Created or Modified Date refers to when the purchase order was originally entered into QuickBooks or last edited.

Transaction Date is the business date on the purchase order itself.

Select a range using the custom date picker, or pick from quick options like Today, From yesterday, Last 7 days, Last 30 days, etc.

Step 4: Set Export Template

Use the default SaasAnt template for standard purchase order fields.

To customize, click the “+” icon, select desired fields (for example: vendor details, purchase order number, expected date, items, quantities, rates, amounts, memo), name the template, and save it for reuse.

Step 5: Apply Filters (Optional)

Filters help you precisely target specific purchase orders, reducing the dataset for faster exports and better focus.

• Vendor: Filter by one or more vendors to export purchase orders created for specific suppliers.

• Employee: Filter by the employee name on the purchase order when your file tracks purchase orders by employee.

• Reference No: Use this to narrow results to specific purchase orders by reference number. You can also use the Operation field to control how the reference value is matched.

To apply a filter:

• Choose the filter on the left, select the value, then click Add or Update Filter.

• Your applied filters appear under Current Filter Choices.

• To remove one filter, select it and click Remove Selected Filter.

• To remove everything, click Clear Filters.

Step 6: Adjust Settings

Customize the export output via settings to match your reporting or integration needs.

• Date Format: Switch between formats like MM-DD-YYYY or DD-MM-YYYY for compatibility with other systems.

• Show Customer or Vendor by Account Number: Display vendor IDs instead of names for reference-based matching.

• Show Transaction Lines: Include detailed purchase order line items or export summary-level data.

• Show Account Numbers: Add numeric account codes alongside names when needed for review.

Toggle settings on or off as needed.

Step 7: Run Search

Click Search to retrieve matching purchase orders based on your criteria. Review the preview before proceeding to export.

Step 8: Review and Download Results

SaasAnt displays purchase orders matching your date range, filters, and settings.

Select your preferred format: Excel for spreadsheets with formulas or CSV for simple data import elsewhere.

Click Download to export the file to your computer. Verify the downloaded file contains all expected purchase order data before use.

Step 9: Schedule Recurring Exports (Optional)

SaasAnt offers automated scheduling for regular purchase order exports without manual intervention.

• Provide a Report Name for easy identification.

• Set Frequency as Daily, Weekly, Monthly, or use a Cron Expression for advanced scheduling.

• Specify the export Time.

• Choose Export Mode: Local folder, FTP or SFTP server, Email delivery, or Database connection.

• Select the destination Folder and File Format (Excel or CSV).

• Click Save to activate the schedule. Monitor scheduled jobs via the SaasAnt dashboard for status and logs.