At a Glance

• The Solution: Use SaasAnt’s Download (Export) feature to extract Purchase Order transactions into a clean Excel/CSV format.

• The Key Benefit: Get a flat database file showing items, quantities, rates, and vendor details—perfect for backlog analysis or inventory planning.

• Quick Steps: Quick Access Dashboard > Download (Export) > Select Purchase Orders > Search > Download.

Getting Started

• Install: Get SaasAnt Transactions from the QuickBooks App Store and start a free trial.

• Connect: Securely authorize the connection to your QuickBooks Online company. We do not store your customer data; we simply process the transfer.

How to Export Purchase Orders Step-by-Step

1. Navigate to Download (Export)

From the Quick Access dashboard, click the Download (Export) button listed in the main menu.​

2. Select Entity

In the Transaction/List dropdown, select Purchase Orders.​

3. Select Date Strategy

Choose the date type that matches your goal:​

• Search By Transaction Date: (Standard) Exports based on the PO date. Use this for standard open order reporting.

• Search By Created Date: Exports based on when the PO was entered into QuickBooks. Use this to track recent purchasing activity.

• Search By Last Updated Date: Exports based on when the record was last modified.

4. Set Date Range & Format

• Range: Enter your start and end dates.

• Format: Use the dropdown inside the date box to pick your preferred format (e.g., MM/DD/YYYY).

5. Select Template

In the Use Saved Template dropdown, leave it as Simple Mapping for a standard export.

• Tip: Create a custom template to include specific columns like Ship To Address or Expected Date if they aren't in the default view.

6. Configure Filters & Search

Use the advanced filters to isolate specific orders:​

• Total Amount: Enter a From Amount and To Amount to find orders within a specific value range.

• Reference No: Input a specific PO Number to find a single transaction.

• Show Records From (Start At): Use this to chunk large exports. If you need to export 5,000 orders, run 1–2,500 first, then run a second search starting at 2,501.

7. Review & Download

After clicking Search, the preview grid appears:​

• Line Items: If you expected item details, verify the grid shows product names and quantities.

• Download: Click the Download button (bottom right), choose .xlsx or .csv, and the file will download.

Automate with Backup

The steps above are for manual exports. If you need this data regularly for inventory planning or offline archives, use the Backup module.

• Set it and forget it: Schedule daily, weekly, or monthly exports.

• Delivery: Have files automatically sent to email, FTP, or storage integrations without logging in.

Why export purchase orders with SaasAnt?

• Backlog Analysis: Export open POs to calculate the value of incoming inventory and plan cash flow for future payments.

• Supplier Review: Analyze purchase history by vendor to negotiate better terms based on volume.

• Migration: Move open purchase orders to a new system, ensuring no disrupted supply chain during the transition.