1. Add a Bill
A bill records inventory you've received from a vendor. The bill date is when inventory starts counting in ConnectStock, so it's important to get that right. This article walks through creating a bill, entering the required fields (date, reference number, warehouse, vendor) and optional fields (due date, container number, vendor bill number), adding line items, applying a single warehouse to all items at once, saving as a draft, and entering credit memos.
2. Link a Bill to a Purchase Order
If you use Purchase Orders, link each bill to the original PO so ConnectStock tracks what was ordered, what was received, and what's still outstanding. You can link multiple POs to one bill, receive items partially across several bills, or keep one master bill per PO, whichever fits how your vendor ships.
3. Upload Bills in Bulk Using Excel
If you have many bills to enter at once, skip the one by one process and upload them all together. This article covers downloading the sample template, filling in bill and item details, linking bills to POs via the PO number column, using "Create New" to auto create vendors, items, or warehouses, and applying tariff rates at the vendor or item level for landed costs.
4. Forward Vendor Bills Automatically (AI Review)
Skip manual entry entirely. Each ConnectStock file has its own inbox address. Forward vendor bills to that address (or have your vendors send bills directly), and ConnectBooks reads the bill, extracts the line items, and queues it in Purchasing → AI Review for you to confirm. This article also covers managing your Trusted Vendors list so only approved senders are processed.
5. Entering a Bill When Your Vendor Ships Directly to FBA
If your vendor ships inventory directly to Amazon FBA, you still want to enter the bill against your source warehouse, not the FBA warehouse. ConnectBooks handles the FBA transfer automatically once Amazon confirms receipt. This article explains why and walks through the right way to enter these bills.
6. Set Up Landed Cost
If you pay freight, tariffs, or other shipping related costs, landed cost lets you accurately allocate those costs across the products in your manufacturing bills. This article covers selecting clearing accounts, pairing manufacturing and shipping bills, allocating freight by CBM or tariff rate, and exporting the updated costs back to QuickBooks.
7. Export Bills to QuickBooks
Once your bills are in ConnectStock, export them to QuickBooks. Bills export at the summary level (your inventory asset and accounts payable accounts update for the full bill amount). This article covers setting default accounts at the file level, customizing accounts on individual items, and the optional setting to attach the bill PDF to the exported bill (QuickBooks Online only).
8. Set Up Units of Measure
If you purchase items in cases, packs, or boxes (instead of single units), set up Units of Measure. Define the base unit and any variations (e.g., a Case of 24, a Pack of 12), and ConnectStock will automatically calculate the right quantities when you create bills and POs.
9. Map Vendor Items
Vendors often use different names or UPCs for the same product. Vendor Items lets you map vendor specific item numbers to your ConnectStock items, so when you add a vendor item number to a bill, the system automatically pulls in the right inventory item, cost, and unit of measure.
10. Add Line Item Notes
Need to include specific details or instructions on individual line items? Turn on Line Item Notes from File Settings to add a notes field to each line on your bills, POs, and invoices.