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 it right. This article walks through creating a bill, filling in the required fields (date, reference number, warehouse, vendor) and optional fields (due date, container number, vendor bill number), adding line items, applying 1 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 several POs to 1 bill, receive items partly across several bills, or keep 1 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 entering them 1 by 1 and upload them all together. This article covers downloading the sample template, filling in bill and item details, linking bills to POs with the PO number column, using "Create New" to create vendors, items or warehouses for you, and applying tariff rates at the vendor or item level for landed costs.
4. Forward Vendor Bills Automatically (AI Inbox)
Skip manual entry. Each ConnectStock file has its own inbox address. Forward vendor bills to that address (or have your vendors send bills there directly). ConnectBooks reads the bill, pulls out the line items, and puts it in Purchasing, then AI Inbox, for you to confirm. This article also covers Vendor Inbox Rules, which you open with the Inbox Settings button. Approved senders are processed automatically; bills from other senders wait for your review.
5. Entering a Bill When Your Vendor Ships Directly to FBA
If your vendor ships inventory directly to Amazon FBA, you still 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 spread those costs across the products in your manufacturing bills. This article covers picking clearing accounts, pairing manufacturing and shipping bills, splitting 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, changing accounts on single 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 buy items in cases, packs or boxes (instead of single units), set up Units of Measure. Set the base unit and any variations, for example a Case of 24 or a Pack of 12, and ConnectStock works out 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. When you add a vendor item number to a bill, the system pulls in the right inventory item, cost and unit of measure.
10. Add Line Item Notes
Need to add specific details or instructions to single line items? Turn on Line Item Notes in File Settings to add a notes field to each line on your bills, POs and invoices.
Frequently asked questions
Why does the bill date matter?
Inventory starts counting in ConnectStock on the bill date.
Where do forwarded bills go?
To Purchasing, then AI Inbox, where you confirm them.
My vendor ships straight to FBA. Which warehouse do I use on the bill?
Your source warehouse, not the FBA warehouse. ConnectBooks handles the FBA transfer once Amazon confirms receipt.