QuickBooks Online (QBO) and Invoice before packing

stacked parcels

1. Introduction

One of our clients asked us: "What happens with Quickbooks integration with Sales Orders which are invoiced before packing?".

Our answer was: "You have to keep an eye on Cost of Goods Sold (COGS)".

For someone who is not an accountant, this looks confusing. In this blog, we will represent a detailed case scenario.

2. Invoice before packing

Packing items in ERPAG is a moment when the items are "taken" from the stock. In case you don't have sufficient quantity in stock, you won't be able to pack the items.

The usual chronological order of documents is:

  1. Purchase order
  2. Goods Received Note
  3. Supplier Invoice
  4. Payment to supplier
  1. Work order
  2. Load Materials
  3. Work operations
  4. Deliver Finished Goods
  1. Sales order
  2. Packing list
  3. Shipment
  4. Invoice
  5. Payment from customer
Of course, nothing is ideal in practice, so we always have some deviations. One example is an Advance payment.

For practical reasons, ERPAG allows us to generate an Invoice before packing the items.

In our case, we generated an Invoice on October 22nd.

invoiced sales order

The reasons are different - from closing the advance payment to the customer's wish to have an invoice before the items are delivered to him.

In our example, we did an Invoice before we even got the goods for the customer from our supplier.

3. Procurement

The next day, through the fulfillment option, we generated a Purchase order for the missing quantity.


And we received items to our stock:

receive purchase order

After that, we "got" a supplier invoice:

purchase order supplier invoice

4. Packing previously invoiced Sales Order

After we received the items, we have sufficient quantity in our stock, in order to pack the Sales Order:

generate packing list

And this is how the synchronization list looks like:

qbo synchronization list

5. Quickbooks Online results

On the COGS account, we have an adequate value:

COGS in quickbooks online

This is the recommended workflow.

6. What would happen if we synchronize the Sales Order, that is not packed?

sales order

We can achieve a similar effect if we sync only the "Sales Order".

synchronize sales order to quickbooks

The COGS in QBO will be 0.

qbo cogs account

That's because we don't have adequate data in QBO to calculate this value.

After we sync the PO to QBO

synchronize purchase order to quickbooks online

The result will be corrected:

We got the same result, like we followed the recommended workflow and packed the sales order first.


In some cases when doing Invoice before pack (eg when we don't have enough stock), Cost of Goods Sold (COGS) may be incorrect.

It is advised that you pay more attention to such documents and consult your accountant.

2019. ERPAG Inc


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