While you can already create Purchase Orders (POs) in Rentman, exporting those POs to external accounting software is essential for accurate cost tracking, VAT handling, and reconciliation.
This article explains how Purchase Order exports work, what problems they solve, and how they fit into your accounting workflow.
Why export Purchase orders?
Without a direct export, Purchase Orders (POs) created in your Rentman workspace remain isolated from your accounting system. This often leads to:
- Manual re-entry of PO data into accounting software
- Increased risk of VAT or ledger coding errors
- Extra work when reconciling supplier invoices
- Less visibility into project profitability
Exporting Purchase Orders ensures that purchasing data flows cleanly from Rentman into your accounting environment, giving you end-to-end cost control.
Setting up before the export
- Go to the settings Configuration module > Account > Integrations.
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For the option Export automatically, choose one of the following:
- If you choose 'Start manually', you must click on the "Start export" button every time you want to send your new Purchase orders to your accounting software.
Note: when there aren't any new purchase orders, this button is not available.
- If you choose 'On the following day(s)', Rentman automatically sends new purchase orders to your accounting software on the selected days. POs are always exported at 02:00 AM (based on your account’s time zone). - Save your changes.
Before exporting your Purchase orders
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Make sure your accounting integration is properly configured
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Review your Purchase Orders before exporting
- Align ledger accounts and VAT settings to avoid reconciliation issues
How to export Purchase orders
Go to Configuration > Account > Integrations and confirm that you are connected to your accounting software.
Go to the Financial module and select Purchase Orders.
(Optional) Add the 'Export remark' or 'Export status' columns to the overview to monitor export results.
Select your Purchase Order and click the three dots more_vert to open additional options.
Click on Re-export to accounting software.
Export will occur based on the options specified here.
For immediate export, click on Start manually > Start export in the Configuration module, as shown in the video example below.
What data is included in a Purchase order export?
A Purchase Order export typically includes:
- Supplier information (same as for invoice exports): phone number, fax, email address, website, VAT number, Chamber of Commerce number, supplier name, and bank account details (bank account is included for Exact Online only).
- Purchase Order details: purchase order number, date, description, and due date.
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Line item details: quantity, unit price, and description.
Note: For QuickBooks, only the item name is exported, with a suffix such as (x3) if three units were ordered. The quantity and total price are included in the line amount. - Financial references: ledger, tax, payment terms, and account references (if applicable).
Tip: If you use project numbers, you can include them in the description field.
This ensures that accounting entries accurately reflect what was ordered in Rentman.
Troubleshooting tips
You may occasionally encounter errors when exporting Purchase Orders. You can view the error message by clicking the Details widget or by navigating to the Export remark column, as shown in the video below.
For example, if the error indicates that ledger accounts are not linked correctly:
Go to Configuration > Ledgers.
Review and re-link the required ledger accounts.
Double-check your configuration.
Once corrected, re-export the Purchase Orders.