The four QuickBooks export types for purchases
When you export a purchase document from Datamolino, it lands in QuickBooks Online as one of four entities:
Bill - the document is created in QuickBooks Accounts Payable.
Supplier Credit - the document is created as a Supplier Credit (Vendor Credit in QuickBooks US). Use this for credit notes from a supplier. Datamolino auto-selects this type when the document is detected as a credit note.
Expense - the document is recorded directly against a bank or credit card account in QuickBooks as an Expense. There is no Accounts Payable step. Use this for receipts that are already paid by card.
Cheque - the document is recorded as a Cheque paid from a bank account. There is no Accounts Payable step. Use this for cheques you have written to a supplier.
The export type is set per document. By default a folder is configured for one of these (typically Bills or Expenses), and individual documents or supplier's settings can override that default.
When to use each export type
👉 When should I use Bill?
Use Bill for supplier invoices that you have not paid yet, or that you want to track through Accounts Payable in QuickBooks. This is the most common choice. The bill stays open in QuickBooks until you match it with a payment.
👉 When should I use Supplier Credit?
Use Supplier Credit for credit notes received from a supplier. The amount becomes an open credit in QuickBooks that you can apply against a future bill from the same supplier. Datamolino normally detects credit notes automatically and pre-selects this type.
👉 When should I use Expense?
Use Expense for receipts that have already been paid, typically by card or bank transfer, and that you do not want to flow through Accounts Payable. The document is recorded directly against the bank or credit card account you select.
👉 When should I use Cheque?
Use Cheque for documents paid by cheque from a bank account. The export creates a Cheque transaction in QuickBooks against the bank account you select.
👉 What do I need before I can choose Expense or Cheque?
You need at least one Bank or Credit Card account set up in your connected QuickBooks company. For Cheque exports the account must be of type Bank (credit card accounts are not allowed). The account list comes from QuickBooks, so if you do not see the account you want, add it in QuickBooks first and then refresh the connection. Learn more about refreshing the accounting software connection.
Switch the export type for one document
You can override the export type on a single document from the document detail view. This is useful when most documents from a supplier are exported as Bills but one specific receipt was paid on the spot.
👉 Where do I change the export type on a document?
Open the document and look at the Supplier section. The export destination dropdown shows the current type (Bill, Supplier Credit, Expense, or Cheque). Change it to the type you want.
If you switch to Expense or Cheque, two extra fields appear - Bank account and Payment method. Both must be filled before the document can be exported.
👉 Does this change apply to future documents from the same supplier?
No. Changing the export type on the document only affects that document. To change the default for every document from the same supplier, use the supplier automation settings (see the next section).
👉 What happens if I change the export type after the document has already been exported?
If you change the export type and then export again, Datamolino deletes the previously exported record in QuickBooks and creates a new one of the new type.
Switch the export type for one supplier
If a supplier should always export as Expense (for example, a regular card-paid supplier), set this once on the supplier and Datamolino will pre-select Expense for every future document from that supplier.
👉 How to change the export type for a supplier?
Open a document from the supplier and click on Automation. In the automation settings, change the export destination, choose the Bank account and Payment method if required, and click Save. From that point on, every new document from this supplier will be pre-set to the chosen export type.
Switch the export type for the whole folder
You can also set the entire folder to default to a different export type. This is the right choice when every document in the folder should go to Expense (for example, a folder of card receipts) rather than Bill.
At the folder level QuickBooks documents are grouped into two options - Bills and Expenses for the purchase side. The per-document dropdown still lets you pick the more specific type (Supplier Credit or Cheque) for an individual document.
Changing the folder default takes two steps - one for new suppliers added later, one for the suppliers already in the folder.
👉 How to change the folder default for new suppliers?
Open the folder and go to Folder Menu -> Accounting & Automation -> Integration. Change the export destination to the value you want (Bills or Expenses), pick the bank account and payment method if required, and click Save. This applies to every new supplier added to the folder from now on.
👉 How to update suppliers already in the folder?
The folder default only affects new suppliers, so existing suppliers keep their current setting until you update them. Go to Folder Menu -> Accounting & Automation -> Automation contacts -> Mass Edit Supplier Automation Settings, change the export destination, and click Save. This updates every existing supplier in the folder in one go.
What sales documents export as
Sales documents follow the same pattern but with three types instead of four. From the Sales subfolder, documents export to QuickBooks as either:
Invoice - the document is created in QuickBooks Accounts Receivable.
Credit Note - the document is created as a Credit Memo in QuickBooks. Datamolino auto-selects this type when the document is detected as a credit note.
Sales Receipt - the document is recorded directly against a bank account as a Sales Receipt, with no Accounts Receivable step. Use this when the customer has already paid.
At the folder level the two sales options are Invoices and Receipts. Switching the export type works the same way as for purchases - on the document, on the customer (via Automation), or on the folder. Learn more about working with Sales invoices in QuickBooks.