When you export a purchase document from Datamolino, it lands in QuickBooks Online as one of five entities:

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.

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.

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.

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.

Use Credit Card Credit for refunds or credits from a supplier that go straight back to your credit card, rather than being applied against a future bill. The document is recorded directly against the credit card account you select - there is no Accounts Payable step.

Credit Card Credit only appears as an export option when the document has been identified as a credit note. Check the Document type - if needed change it to Credit note from the dropdown. Once the document type is set correctly, the Credit Card Credit export option becomes available.

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.

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. For Credit Card Credit exports it must be credit card account. 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.

No. Expense is for money already paid out, so it can't take a negative amount. Refunds should be exported as a Supplier Credit (goes through Accounts Payable, applied against a future bill) or, if the supplier refunded the money directly to a credit card, as a Credit Card Credit.

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.

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. If you switch to Credit Card Credit, only one extra field appears - Bank Account (this is where you select the credit card account). It must be filled before the document can be exported.

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).

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.

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.

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.

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.

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.

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.

Sales documents follow the same pattern but with three types instead of four. From the Sales subfolder, documents export to QuickBooks as either:

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.