Updated December 17, 2011:  We have come out with a newer version of Transaction Pro Importer:  Version 5.0 (“TPI 5″).  To read the blog article on how to import invoices into QuickBooks using TPI 5 please select this link.

In this post we will provide an overview of how to import invoices into QuickBooks using Transaction Pro Importer.  On the first screen of Transaction Pro you will select the browse button to select your import file.  In this example we are using the sample import files that are installed with the program and are located in c:\my documents\01 Transaction Pro Importer 4.0\sample files  We will also select an import type of invoices.  Then select the options button if you want to select any options.

On the file contents screen you will see the data in your import file in a grid format.  Select the next button.

The next screen in Transaction Pro Importer is the mapping screen.  If the map does not load select the load map button and navigate to the following file:  c:\my documents\01 Transaction Pro Importer 4.0\invoice map.dat  Required QuickBooks Fields are depicted in red in the first column (Customer, RefNumber, Item).

Click on the screen shot below to see all the fields available on an invoice import and where these fields reside in QuickBooks.  Additional fields will become available if you choose the options to enable credit card or custom fields.  You can also review the entire data dictionary at http://www.baystateconsulting.com/forum/forum_posts.asp?TID=338&title=tpi-field-listing-data-dictionary

Select the next button to advance to the next screen of Transaction Pro Importer.

This next screen shows how the data will be mapped to your QuickBooks fields.  The QuickBooks fields are listed at the top of the grid and the data follows in rows immediately below.  Review this data to make sure that data is mapped correctly.  Select the next button.

On the last screen of Transaction Pro you select how any new items that do not exist in your QuickBooks company file will be set up by making selections from the drop down menus.  Please note this last screen needs to be completed even if you are not mapping data to the items item field.  Select the finish button to start the import.

Advanced tips and options:

There are also many other options that you might want to consider reviewing which are highlighted in yellow below.  All of these options are discussed in detail in the help file that comes installed with Transaction Pro Importer.  To access the help file select the help file on any of the pages within Transaction Pro Importer or press the F1 function key while Transaction Pro Importer is open.  For some of these features we have gone into more detail in another blog post for which we have provided the applicable link.

Basic Options tab:

Advanced Options tab:

e-Commerce tab:

Other blog posts to review:

Replace feature:  http://blog.baystateconsulting.com/index.php/2010/10/03/transaction-pro-importer-for-quickbooks-new-features-added/

Cross reference features:  http://blog.baystateconsulting.com/index.php/2010/10/05/the-power-of-cross-reference-and-transaction-pro-importer-for-quickbooks/

Custom field feature:  http://blog.baystateconsulting.com/index.php/2010/10/08/using-custom-fields-with-transaction-pro-importer-for-quickbooks/

e-Commerce options:  http://blog.baystateconsulting.com/index.php/2010/10/13/invoice-and-sales-receipt-imports-into-quickbooks-ecommerce-features/