Often times the customer name in your import file may not match exactly to the customer name that you have set up in your QuickBooks Online file. Often times import files will also have a customer account number. If this is the case you can take advantage of the cross reference feature within Transaction Pro Importer 2.0 for QuickBooks Online to ensure that your transactions are matched to the proper customer in your QuickBooks Online company file.
First you need to edit the client information to include the accoung number in the Resale # field. You can view where this field is on the client information screen for James Grant below.
Then on the first screen of Transaction Pro Importer for QuickBooks Online select the options button and select the first option: “Map Customer Name to QBOE Resale Number on Customer Transactions” and select the save button.
This option is available on the following transaction types:
- Credit Card Charge
- Credit Card Credit
- Credit Memo
- Receive Payment
- Sales Receipt
- Time Tracking
- Vendor Credit
Below is a sample import file and you should note that there is a field that has a header called, Customer Number, which contains the account number.
When you get to the Transaction Pro Imorter for QuickBooks Online mapping screen make sure you map the Import File Column that contains the account number to the QuickBooks field, Customer. In the screen shot below you can see that we have mapped the Customer Number import file column to the QuickBooks field, Customer. Once you have completed the mapping select the next button.
After you select the next button then Transaction Pro goes through your client list to look for a matching resale #. If Transaction Pro does not find a match you will receive the error message below. Select the OK button.
You will then see a screen which will highlight any transactions that did not find a match in the resale # field on the client information screen. In this case RefNumber 152 did not find a match in the Resale # field in QuickBooks Online. You will also note that Transaction Pro Importer correctly filled in the customer name on RefNumber 151. You will either need to edit your import file and/or QuickBooks Online customers so that a match exists before you can restart the import.
If you do not already have this product you can download a free demo here. Also if you have any questions feel free to post a comment to this blog post.