Payee Aliases Available on Bills, Checks, Credit Card Charges and Bank Statement Imports into QuickBooks

New in Transaction Pro Importer 5.0 – Payee Alias Matching.   Most times financial institutions use different names that those in your QuickBooks company file nor do they provide the expense or income accounts that you want to use in QuickBooks.  The Payee Alias feature is available on the following import types:  bank statements, bills, checks and credit card charges/credits.

We previously wrote a blog post on how to use the payee alias matching with the importing of bank statements here.  This blog post will cover in more detail all the features available on the payee alias screen.

How to Turn on the Payee Alias Management Feature

When you get to the Import file fields mapped to QuickBooks fields within Transaction Pro select the Aliases Button.

Description of all the Elements on the Payee Alias Management Screen

1. Keywords:  In this box you type in the keywords that you want to match the data in the payee column in the bottom third of this screen.
2. Payee and Account:  You then either select a matching payee or account from the drop down boxes or you can create your own by following the steps below.
   • To add a new Payee:  Select the Add New from the Payee Dropdown
   • When the Add New Payee Screen appears indicate whether you want to add this new payee as a vendor, customer, employee or other name in QuickBooks
   • Specify the Name of the new payee in the Name Box
   • Select the OK button
   • To add a new Account:  Select the Add New from the Account Dropdown
   • When the Add New Payee Screen appears indicate whether you want to add this new account as an expense, income, asset or liability account in QuickBooks
   • Specify the Name of the new payee in the Name Box
   • Select the OK button
   • The select the Add/Update button to save this Alias



3. Modifying Aliases:  After selecting the Add/Update button you will see the Alias that you have set up populated in the Alias Definitions Applied to Import File at the bottom of this screen.  If you want to modify any of these aliases select the row and change the selections in the top part of the screen.  If you want to delete an alias select the row and select the delete key from your keyboard.  Once you have all your data complete select the Apply button to advance to the next screen.
4. Alias File Management:  Just like with all other import types you ultimate flexibility with an unlimited number of maps.  The current alias file is always indicated at the top of the screen in red and has a .tpa extension. We will describe what all these buttons do at the bottom of the screen.
   • Load Aliases:  Use the load aliases button to load an already existing aliases file.  This might be helpful if you are importing bank transactions from multiple banks and the aliases are different for each bank.
   • Save As:  This button allows you to save your map file with a file name and location of your choosing.
   • Clear Aliases:  This button can be used to clear your current alias mapping so you can start over.
   • Cancel:   This button will exit you out of the Payee Alias screen and return you to the Transaction Pro mapping screen.

If you do not already have a copy of Transaction Pro Importer 5.0 you can request a free demo here.  If you have any questions please feel free to post a comment below.