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 5.0\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 5.0\invoice map.dat Required QuickBooks Fields are depicted in red in the first column (Customer, RefNumber, Item).
Below is a table that shows all the fields available on an invoice import. More fields will become available if you enable the custom fields or credit card fields. You can also review the entire data dictionary here.
| QuickBooks Field from TPI Mapping Screen | QuickBooks Form - Field Description | Notes | Required Field | Type/ Length |
|---|---|---|---|---|
| Customer | Invoice - Customer:Job | If you use customers and jobs include both the customer and job in your import file separate by a colon | Yes | Char 41 |
| Transaction Date | Invoice - Date | Date | ||
| RefNumber | Invoice - Invoice # | If the option, let QuickBooks auto assign transaction numbers is not selected. | Yes | Char 11 |
| SO RefNumber | S.O. No. | Need to enable the command line parameter -INVOICESO1 for this field to be available. | Char 11 | |
| PO Number | Invoice - P.O. Number | Char 25 | ||
| Terms | Invoice - Terms | Char 31 | ||
| Class | Invoice - Class | Char 31 | ||
| Template Name | Invoice - Template | Char 31 | ||
| To Be Printed | Invoice - To be printed | The following values can be used: Y or N, T or F, 1 or 0. | Char 1 | |
| Ship Date | Invoice - Ship | Date | ||
| BillTo Line1 | Invoice - Bill To Address Box | Char 41 | ||
| BillTo Line2 | Invoice - Bill To Address Box | Char 41 | ||
| BillTo Line3 | Invoice - Bill To Address Box | Char 41 | ||
| BillTo Line4 | Invoice - Bill To Address Box | Char 41 | ||
| BillTo City | Invoice - Bill To Address Box | Char 31 | ||
| BillTo State | Invoice - Bill To Address Box | Char 21 | ||
| BillTo PostalCode | Invoice - Bill To Address Box | Char 13 | ||
| BillTo Country | Invoice - Bill To Address Box | Char 31 | ||
| ShipTo Line1 | Invoice - Ship To Address Box | Char 41 | ||
| ShipTo Line2 | Invoice - Ship To Address Box | Char 41 | ||
| ShipTo Line3 | Invoice - Ship To Address Box | Char 41 | ||
| ShipTo Line4 | Invoice - Ship To Address Box | Char 41 | ||
| ShipTo City | Invoice - Ship To Address Box | Char 31 | ||
| ShipTo State | Invoice - Ship To Address Box | Char 21 | ||
| ShipTo PostalCode | Invoice - Ship To Address Box | Char 13 | ||
| ShipTo Country | Invoice - Ship To Address Box | Char 31 | ||
| Phone | Customer - Phone | Char 21 | ||
| Fax | Customer - Fax | Char 21 |
||
| Customer - E-mail | Char 1023 | |||
| Contact Name | Customer - Contact | Char 41 | ||
| First Name | Customer - First Name | Char 25 | ||
| Last Name | Customer - Last Name | Char 25 | ||
| Rep | Customer - Rep | Char 5 | ||
| Due Date | Invoice - Due Date | Date | ||
| Ship Method | Invoice - Via | Char 15 | ||
| Customer Message | Invoice - Customer Message | Char 101 | ||
| Memo | Invoice - Memo | Char 4095 | ||
| Item | Invoice - Item Code | If you use sub-items include both the item and the sub-time in your import file separate by a colon | Yes | Char 31 |
| Quantity | Invoice - Qty | Numeric | ||
| Description | Invoice - Description | Char 4095 | ||
| Price | Invoice - Price Each | Numeric | ||
| Is Pending | Invoice - Pending (non-posting) | The following values can be used: Y or N, T or F, 1 or 0. | Char 1 | |
| Item Line Class | Invoice - Class | Char 31 | ||
| Service Date | Invoice - Serviced | Date | ||
| FOB | Invoice - F.O.B. | Char 13 | ||
| Customer Acct No | Invoice - Account # | Char 99 | ||
| Sales Tax Item | Invoice - Tax | Char 31 | ||
| To Be E-Mailed | Invoice - To be e-mailed | The following values can be used: Y or N, T or F, 1 or 0. | Char 1 | |
| Other | Invoice - Other | Char 29 | ||
| Other1 | Invoice - Other1 | Char 29 | ||
| Other2 | Invoice - Other2 | Char 29 | ||
| Unit of Measure | Invoice - U/M | You need to enable unit of measure in your QuickBooks company file. | Char 31 | |
| AR Account | Customer Information - Account | If you do not specify an AR account TPI will use the default AR account. | Char 31 | |
| Currency | Invoice - Customer:Job | You need to enable multi-currency in the QuickBooks company file. | Char 64 | |
| Exchange Rate | Invoice - Exchange Rate | You need to enable multi-currency in the QuickBooks company file. | Numeric | |
| Inventory Site | Invoice - Site | Char 31 | ||
| Sales Tax Code | Invoice - Customer Tax Code | Char 3 |
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:
Invoice and Credit Memo Imports.
If you do not already have a copy of Transaction Pro Importer you can request a free demo here.
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