In this post we will provide an overview of how to import bill payments 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 bill payment. 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:\documents\01 Transaction Pro Importer 5.0\Bill Payment map.dat Required QuickBooks Fields are depicted in red in the first column (Payee, Payment Method, RefNumber, Amount). Select the next button to advance to the next screen of Transaction Pro Importer.
Below is a table showing all the fields available on a sales receipt import and where these fields reside in QuickBooks. Additional fields will become available if you choose the options to enable custom fields. You can also download the data dictionary in an excel format at http://www.baystateconsulting.com/forum/forum_posts.asp?TID=338&title=tpi-field-listing-data-dictionary
|QuickBooks Field from TPI Mapping Screen||QuickBooks Form - Field Description||Notes||Required Field||Type/
|Payee||Pay Bills - Vendor||Yes||Char 41|
|Transaction Date||Payment Summary - Payment Date||Date|
|Apply to Bill RefNumber||Pay Bills - Ref. No.||If a bill refnumber is not supplied TPI will look for an exact match based on the dollar amount of the payment. If it does not find a match the bill payment will not be imported.||Char 20|
|Payment Method||Pay Bills - Method||Yes||Char 31|
|Bank Account||Pay Bills - Account||Char 31|
|Credit Card Account||Pay Bills - Account||Char 31|
|RefNumber||For internal TPI processing only.||Yes||Char 11|
|Amount||Pay Bills - Amt. to Pay||Yes||Numeric|
|Memo||Check - Memo||Char 4095|
|Discount Amount||Pay Bills Discounts and Credits - Amount of Discount||Numeric|
|Discount Account||Pay Bills Discounts and Credits - Discount Amount||Char 31|
|To Be Printed||Check - To Be Printed||The following values can be used: Y or N, T or F, 1 or 0.||Char 1|
|Exchange Rate||This field is available if the multi currency feature is turned on in QuickBooks.||Numeric|
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.
You can also download a free demo to try this out here. If you have any questions feel free to post a comment below.