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 credit memo. 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\credit memo 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 | Credit Memos/Refunds - 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 | Credit Memos/Refunds - Date | Date | ||
| RefNumber | Credit memos/Refunds - Credit No. | If the option, let QuickBooks auto assign transaction numbers is not selected. | Yes | Char 11 |
| PO Number | Credit Memos/Refunds - P.O. Number | Char 25 | ||
| Terms | Credit Memos/Refunds - Terms | Char 31 | ||
| Class | Credit Memos/Refunds - Class | Char 31 | ||
| Template Name | Credit Memos/Refunds - Template | Char 31 | ||
| To Be Printed | Credit Memos/Refunds - To be printed | The following values can be used: Y or N, T or F, 1 or 0. | Char 1 | |
| Ship Date | Credit Memos/Refunds - Ship Date | Date | ||
| BillTo Line1 | Credit Memos/Refunds - Bill To Address Box | Char 41 | ||
| BillTo Line2 | Credit Memos/Refunds - Bill To Address Box | Char 41 | ||
| BillTo Line3 | Credit Memos/Refunds - Bill To Address Box | Char 41 | ||
| BillTo Line4 | Credit Memos/Refunds - Bill To Address Box | Char 41 | ||
| BillTo City | Credit Memos/Refunds - Bill To Address Box | Char 31 | ||
| BillTo State | Credit Memos/Refunds - Bill To Address Box | Char 21 | ||
| BillTo PostalCode | Credit Memos/Refunds - Bill To Address Box | Char 13 | ||
| BillTo Country | Credit Memos/Refunds - Bill To Address Box | Char 31 | ||
| ShipTo Line1 | Credit Memos/Refunds - Ship To Address Box | Char 41 | ||
| ShipTo Line2 | Credit Memos/Refunds - Ship To Address Box | Char 41 | ||
| ShipTo Line3 | Credit Memos/Refunds - Ship To Address Box | Char 41 | ||
| ShipTo Line4 | Credit Memos/Refunds - Ship To Address Box | Char 41 | ||
| ShipTo City | Credit Memos/Refunds - Ship To Address Box | Char 31 | ||
| ShipTo State | Credit Memos/Refunds - Ship To Address Box | Char 21 | ||
| ShipTo PostalCode | Credit Memos/Refunds - Ship To Address Box | Char 13 | ||
| ShipTo Country | Credit Memos/Refunds - Ship To Address Box | Char 31 | ||
| Phone | Customer - Phone | Char 21 | ||
| Fax | Customer - Fax | Customer - Fax |
||
| 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 | Credit Memos/Refunds - Rep | Char 5 | ||
| Due Date | Credit Memos/Refunds - Due Date | Date | ||
| Ship Method | Credit Memos/Refunds - Via | Char 15 | ||
| Customer Message | Credit Memos/Refunds - Customer Message | Char 101 | ||
| Memo | Credit Memos/Refunds - Memo | Char 4095 | ||
| Item | Credit Memos/Refunds - 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 | Credit Memos/Refunds - Qty | Numeric | ||
| Description | Credit Memos/Refunds - Description | Char 4095 | ||
| Price | Credit Memos/Refunds - Price Each | Numeric | ||
| Is Pending | Credit Memos/Refunds - Pending (non-posting) | The following values can be used: Y or N, T or F, 1 or 0. | Char 1 | |
| Item Line Class | Credit Memos/Refunds - Class | Char 31 | ||
| Service Date | Credit Memos/Refunds - Serviced | Date | ||
| Customer Acct No | Credit Memos/Refunds - Account # | Char 99 | ||
| Sales Tax Item | Credit Memos/Refunds - Tax | Char 31 | ||
| To Be E-Mailed | Credit Memos/Refunds - To be e-mailed | The following values can be used: Y or N, T or F, 1 or 0. | Char 1 | |
| Other | Credit Memos/Refunds - Other | Char 29 | ||
| Other1 | Credit Memos/Refunds - Other1 | Char 29 | ||
| Other2 | Credit Memos/Refunds - Other2 | Char 29 | ||
| Unit of Measure | Credit Memos/Refunds - 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 | Credit Memos/Refunds - Customer:Job | You need to enable multi-currency in the QuickBooks company file. | Char 64 | |
| Exchange Rate | Credit Memos/Refunds - Exchange Rate | You need to enable multi-currency in the QuickBooks company file. | Numeric | |
| Inventory Site | Credit Memos/Refunds - Site | Char 31 | ||
| Sales Tax Code | Credit Memos/Refunds - 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.
