In this post we will provide an overview of how to import purchase orders 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 purchase order. Then select the options button if you want to select any options. If you do not want to select any options select the next button.
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\purchase order map.dat Required QuickBooks Fields are depicted in red in the first column (Vendor, PO Number, Item).
Below is a table showing all the fields available on a sales receipt import and where these fields reside in QuickBooks. If you would like to see all fields expand the table by selecting to show 50 entries. 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 here.
| QuickBooks Field from TPI Mapping Screen | QuickBooks Form - Field Description | Notes | Required Field | Type/ Length |
|---|---|---|---|---|
| Vendor | Purchase Order - Vendor | Yes | Char 41 | |
| Transaction Date | Purchase Order - Date | Date | ||
| PO Number | Purchase Order - P.O. No. | If the option, let QuickBooks auto assign transaction numbers is not selected. | Yes | Char 25 |
| Class | Purchase Order - Class | Char 31 | ||
| ShipTo Entity | Purchase Order - Ship to Pulldown | Char 31 | ||
| BillTo Line1 | Purchase Order - Bill to Address Box | Char 31 | ||
| BillTo Line2 | Purchase Order - Bill to Address Box | Char 41 | ||
| BillTo Line3 | Purchase Order - Bill to Address Box | Char 41 | ||
| BillTo Line4 | Purchase Order - Bill to Address Box | Char 41 | ||
| BillTo City | Purchase Order - Bill to Address Box | Char 31 | ||
| Billto State | Purchase Order - Bill to Address Box | Char 21 | ||
| Billto PostalCode | Purchase Order - Bill to Address Box | Char 13 |
||
| BillTo Country | Purchase Order - Bill to Address Box | Char 31 | ||
| Terms | Purchase Order - Terms | Char 31 | ||
| Due Date | Purchase Order - Due Date | Date | ||
| Expected | Purchase Order - Expected | Date | ||
| Ship Method | Purchase Order - Via | Char 15 |
||
| FOB | Purchase Order - FOB | Char 13 | ||
| Vendor Message | Purchase Order - Vendor Message | Char 99 | ||
| Memo | Purchase Order - Memo | Char 4095 | ||
| Vendor Acct No | Purchase Order - Acct # | Char 99 | ||
| Item | Purchase Order - Item | 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 | Purchase Order - Qty | Numeric | ||
| Description | Purchase Order - Description | Char 4095 | ||
| Rate | Purchase Order - Rate | Numeric | ||
| Customer | Purchase Order - Customer | Char 41 | ||
| Service Date | Purchase Order - Serviced | Date | ||
| Template Name | Purchase Order - Template | Char 31 | ||
| To Be Printed | Purchase Order - To be printed | The following values can be used: Y or N, T or F, 1 or 0. | Char 1 | |
| Vendor Email | Purchase Order - E-Mail | Char 1023 | ||
| To Be E-Mailed | Purchase Order - To Be E-Mailed | The following values can be used: Y or N, T or F, 1 or 0. | Char 1 | |
| Items Class | Purchase Order - Class | Char 31 | ||
| Other1_Header | Purchase Order - Header - Other1 | Char 29 | ||
| Other2_Header | Purchase Order - Header - Other2 | Char 29 | ||
| Other1 | Purchase Order - Other1 | Char 29 | ||
| Other2 | Purchase Order - Other2 | Char 29 | ||
| Unit of Measure | Purchase Order - U/M | You need to enable unit of measure in your QuickBooks company file. | Char 31 | |
| Manuf Part Number | Purchase Order - Man. Part Num | Char 31 | ||
| Inventory Site | Purchase Order - Site | You need to have Enterprise 2011 or later and have the Advanced Inventory subscription. | Char 31 | |
| Currency | Purchase Order - Vendor | You need to enable multi-currency in the QuickBooks company file. | Char 64 | |
| Exchange Rate | Purchase Order - Exchange Reate | You need to enable multi-currency in the QuickBooks company file. | Numeric |
.
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:
Other blog posts to review:
You can also download a free demo to try this out here. If you have any questions feel free to post a comment below.
