Often times the database from which you are downloading files to import into QuickBooks is not in sync with the following QuickBooks List Items:
We do have very powerful cross reference features that you can read about here. However, what if you cannot take advantage of these cross reference features and do not want to risk polluting your QuickBooks company file with erroneous list items then you might want to consider selecting options to not add new list items.
You can find these do not add list items options on the basic options tab within Transaction Pro Importer for QuickBooks.
Example of how to use the “Do Not Add New List Items” with Transaction Pro Importer for QuickBooks
On a bill import using Transaction Pro Importer 5.0 (“TPI”) if the values mapped to the QuickBooks field, Expenses Account, do not exist in QuickBooks TPI will add these accounts as a new expense account. In this example the accountant is importing a file received from their expense reporting system and often times the employees do not properly utilize the expense accounts list. For instance in their QuickBooks file they use the word and instead of the & but the users of the expense reporting system do not pay attention to detail and create their own accounts.
We have a detailed article on how to import bills into QuickBooks that you can read more here. For purposes of this example the user has already selected their import file and selected an import type of bill and has advanced to the file contents screen within TPI. In the screen shot below on the left you will see the QuickBooks chart of accounts. On the right you will see the File Contents screen from within TPI. Take a note of the highlighted values and you will see that these accounts to do not match.
After the user hits the next button on the TPI mapping screen they will receive the error message below just select the OK button.
On the next screen you will see a listing of the accounts that are in the import file that do not exist in QuickBooks. In this case the accountant has gone back into the import file and modified the account so that it matches and then completes the import.
If you do not already have a copy of Transaction Pro Importer 5.0 for QuickBooks you can request a free trial here. If you have any questions or comment please post them below.