In this post we will provide an overview of how to import receive 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. Please note that during the free trial you can import your own files into any QuickBooks company file. We will also select an import type of receive 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:\my documents\01 Transaction Pro Importer 5.0\receive payment map.dat Required QuickBooks Fields are depicted in red in the first column (Customer, Check Number, Amount).
Below is a table that shows all the fields available on an estimate import. To see all the fields select the down arrow next to the show box. More fields will become available if you enable the custom fields. You can also review the entire data dictionary here.
|QuickBooks Field from TPI Mapping Screen||QuickBooks Form - Field Description||Notes||Required Field||Type/
|Customer||Receive Payment - Received From||If using jobs be sure to include both the customer and job in your import file separated by a colon (Customer:Job)||Yes||Char 41|
|Check Number||Receive Payment - Check #||Yes||Char 11
|Transaction Date||Receive Payment - Date||Date|
|Payment Method||Receive Payment - Check||Char 31|
|Memo||Receive Payment - Memo||Char 4095|
|Apply to Invoice (blank auto applies)||Receive Payment - Number||Char 11|
|Amount||Receive Payment - Amt. Due||Yes||Numeric|
|Deposit to||Customer Center - Account||Include either the lowest sub account number OR the full account name (Account:subaccount).||Char 31
|Discount Amount||Receive Payment - Discount||Numeric|
|Discount Account||Used to determine which account that the discount should be applied to.||Char 31
|Discount Class||Receive Payment - Discount Class||Char 31|
|AR Account||Receive Payment - A/R Account||Include either the lowest sub account number OR the full account name (Account:subaccount).||Char 31|
|Exchange Rate||Receive Payment - Exchange Rate||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:
We have many advanced options which can be set via a command line which you can read about here.
If you do not already have a copy of Transaction Pro Importer you can request a free demo here.