In this post we will provide an overview of how to import new vendors or update existing vendors in 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 vendors. The drop down list has the transactions listed alphabetically and then the lists at the bottom. 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\vendor list map.dat Required QuickBooks Fields are depicted in red in the first column (Vendor).
Below is a table that shows all the fields available on a vendor list 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/
|Vendor||Vendor - Vendor Name||Yes||Char 41|
|Is Active||Make Vendor Inactive||The following values can be used: Y or N, T or F, 1 or 0.||Char 1
|Company Name||Company Name||Char 41|
|Salutation||Vendor - Mr./Ms./…||Char 5|
|First Name||Vendor - First Name||Char 25|
|M.I.||Vendor - M.I.||Char 5
|Last Name||Vendor - Last Name||Char 41|
|Contact||Vendor - Contact||Char 41|
|Phone||Vendor -Phone||Char 21|
|Fax||Vendor - FAX||Char 21|
|Alt. Phone||Vendor - Alt. Phone||Char 21|
|Alt. Contact||Vendor - Alt. Contact||Char 21|
|Vendor - E-mail||Char 1023|
|Print on Check||Vendor - Print on Check As||Char 41|
|Address Line1||Vendor - Name and Address Block||Char 41|
|Address Line2||Vendor - Name and Address Block||Char 41
|Address Line3||Vendor - Name and Address Block||Char 41|
|Address Line4||Vendor - Name and Address Block||Char 41|
|Address City||Vendor - Name and Address Block||Char 41|
|Address State||Vendor - Name and Address Block||Char 21|
|Address PostalCode||Vendor - Name and Address Block||Char 13|
|Address Country||Vendor - Name and Address Block||Char 31|
|Vendor Type||Vendor Additional Info Tab - Vendor Type||Char 159|
|Terms||Vendor Payment Settings Tab - Terms||Char 31
|Tax ID||VendorTax Settings Tab - Credit Limit||Char 15
|Eligible for 1099||VendorTax Settings Tab - Vendor Eligible for 1099||Char 1|
|Account Number||Vendor Payment Settings Tab - Account Number||Char 99|
|Credit Limit||Vendor Payment Settings Tab - Credit Limit||Numeric|
|Notes||Notes Tab||Char 4095|
|Prefill Account||Vendor Account Settings Tab||Char 41|
|Billing Rate||Vendor Payment Settings Tab - Billing Rate Level||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.
If you do not already have a copy of Transaction Pro Importer you can request a free demo here.