Options Available in Transaction Pro Importer for QuickBooks Online

QUESTION

What Options are available to be used when importing using Transaction Pro Importer for QuickBooks Online (QBO)?

RESOLUTION

There are currently 19 Options available to be used with Importer, but the list of available Options continues to grow.

To access all the Options, on the Preview and Import page, click the OPTIONS button, the right-most tab along the top of your import table.

When the OPTIONS button is selected, a screen will display the available Options. Check the box next to those Options that are to be used and then select the SAVE CHANGES button at the bottom left. These Options will be saved/retained for all future imports.

Enable Account Numbers on Transactions

By default, Importer assumes that Account Names will be used on any transactions that use General Ledger Accounts. If the import file contains Account Numbers, include the lowest Sub-Account Number only in the import file and be sure to select this Option.

Let QuickBooks Auto-Assign Transaction Numbers

If the transaction numbers are not in the import file or if it is preferred to let QBO use the next transaction number in the QBO company file, select this Option. This feature is available on the following transaction types:

  • Credit Memos
  • Estimates
  • Invoices
  • Purchase Orders
  • Sales Receipts

Do Not Automatically Add New List Items to QuickBooks Online

Importer by default will create new list items for Accounts, Products and Services, Customers, Vendors, Accounts, Locations, Classes, Sales Terms, and Payment Methods when importing transactions if they do not currently exist in QBO. However, if importing data from another system that may have some issues not matching QBO correctly, consider trying this Option to instead have the transaction not import if Importer cannot find a matching list item in QBO.

Cross Reference for Customers and Vendors

In QBO, Customers and Vendors are organized by Name. However, other databases or services that may be imported may use a Customer or Vendor Account Number instead of a Name. Additionally, there might be formatting differences between the other system and QBO as to how names are formatted so that they do not match exactly.

By default, Importer will look for a matching name in the Display Name As field on the Customer or Vendor in QBO when importing sales or purchase transactions. However, selecting the Cross Reference Option will change it so that Importer looks for a match in the following fields in QBO instead:

Customer – Exemption Details (previously called Resale Id) *Not available to be used with the new auto tax feature in QBO

Customer – Other (found among Phone Numbers)

Vendor – Account No

Cross Reference for Items (Products and Services)

In QBO, Products and Services are organized by Name. However, other databases or services that may be imported may use a SKU Number instead of a Product or Service Name. Additionally, there might be formatting differences between the other system and QBO as to how names are formatted so that they do not match exactly.

By default, Importer will look for a matching Name in the Products and Services list in QBO when importing. However, selecting the Cross Reference Option will change it so that Importer looks for a match in the SKU field instead. This Cross Reference Option is only available to be used with sales transactions (Invoices, Sales Receipts, Credit Memos, and Refund Receipts).  

Express Date Format in dd/mm/yy

By default, Importer assumes the date is in Month/Day/Year format. However, if the dates in the import file are formatted in Day/Month/Year format, select this Option so that the dates are properly created in QBO. Please note that if this Option is selected, Importer requires that the user go back to re-upload the import file and go through the import steps again. Once selected, though, it will stay selected until changed.

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  • 11-May-2020
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