Below are the three quick steps to eliminate manual data entry to QuickBooks by using Transaction Pro Importer.
Step 1: Identify where manual data entry is being done
Meet with all QuickBooks users and have them identify what they manually enter into QuickBooks. Then, have them estimate how much time every month that they spend doing each data entry task. Tackle those with the largest number of man hours first. Below are some ideas of how Transaction Pro Importer users utilize the tools to save time:
- Website Sales
- Point of Sale Systems
- Time Activities
- EDI and Fulfillment Activities
- Calculations done in Excel and then manually entered as Journal Entries
- Bank and Credit Card Statements
- Receipts from a Lockbox
Step 2: Identify where the data is coming from and see what all options are to receive the data
After identifying a process, see how the data is currently being received and any other options to receive the data. Ideally, look if a flat file can be downloaded in Excel, csv, or txt format. Also, remember that it is an option to contact the other software to see what export options exist for their software.
Step 3: Request a free trial of Transaction Pro Importer
Free trial versions are offered so that the process can be tested pre-purchase with no financial commitments. Transaction Pro is a mapping software that allows the flat file to be imported into QuickBooks. To download a free trial for Transaction Pro Importer for QuickBooks Desktop, go to the Transaction Pro WEBSITE and register with your email address.
As the tools work with industry standard formats, often times, it is just a matter of mapping the import file columns to the QuickBooks fields on the Transaction Pro mapping screen. However, if the file does not contain all the data required by QuickBooks, there are many options that will work around this which include but are not limited to:
- Setting a Default Value: An example is if the Customer or Vendor Name does not exist in the file but the file is all from the same customer or vendor.
- e-Commerce Options: When selling products online, additional fields can be added for items such as Shipping, Discounts and Taxes.
- Cross-Reference Options: QuickBooks uses names as the primary list identifier. Often times, most other software will use account numbers. There are cross-reference features available on Customers, Vendors, Employees, Items and Accounts to assist in linking these list items between the two systems.
Also, because the tools work with Excel, formulas or macros can be written to reformat the Excel import files.