This article will point out many options that are available within Transaction Pro Importer to use when importing Receive Payments into QuickBooks Desktop (QBDT).
The options that will be explained are:
- Customer Account Number Cross Reference
- Command Line to Apply a Payment to Multiple Invoices
- Command Line to Use if Import File Contains Only the APPLY TO INVOICE Number and Does Not Contain the CUSTOMER
- Command Line to Use When QBDT Should Not Auto Apply Payments
Option 1: Customer Account Number Cross Reference
This option is used if there is a concern that the Customer Name in the import file may not match the Customer Name in QBDT exactly or if the import file only contains the Customer Account Number.
Make sure that the Account Number field on the Payment tab of Customer setup in QBDT has the Account Number value completed for all Customers involved. If Importer does not find a matching account number, Importer will provide a list during pre-import validation to allow them to be corrected in the QBDT company file.
Then on the Importer Basic Option tab, select the Option to LOOKUP CUSTOMER NAME IN QUICKBOOKS WHEN ACCOUNT NUMBER IS MAPPED TO CUSTOMER FIELD.
When the import file is mapped on the third window of Importer, the column in the import file that contains the Customer Account Number will be mapped to the Customer Name field.
Option 2: One Payment to be Applied to Several Invoices
If one payment needs to be applied to multiple Invoices, the import file should contain multiple lines that contain the same Check Number and Customer Name, but the Apply to Invoice number and Amount will change on each line.
The command line /RECPAY2 needs to be added to the Importer shortcut. To add a command line, right click on the Importer shortcut and select PROPERTIES. On the shortcut tab, add /RECPAY2 to the end of the TARGET address and click APPLY. Launch Importer from the updated shortcut.
More details on command line parameters and how they can be enabled can be found HERE.
Option 3: Import File Only Contains an APPLY TO INVOICE Number and Does Not Contain the CUSTOMER Name
If the import file does not contain the CUSTOMER name but does contain the APPLY TO INVOICE number, the command line /RECPAY3 should be added to the Importer shortcut.
Instructions on how to add a command line was discussed above in option 2.
Option 2 and Option 3 cannot be used together.
Option 4: Import File Does Not Contain an APPLY TO INVOICE Number and QB Should not Auto Apply the Payment
If the import file does not contain the APPLY TO INVOICE number for the payment, but QB should not auto apply the payment, command line /RECPAY_AUTOAPPLY needs to be added to the Importer shortcut. Once added, a new mapping field AUTO APPLY will appear. Setting the field to N (no) will force QBDT to not auto apply the payment. Putting a Y (yes) in the field will tell QBDT to auto apply the payment.
Instructions on how to add a command line is discussed above in option 2.
Option 2 and Option 4 cannot be used together.