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Below are the instructions to import JOOR sales transactions into QuickBooks Desktop (QBDT) as a Sales Order using Transaction Pro Importer.
A sample map file is attached on the right-hand side of the screen to use with your JOOR Sales Order Import.
After downloading your order file from JOOR, log into QBDT. QBDT includes Pro, Premier, and Enterprise versions.
Open Importer and select the file that you wish to import into QBDT by clicking BROWSE and selecting your file from its saved location.
Importer can import any flat file format into QBDT such as .csv, .txt, and Excel. Depending on the file type being imported, the first window of Importer will vary.
If importing a .txt or .csv file, you will see an option to select the FIELD delimiter. The options are Comma, Tab, or Pipe. Select the one that corresponds to your file. Typically, that is COMMA for .csv files and TAB for .txt files. Leave RECORD as CR/LF.
If importing an Excel file, you will see the option to select the worksheet (SHEET) from within the Excel file that contains the data that you wish to import.
NOTE: If you make any changes to your import file after you have attached it to Importer, you will need to reselect it for Importer to recognize the changes.
Select SALES ORDER as the IMPORT TYPE.
Click OPTIONS button.
The suggested OPTIONS on the BASIC tab are:
The suggested OPTIONS on the ECOMMERCE tab are:
Information on all other OPTIONS can be found in the HELP file included with TPI.
Click NEXT to proceed to Window 2 of Importer.
Window 2 of Importer displays how the application is reading the file that is being imported.
If the file type is .csv or .txt and on the second window of Importer the data does not appear in columns, then the wrong FIELD delimiter has been selected. Click BACK, select a different FIELD delimiter, and click NEXT to return to Window 2 of Importer. See images below for an example of data not lining up into columns correctly and data lining up correctly.
If your import file has column headers as your first row, be sure that the box located in the lower left-hand corner is checked for FILE HAS FIELDS NAME IN THE FIRST ROW.
On Window 2, you may remove any rows from your file that you do not wish to import by clicking on the row and selecting DELETE SELECTED ROWS. It will not remove the data from your file, only from the import.
Click NEXT to proceed to Window 3 of Importer.
If you are mapping this file for the first time or if you have previously performed another import, you will see a message saying that the saved map does not match your import file. Click OK.
Window 3 of Importer is the mapping window. It allows you to tell Importer what columns in your import file contains what data for available QBDT fields.
Any fields that are in red are required fields that must either be included in your import file or have a static value assigned to the field.
Each field has two options for mapping. You can enter information in either column but never both.
The suggested fields to map at minimum to import your Sales Order information from JOOR are:
ITEM (QBDT FIELD-ITEM CODE): This is a required field. It must match the Item name setup in QBDT. If the Item is a Sub-Item, then your import file must contain the entire Item name with the levels separated by a colon with no space before or after the colon. (ie. Item:Sub-Item)
Once you have completed your map, click SAVE AS along the bottom to save the map for future use. You may save the map as any name in any location that you choose. It will be saved as a .dat file. If you map does not appear during a future import for any reason, you may click LOAD MAP and select your saved map to reload it. It is suggested to also save a second copy of the map file in a different location as a backup, just in case.
Click NEXT to proceed to Window 4 of Importer.
Importer will perform a validation of the data in the file compared to the field to which it is mapped between Windows 3 and 4.
Importer will look to see if Items and Customer being imported currently exist in QBDT if the OPTION to not allow new Items and/or Customers has been checked.
If any issues are found during the validation, a message will appear to let you know what issues were found.
Once data is fixed, click NEXT the same number of times that you clicked BACK to return to the validation step so that Importer can check the validation of the corrected data. If no issues are found, Importer will continue to Window 5 of Importer.
NOTE: If you have previously performed an import during this Importer session, you will receive a message asking if you wish to overwrite the existing mapping grid.
Always click YES.
Window 5 of Importer (if using e-Commerce) will allow you to tell Importer what QBDT Item is to be used for Discount, Sales Tax, Shipping, and Handling, if you are importing any of these Items. Be sure that the Item name entered here matches QBDT exactly.
If the e-Commerce option was not selected, then this window will not be part of your import.
Window 6 of Importer contains the setup of the default values that QBDT will use if a new Item must be setup during import.
If you have selected to not allow Importer to setup new Items during an import, no new Items will be setup. However, the setup of this window is still required.
The suggested selections (if you will not be setting up new Items) are to select OTHER CHARGE as the Item Type and select a GL Account for ACCOUNT such as Miscellaneous, Other, or Ask My Accountant.
Be sure that SAVE ALL SETTINGS is checked in the lower right-hand corner before clicking FINISH. This will ensure that the settings on this sixth window of Importer will be saved with the map.
A message confirming that you wish to begin the import will appear. Click OK.
While the import is processing, you will see a count of the import in the lower left-hand corner of Importer.
If any issues are encountered during the import, a message will appear. Since you have selected to have Importer generate a log at the end of the import, you may click YES to ignore future messages during the import.
Click OK to display the Import Log.
When the log opens, it is suggested that you check the box in the lower left-hand corner to FILTER FOR RECORDS THAT DID NOT IMPORT to be certain no records failed to import.
To save the log, click SAVE in the lower right-hand corner, and the log will be saved as an Excel file in the location that you indicate. Once you close the log, it cannot be retrieved within Importer to view or save later.
If the data imported with some records failing to import, the message will display saying that the transactions imported with exceptions.
Click OK to display the Import Log.
When the log opens, check the box in the lower left-hand corner to FILTER FOR RECORDS THAT DID NOT IMPORT to display the records that failed to import.
Under the STATUS column, it will display a reason that the data was rejected.
Click SAVE in the lower right-hand corner to save the file as an Excel file in the location that you indicate. Once you close the log, it cannot be retrieved within Importer to view or save later.
The saved log file will contain all the records that were imported but will be filtered to display the failed records only so that you may research the errors and re-import the failed records, if necessary.
Verify in your QBDT company Sales Order that the data imported correctly.