Newer post for Transaction Pro Importer 5.0 can be found here.
Revised on July 5, 2012 for the employee cross reference command line parameter.
This post will help you solve the issue of what to do if your names stored in my other database or shopping cart do not match up with the names that you have already populated in QuickBooks. Below you will see the power of the cross reference options within the Transaction Pro Importer.
Often times the customer, vendor, employee, item or account in your other system differ from the way these names are created in your QuickBooks company file. In order to properly associate your transactions with the proper names in QuickBooks, Transaction Pro Importer has a cross reference feature for the following fields:
- Customer Name (via QuickBooks account no. field)
- Vendor Name (via QuickBooks account no. field)
- Employee Name (via QuickBooks field account no. field)
- Item (via a QuickBooks custom field)
- Account (via QuickBooks description field)
Customer and Vendor Cross Reference
Below we will show how the customer cross reference works. Please note that the vendor cross reference works the same.
In the example below lets assume that your other system from which you are exporting your data from utilizes account numbers instead of customer names. Your customer, Smitty’s Country Tavern, is referenced in your orders database as customer 12345. You would then need to go into QuickBooks and on the Payment Info tab for this customer populate the account no. field with the value 12345.
Next within Transaction Pro you would need to select the option from the basic tab, lookup customer name in QuickBooks when Account Number is mapped to Customer field.
Below is an import file that does not have a customer name but instead has the customer account no.
Then when you get to the Transaction Pro mapping screen you will map the column, Customer Acct No., to the QuickBooks field, Customer.
When you select the next button Transaction Pro Importer looks through the account no. fields on all your customers. In this example the second transaction with an account no. does not already exist with your QuickBooks company file. You will need to add this customer into your QuickBooks company file to complete the import.
Employee Cross Reference
This options is similar to the customer cross reference except for the fact that it needs to be enabled via a command line parameter, -EMPLXREF. For Transaction Pro Importer 5.o the command line parameter is /EMPLXREfF. This option is available for time tracking imports only. Follow the instructions below to add this command line parameter.
- Make a copy of the Transaction Pro Importer 4.0 shortcut by right mouse clicking on the shortcut and select copy. Then put your cursor on your desktop and right mouse click and select paste shortcut.
- On the new shortcut for Transaction Pro Importer 4.0 that you just created right mouse click on the icon and select properties
- On the shortcut tab at the end of the target box leave a space after the ending quotation and type in -EMPLXREF and then select the OK button.
- Then you will use this new shortcut to launch Transaction Pro Importer 4.0.
Make sure that pre-import you have updated the account no. field on the additional info tab on your employee cards in QuickBooks.
Item Cross Reference
This option is very similar to the customer cross reference. The only difference is that the cross reference value needs to be stored in a custom field on the item.
On the advanced tab of the program options you would select the option to cross reference item custom field value for item name and in the drop down box select the custom field where this value is stored.
Account Cross Reference
In your QuickBooks company file you first need to update the description field to match the account in your import file.
Then you need to select the option, cross reference account description for Account Name on the Advanced Tab of the program options within Transaction Pro.
This is a quick overview of how the cross reference options work with Transaction Pro Importer for QuickBooks. Should you have any questions feel free to post them below.
If you would like to try these features out you can download a free demo here.