A more up to date version of this article can be found here.
Updated on June 8, 2012 for TPI5 changes to command line parameters.
Updated on March 21, 2013 to include the option to not let QuickBooks auto apply payments if an apply to invoice refnumber is not provided in the import file.
Often times third party vendors that provide QuickBooks users with files that contain payment information that is either incomplete or inaccurate making it difficult to import the receive payment transactions into QuickBooks.
This post will point out many options that you have available within Transaction Pro Importer (“TPI”) to overcome these hurdles.
The options we will be discussing are as follows:
- Customer account number cross reference
- Command line to allow a payment to be applied to multiple invoices
- Command line to use if your import file contains only the apply to invoice number and does not contain the customer
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 QuickBooks exactly or if the import file only contains an account number.
First make sure that you have updated your account no. field on the payment tab in QuickBooks for all customers involved. Don’t worry if you forget to update some of the customers. If TPI does not find a matching account no. you will get a list of these pre-import so you can fix these customers in your QuickBooks company file.
Then on the TPI Basic option tab check the option to lookup customer name in QuickBooks when account number is mapped to customer field.
One payment to be applied to multiple invoices
If you have one payment to be applied to multiple invoices your import file should contain multiple lines which contain the same check number and customer name but the apply to invoice number and amount will change on each line.
You need to edit the properties (right mouse click on the TPI shortcut and select properties) in the TPI shortcut to add -RECPAY2 at the end of the target. For Transaction Pro Importer 5.0 add /RECPAY2 to the end of the target.
More details on command line parameters and how they can be enabled can be found in our support forum
Import File only contains an invoice number to apply the payment to but does not contain the customer name
If your import file does not contain the customer name but does contain the apply to invoice number you can enable the -RECPAY3 command line parameter. For Transaction Pro Importer 5.0 add /RECPAY3 to the end of the target. Instructions on how to do this were discussed above.
Import File does not contain an apply to invoice refnumber and you do not want to let QuickBooks auto apply the payment to existing invoices.
If your import file does not contain the invoice number for the payments to be applied to and you do not want to let QuickBooks auto apply the payment enable this command line parameter: /RECPAY_AUTOAPPLY. A new mapping field “Auto Apply” will appear. Setting the field blank to N will force QuickBooks to not apply the payment. Putting a Y in the field will tell QuickBooks to auto-apply the payment.
If you want to try any of these options out you can obtain a free demo of Transaction Pro Importer for QuickBooks here.