Import Sales Receipts into QuickBooks using Transaction Pro Importer 5.0

In this post we will provide an overview of how to import sales receipts into QuickBooks using Transaction Pro Importer. On the first screen of Transaction Pro you will select the browse button to select your import file. In this example we are using the sample import files that are installed with the program and are located in c:\my documents\01 Transaction Pro Importer 5.0\sample files We will also select an import type of sales receipt. Then select the options button if you want to select any options.

On the file contents screen you will see the data in your import file in a grid format. Select the next button.

The next screen in Transaction Pro Importer is the mapping screen. If the map does not load select the load map button and navigate to the following file: c:\documents\01 Transaction Pro Importer 5.0\sales receipt map.dat Required QuickBooks Fields are depicted in red in the first column (Customer, RefNumber, Item).

Below is a table showing all the fields available on a sales receipt import and where these fields reside in QuickBooks. Additional fields will become available if you choose the options to enable credit card or custom fields. You can also download the data dictionary in an excel format at http://www.baystateconsulting.com/forum/forum_posts.asp?TID=338&title=tpi-field-listing-data-dictionary

QuickBooks Field from TPI Mapping Screen	QuickBooks Form - Field Description	Notes	Required Field	Type/ Length
Customer	Invoice - Customer:Job	If you use customers and jobs include both the customer and job in your import file separate by a colon	Yes	Char 41
Transaction Date	Invoice - Date			Date
RefNumber	Invoice - Invoice #	If the option, let QuickBooks auto assign transaction numbers is not selected.	Yes	Char 11
Payment Method	Sales Receipt - Payment Method			Char 31
Terms	Invoice - Terms			Char 31
Class	Invoice - Class			Char 31
Template Name	Invoice - Template			Char 31
To Be Printed	Invoice - To be printed	The following values can be used: Y or N, T or F, 1 or 0.		Char 1
Ship Date	Invoice - Ship			Date
BillTo Line1	Invoice - Bill To Address Box			Char 41
BillTo Line2	Invoice - Bill To Address Box			Char 41
BillTo Line3	Invoice - Bill To Address Box			Char 41
BillTo Line4	Invoice - Bill To Address Box			Char 41
BillTo City	Invoice - Bill To Address Box			Char 31
BillTo State	Invoice - Bill To Address Box			Char 21
BillTo PostalCode	Invoice - Bill To Address Box			Char 13
BillTo Country	Invoice - Bill To Address Box			Char 31
ShipTo Line1	Invoice - Ship To Address Box			Char 41
ShipTo Line2	Invoice - Ship To Address Box			Char 41
ShipTo Line3	Invoice - Ship To Address Box			Char 41
ShipTo Line4	Invoice - Ship To Address Box			Char 41
ShipTo City	Invoice - Ship To Address Box			Char 31
ShipTo State	Invoice - Ship To Address Box			Char 21
ShipTo PostalCode	Invoice - Ship To Address Box			Char 13
ShipTo Country	Invoice - Ship To Address Box			Char 31
Phone	Customer - Phone			Char 21
Fax	Customer - Fax			Customer - Fax
Email	Customer - E-mail			Char 1023
Contact Name	Customer - Contact			Char 41
First Name	Customer - First Name			Char 25
Last Name	Customer - Last Name			Char 25
Rep	Customer - Rep			Char 5
Due Date	Customer - Due Date			Date
Ship Method	Invoice - Via			Char 15
Customer Message	Invoice - Customer Message			Char 101
Memo	Invoice - Memo			Char 4095
Item	Invoice - Item Code	If you use sub-items include both the item and the sub-time in your import file separate by a colon	Yes	Char 31
Quantity	Invoice - Qty			Numeric
Description	Invoice - Description			Char 4095
Price	Invoice - Price Each			Numeric
Deposit To	Customer Information - Account			Char 31
Item Line Class	Invoice - Class			Char 31
Service Date	Invoice - Serviced			Date
FOB	Invoice - F.O.B.			Char 13
Customer Acct No	Invoice - Account #			Char 99
Sales Tax Item	Invoice - Tax			Char 31
To Be E-Mailed	Invoice - To be e-mailed	The following values can be used: Y or N, T or F, 1 or 0.		Char 1
Other	Invoice - Other			Char 29
Other1	Invoice - Other1			Char 29
Other2	Invoice - Other2			Char 29
Unit of Measure	Invoice - U/M	You need to enable unit of measure in your QuickBooks company file.		Char 31
Currency	Invoice - Customer:Job	You need to enable multi-currency in the QuickBooks company file.		Char 64
Exchange Rate	Invoice - Exchange Rate	You need to enable multi-currency in the QuickBooks company file.		Numeric
Inventory Site	Invoice - Site	This is available in QuickBooks Enterprise if you have subscribed to Advanced Inventory.		Char 31
Sales Tax Code	Invoice - Customer Tax Code			Char 3

Select the next button to advance to the next screen of Transaction Pro Importer.

This next screen shows how the data will be mapped to your QuickBooks fields. The QuickBooks fields are listed at the top of the grid and the data follows in rows immediately below. Review this data to make sure that data is mapped correctly. Select the next button.

On the last screen of Transaction Pro you select how any new items that do not exist in your QuickBooks company file will be set up by making selections from the drop down menus. Please note this last screen needs to be completed even if you are not mapping data to the items item field. Select the finish button to start the import.

Advanced tips and options:

There are also many other options that you might want to consider reviewing which are highlighted in yellow below. All of these options are discussed in detail in the help file that comes installed with Transaction Pro Importer. To access the help file select the help file on any of the pages within Transaction Pro Importer or press the F1 function key while Transaction Pro Importer is open. For some of these features we have gone into more detail in another blog post for which we have provided the applicable link.

Basic Options tab:

Advanced Options tab:

e-Commerce tab:

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