In this post we will provide an overview of how to import bills 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 bills. 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\bill map.dat Required QuickBooks Fields are depicted in red in the first column (Vendor, RefNumber). Also if you use the expenses tab on your bills the following fields are also required: Expenses Account and Expenses Amount. If you use the items tab on your bills the following fields are also required: Items Item and Items Cost (you do not need to map the items cost field if your items in QuickBooks have the costs already populated on them).
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 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/
|Vendor||Bill - Vendor||Yes||Char 41|
|Transaction Date||Bill - Date||Date|
|RefNumber||Bill - Ref. No.||If the option, let QuickBooks auto assign transaction numbers is not selected.||Yes||Char 11|
|Bill Due||Bill - Bill Due||Date|
|Terms||Bill - Terms||Char 31|
|Memo||Bill - Memo||Char 4095|
|Address Line1||Bill - Address Box||Char 41|
|Address Line2||Bill - Address Box||Char 41|
|Address Line3||Bill - Address Box||Char 41|
|Address Line4||Bill - Address Box||Char 41|
|Address City||Bill - Address Box||Char 31|
|Address State||Bill - Address Box||Char 21|
|Address PostalCode||Bill - Address Box||Char 13|
|Address Country||Bill - Address Box||Char 31|
|Expenses Account||Bill Expenses Tab - Account||If you are using account numbers specify the lowest sub account in your import file. If you are using account names include both the account and the sub account separated by a colon in your import file.||Yes if you are using accounts.||Char 31|
|Expenses Amount||Bill Expenses Tab - Amount||Yes if you are using accounts.||Numeric|
|Expenses Memo||Bill Expenses Tab - Memo||Char 4095|
|Expenses Class||Bill Expenses Tab - Class||Char 31|
|Expenses Customer||Bill Expenses Tab - customer:Job||If you are using customers and jobs include both the customer and the job separated by a colon in your import file.||Char 41|
|Expenses Billable||Bill Expenses Tab - Billable?||The following values can be used: Y or N, T or F, 1 or 0.||Char 1|
|Items Item||Bill Items Tab - Items||If you use sub-items include both the item and the sub-time in your import file separate by a colon||Yes if you are using items.||Char 31|
|Items Qty||Bill Items Tab - Qty||Numeric|
|Items Description||Bill Items Tab - Description||Char 4095|
|Items Cost||Bill Items Tab - Cost||Numeric|
|Items Class||Bill Items Tab - Class||Char 31|
|Item Customer||Bill Items Tab - Customer:Job||Char 41|
|Items Billable||Bill Items Tab - Billable?||The following values can be used: Y or N, T or F, 1 or 0.||Char 1|
|Unit of Measure||Bill Items Tab - U/M||You need to enable unit of measure in your QuickBooks company file.||Char 31|
|AP Account||Vendor Information - Account||If you do not specify an AP account TPI will use the default AP account.||Char 31|
|Currency||Bill - Amount Due||You need to enable multi-currency in the QuickBooks company file.||Char 64|
|Exchange Rate||Bill - Exchange Rate||You need to enable multi-currency in the QuickBooks company file.||Numeric|
|Inventory Site||Bill Items Tab - Site||You need to have Enterprise 2011 or later and have the Advanced Inventory subscription.||Char 31|
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:
Other blog posts to review:
You can also download a free demo to try this out here. If you have any questions feel free to post a comment below.