In this post we will provide an overview of how to import your customer list 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 customer list. Please note that in the Import Type drop down transaction are listed first alphabetically and then the list imports follow. 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\Customer List Map.dat Required QuickBooks Fields are depicted in red in the first column (Customer). Additional fields are available on the mapping screen if you enable custom fields or credit card fields on the options screens.
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/
|Customer Name||Customer - Customer||If you use customers and jobs include both the customer and job in your import file separate by a colon||Yes||Char 41|
|Is Active||Make Customer:Job inactive||Char 1|
|Company Name||Customer - Company Name||Char 41
|Salutation||Customer - Mr./Mrs.?...||Char 15|
|First Name||Customer - First Name||Char 25|
|M.I.||Customer - M.I.||Char 5|
|Last Name||Customer - Last Name||Char 25|
|Contact||Customer - Contact||Char 41|
|Phone||Customer - Phone||Char 21|
|Fax||Customer - Fax||Char 21|
|Alt. Phone||Customer - Alt. Phone||Char 21|
|Alt. Contact||Customer - Alt. Contact||Char 41|
|Email||Customer - E-mail||Char 1023|
|BillTo Line1||Customer - Bill to Address Block||Char 41|
|BillTo Line2||Customer - Bill to Address Block||Char 41|
|BillTo Line3||Customer - Bill to Address Block||Char 41|
|BillTo Line4||Customer - Bill to Address Block||Char 41|
|BillTo City||Customer - Bill to Address Block||Char 31|
|BillTo State||Customer - Bill to Address Block||Char 21|
|BillTo Postal Code||Customer - Bill to Address Block||Char 13|
|BillTo Country||Customer - Bill to Address Block||Char 31|
|ShipTo Line1||Customer - Ship to Address Block||Char 41|
|ShipTo Line2||Customer - Ship to Address Block||Char 41|
|ShipTo Line3||Customer - Ship to Address Block||Char 41|
|ShipTo Line4||Customer - Ship to Address Block||Char 41|
|ShipTo City||Customer - Ship to Address Block||Char 31|
|ShipTo State||Customer - Ship to Address Block||Char 21
|ShipTo PostalCode||Customer - Ship to Address Block||Char 13|
|ShipTo Country||Customer - Ship to Address Block||Char 31|
|Customer Type||Customer Additional Info Tab - Type||Char 159|
|Terms||Customer Additional Info Tab - Terms||Char 31|
|Sales Rep||Customer Additional Info Tab - Rep||Char 5|
|Resale No.||Customer Additional Info Tab - Resale Numbe||Char 15|
|Price Level||Customer Additional Info Tab - Price Level||Char 31|
|Account Number||Customer Payment Info Tab - Account No.||Char 99|
|Credit Limit||Customer Payment Info Tab - Credit Limit||Numeric|
|Payment Method||Customer Payment Info Tab - Preferred Payment Method||Char 31|
|Notes||Customer - Notes||Char 4095|
|Sales Tax Code||Customer Additional Info Tab - Tax Code||Char 3|
|Sales Tax Item||Customer Additional Info Tab - Tax Item||Char 31|
|Job Status||Customer Job Info Tab -||Char 15|
|Job Start Date||Customer Job Info Tab -||Date|
|Job Projected End||Customer Job Info Tab -||Date|
|Job End Date||Customer Job Info Tab -||Date|
|Job Description||Customer Job Info Tab -||Char 99|
|Job Type||Customer Job Info Tab -||Char 159|
|Currency||Customer - Currency||Char 64|
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:
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.