In this post we will provide an overview of how to import time tracking 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 time tracking. 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:\my documents\01 Transaction Pro Importer 5.0\time tracking map.dat Required QuickBooks Fields are depicted in red in the first column (Name, Customer, Service Item).
Below is a table that shows all the fields available on an time tracking import. You can also review the entire data dictionary here.
|QuickBooks Field from TPI Mapping Screen||QuickBooks Form - Field Description||Notes||Required Field||Type/
|Name||Time/Enter Single Activity - Name||Yes||Char 209|
|Transaction Date||Time/Enter Single Activity - Date||Date|
|Customer||Time/Enter Single Activity - Customer:Job||If using jobs include both the customer and the job in the import file separated by a colon (eg Customer:Job).||Yes||Char 41|
|Service Item||Time/Enter Single Activity - Service Item||Yes||Char 31|
|Payroll Item||Time/Enter Single Activity - Payroll Item||Char 31|
|Duration||Time/Enter Single Activity - Duration||Char 10|
|Class||Time/Enter Single Activity - Class||Char 31|
|Billable||The following values can be used: Y or N, T or F, 1 or 0.||Char 1|
|Notes||Time/Enter Single Activity - Notes||Char 4095|
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. 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 Advanced Features (Command Line Parameters):
There are also two advanced features that can be added via the command line parameters. You can read more on how to enable these command line parameters here.
- /EMPLXREF: Provides for a cross reference to the account no. (employee id) on the QuickBooks employee card
- /TIME_RATE: Adds a rate field to the mapping as well as the ability to create new payroll items during the import
If you do not already have a copy of Transaction Pro Importer you can request a free demo here.