In this post we will provide an overview of how to import item assemblies (bill of materials) into QuickBooks using Transaction Pro Importer. In QuickBooks, item assemblies contain a bill of materials which is a list of all the component items that are included in this item. The component items can only be of the following types: other inventory assembly items, inventory parts, non-inventory parts, service and other charge. Make sure you add these component items first in QuickBooks or use the Item List import in Transaction Pro to import them in. In your import file you need to repeat the item assembly name on each line of the item assembly on the same line as the component item. 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 item assembly. Select the next button to advance to the next screen.
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\item assembly map.dat Required QuickBooks Fields are depicted in red in the first column (Assembly Item Name, Income Account, COGS Account, Asset Account). Select the next button.
Below is a table that shows all the fields available on a item assembly import. You can also review the entire data dictionary here. Additional fields will become available if you use unit of measure or enable custom fields.
|Field||QuickBooks Form - Field Description||Required Field||Type/Length|
|Assembly Item Name||Inventory Assembly - Item Name/Number (Child if there is a Parent)||Yes||Char 31|
|Parent Item Name||Inventory Assembly - Item Name/Number (use this field if you are using a Parent/Child)||Char 31|
|Income Account||Inventory Assembly - Income Account||Yes||Char 31|
|COGS Account||Inventory Assembly - COGS Account||Yes||Char 31|
|Asset Account||Inventory Assembly - Asset Account||Yes||Char 31|
|Purchase Cost||Inventory Assembly - Cost||Numeric|
|Purchase Description||Inventory Assembly - Description||Char 4095|
|Sales Price||Inventory Assembly - Sales Price||Numeric|
|Sales Description||Inventory Assembly - Description||Char 4095|
|Build Point||Inventory Assembly - Build Point||Numeric|
|Component Item Name||Inventory Assembly - Bill of Materials - Item||Char 31|
|Component Item Qty||Inventory Assembly - Bill of Materials - Qty||Numeric|
|Unit of Measure||Inventory Assembly - U/M Set||Char 31|
|Sales Tax Code||Inventory Assembly - Sales Tax Code||Char 3|
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 on your transaction imports 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 though Transaction Pro Importer will not be creating any new items.. Select the finish button to start the import.
If you do not already have a copy of Transaction Pro Importer you can request a free demo here.