A very common question that we receive from our clients is that they have orders that they need to import into QuickBooks and what import type should they use. We will briefly describe below how sales receipts, invoices and deposits work in QuickBooks.
QuickBooks Sales Receipts
You should select an import type of sales receipt in your customers pay you are the time they place the order.
When you use the sales receipt import both your cash and income accounts are increased. QuickBooks does not use accounts on sales receipts rather they use items. So be sure to set up your items in QuickBooks that point to the correct accounts.
You should select an import type of invoice in you bill your customers and they pay you after the products/services have been provided.
When you use the invoice import both your accounts receivable and income accounts are increased. QuickBooks does not use accounts on invoices rather they use items. So be sure to set up your items in QuickBooks that point to the correct accounts.
Transaction Pro Importer also supports importing of receive payments so if you can also obtain a file that contains the payments you can import these transactions and link them to the invoices.
If you want to use accounts instead of items on your income imports you should consider using the import type of deposit.
Deposit transactions cannot be viewed in the customer center nor will the customer name appear on the check register. We see this import type most often used for contributions.
Whatever import type that you decide to use you can use Transaction Pro Importer for QuickBooks to create these transactions in QuickBooks for your thus eliminating manual data entry. You can request a free trial demo of the software and find out more here. Also please post in the comments below how you import or enter your sales to QuickBooks.