Transaction Pro Importer 5.0 (“TPI5”) is a very powerful tool that often times users do not take full advantage of so I thought I would write a blog post on my top ten tips for getting started with TPI5.
1. Run tests in a backup of your live company file: Whether you are using a free trial or have purchased the software often times it is helpful while learning any new software to run your tests off line. This way you can try as many different options and mappings as you want in a copy of your QuickBooks company file and not the live working company file.
2. Make a copy of your login and password for the TPI5 software: When you purchase the TPI 5 software you receive an email with a login and password. Save this login and password somewhere where you can easily access this info. I would recommend something like Evernote or Dropbox so you can access this info from anywhere in case you need to activate on a different computer in the event that you cannot access the original computer. While you are at this I would also include your product ID and serial number for your QuickBooks software.
3. Review the TPI5 help file and blog: Either press the help buttons or the F1 function key while TPI5 is open to access the TPI5 help file. Do not check or un-check any options without first reading the TPI5 help file. Many errors that users receive are because the users go check happy and just check all options without reviewing what their purpose is. You can find out more on any options or transaction types by hoovering over the how to in the title bar at the top of the blog. Also here is an article on our knowledge base that addresses common error messages and how to address them.
4. Review our data dictionary: We have a data dictionary which can help address your questions regarding where this data will be populated in QuickBooks on our support forum. In addition, if you would like to add credit card fields or custom fields be sure to check off these options on the TPI5 options tabs.
5. Make use of the static value and formula column: If your import file does not contain all the data that needs to be imported to QuickBooks consider using the third column static value/formula column. Common uses of this column are to put a static or default templates name or to be printed status. Common uses of this column for a formula is to combine names into one field or to back out sales tax amounts out of the total price. You can read more in the TPI5 help file or in this article on our blog.
6. Excel is your friend: If even after reviewing points 4 and 5 above you cannot get your data into the correct format remember that TPI5 will import Excel files so you could easily write a formula or a macro in your import file pre-import. Here are some formulas to get you started. Also if you are unsure as to how to construct the formulas Google is also a great tool.
Import file fields mapped to QuickBooks fields
7. The most important step of all!: Within TPI5 the screen after the mapping which is titled, Import file fields mapped to QuickBooks fields, is so important don’t just click the next button! At the top of this grid you will see all the QuickBooks fields and your data is immediately below this. Use the scroll bars to review how the data is mapped to the QuickBooks fields so that you can catch any errors that you may have made in the mapping.
8. Review and save the transaction log: After import by default (unless you un-check this option) TPI5 will populate the product with a transaction log. Carefully review the status column. If the status column says anything other than Imported review the reason why and either correct the data in your import file and/or adjust the mapping. I would also save this transaction log until you have completed your month end processes (eg reconciliations and review of the financial statements).
9. Run QuickBooks reports: You should review the actual imported transaction in QuickBooks at a minimum. It also would be a good idea to review your sales tax reports, balance sheet, income statement and inventory reports to make sure that you have mapped the data properly.
10. Save your work: Once you are happy with your import process document it. What you need to do is save a copy of the TPI5 map file somewhere safe in case you need to revert back to this map file in the event that someone modifies/moves or deletes the current map file. Also take screen shots of all the screens with TPI5 for future reference.
Still Need Some Help:
We have many resources to assist you with any questions that you might have here are some resources that you can bookmark:
I will also be writing an article shortly on power user tips for Transaction Pro Importer 5.0 for QuickBooks. If you have any questions, comments or suggested articles please post them in the comments below.