Many business utilize a web store or e-Commerce platform such as Amazon, PayPal, Volusion, Shopify, Magento etc. etc. to capture and process customer orders. Many of these websites have no or limited integration with QuickBooks. Once the orders have been completed you can then use the Transaction Pro Importer (“TPI”) to import the sales transactions to QuickBooks. You can find out more about TPI and request a free trial demo of the software here.
Below are my top ten considerations before starting your imports into QuickBooks using Transaction Pro Importer for QuickBooks.
1. Determine what the QuickBooks transaction type is. In QuickBooks you have the following three transaction types to consider:
- Sales Orders – For those transactions that have not shipped or are pending.
- Invoices – For those transactions where payment is not received at time of order.
- Sales Receipts – For those transactions where payment is made at the time of order.
2. Do my customer and item lists on my website match my lists in QuickBooks? Quite often the customer and items lists are not in synch between the two systems. Perhaps your website uses SKUs but in QuickBooks you have a descriptive item name. For customers perhaps the name format is different in the two systems. If this is the case just enable the cross reference features. you can read more here.
3. Set a schedule for how frequently that you would like to import data to QuickBooks. Take a step back and take a look at your operations. Is it important that you have up to date inventory, do you need to invoice your customers or perhaps you want up to date operational statements. Based on your requirements then set a schedule for when you will do these imports whether they be daily, weekly or monthly.
4. Do you utilize multiple web sites or e-Commerce sites? Often times companies will use several different channels to sell their goods and services on line. If you use multiple web sites be sure to set up a unique map file within TPI for each web site. Also be sure when saving the map to provide a descriptive name perhaps the name should include the website the orders are coming from. When you get to the TPI mapping screen there is a load map button and you can select the proper mapping for that import file.
5. Do you charge sales tax? If so there are a few different ways to import the sales tax in QuickBooks using TPI. Read more about these options here.
6. Do you charge shipping, handling or discounts? If so read about the powerful e-Commerce options available in TPI here.
7. Do you need to track each customers sales individually in QuickBooks? If the company is a high volume retailer with few repeat sales often times there is no need to track activity by customer. If this is the case what we recommend is that you provide a static value for the customer name (perhaps something like Amazon Sales) but map the actual customers bill to and ship to info so when you view the actual order in QuickBooks you will see all the details.
8. Do you need to combine two fields in your import file into one QuickBooks field? Perhaps the customer name is in two fields or the item codes are in two separate fields. If so just prepare a simple formula in the TPI mapping screen.
9. If you have multiple or frequent imports you might want to consider using some of our advanced command line options. For instance if you have multiple web sites you might want to set up a different shortcut on your desktop for each web site that points to the proper TPI map file. Read more about all the command line parameters available here.
10. If you would like to automate the imports you should take a look at our advanced options. Once you have a several successful imports you might want to consider creating a batch file and scheduling the imports. Read more here.
This is by no means a comprehensive list of considerations but some of the more common questions that we receive from users. If you have any questions or other tips please share them below.