Often times third party vendors that provide QuickBooks users with files that contain payment information that is either incomplete or inaccurate making it difficult to import the receive payment transactions into QuickBooks.
This post will point out many options that you have available within Transaction Pro Importer (“TPI”) to overcome these hurdles.
The options we will be discussing are as follows:
- Customer account number cross reference
- Command line to allow a payment to be applied to multiple invoices
- Command line to use if your import file contains only the apply to invoice number and does not contain the customer
- Command line to use if you do not want QuickBooks to auto apply payments
- Command line to use if you want to apply one payment to multiple jobs under the same customer
Option 1: Customer Account Number Cross Reference
This option is used if there is a concern that the customer name in the import file may not match the customer name in QuickBooks exactly or if the import file only contains an account number.
First make sure that you have updated your account no. field on the payment tab in QuickBooks for all customers involved. Don’t worry if you forget to update some of the customers. If TPI does not find a matching account no. you will get a list of these pre-import so you can fix these customers in your QuickBooks company file.
Then on the TPI Basic option tab check the option to lookup customer name in QuickBooks when account number is mapped to customer field.
Option 2: One payment to be applied to several invoices
If you have one payment to be applied to multiple invoices your import file should contain multiple lines which contain the same check number and customer name but the apply to invoice number and amount will change on each line.
You need to edit the properties (right mouse click on the TPI shortcut and select properties) in the TPI shortcut to add /RECPAY2 at the end of the target. Please note you cannot use any of the other command lines parameters that are described in this article at the same time as you have enabled the /RECPAY2 command line.
More details on command line parameters and how they can be enabled can be found here.
Option 3: Import File only contains an invoice number to apply the payment to but does not contain the customer name
If your import file does not contain the customer name but does contain the apply to invoice number you can enable the /RECPAY3 command line parameter. Instructions on how to add a command line parameter were discussed above in option 2.
Option 4: Import File does not contain an apply to invoice refnumber and you do not want to let QuickBooks auto apply the payment to existing invoices.
If your import file does not contain the invoice number for the payments to be applied to and you do not want to let QuickBooks auto apply the payment enable this command line parameter: /RECPAY_AUTOAPPLY. A new mapping field “Auto Apply” will appear. Setting the field blank to N will force QuickBooks to not apply the payment. Putting a Y in the field will tell QuickBooks to auto-apply the payment. Instructions on how to do this were discussed above in option 2.
Option 5: Apply one payment to multiple jobs under the same customer
If your payments need to applied across several jobs for the same customer include the Customer:Job in your import file and map this column to the QuickBooks field, Customer, on the TPI mapping screen. Then enable the command parameter /RECPAY2_USEJOB. Instructions on how to add a command line parameter are discussed above in option 2.