Did you know that you can import two transactions at one time to QuickBooks with the Item Receipt with Bill transaction type using our Transaction Pro Importer Product Page (“TPI”)? Essentially what is happening is that you will be creating both the bill and the item receipt transaction in QuickBooks at the same time. As an additional bonus if you include the purchase order number TPI will mark those items as closed on the purchase order.
Below are some important things to be aware of when creating your import file:
- Review this article to make sure that your Customers and Items are properly formatted in your import file.
- Review this article for all the various file formats/layouts supported.
- Review this article for how to import multi-lined transactions.
- If you are mapping data to the Purchase Order Number field make sure that the items in your import file are in the same order as they exist on the Purchase Order in QuickBooks.
In this post we will provide an overview of how to import item receipt with bill transactions into QuickBooks using Transaction Pro Importer. First open up your QuickBooks company file and then launch Transaction Pro Importer. The first time only when using the product you will need to be logged into QuickBooks as the Admin and go through the QuickBooks Application Permissions screens. On the first screen of Transaction Pro you will select the browse button to select your import file. We do provide some sample import files that are installed with the program and are located in c:\my documents\01 Transaction Pro Importer 6.0\sample files that you can test with. However, please note that you do not have to use these templates as you can create your own mapping. For this example we are using our own import file and not a template and you can see a screen shot of that file below.
Please note that during the free trial you can import your own files into any QuickBooks company file. We will also select an import type of Item Receipt w/ Bill. Then select the options button if you want to select any options.
Prior to selecting ANY options within Transaction Pro Importer please press the F1 Function Key on your computer’s keyboard to review what is included in that option. You can also mouse over the “How to” section in the black title bar above and review the section: “Learn What Options Do.” By spending a few minutes up front you will have fewer error messages as you will know what the end results are of selecting an individual option.
If your file is not a Microsoft Excel file in the middle of the first screen you will see where you can specify the field delimiter (Tab, Comma or Pipe). Also select a new record character that separates each new line in the file, most commonly carriage return line feed (CR/LF).
On the file contents screen you will see the data in your import file in a grid format. Select the next button.
Take a look at the lower left of the screen below for the option: File has field names in first row. Select this check box if your import file has a descriptive label in row 1 of your import file.
The next screen in Transaction Pro Importer is the mapping screen. Below is the mapping that we created by referring to the first row in the import file using the drop down lists in the Import File Columns section. Required QuickBooks Fields are depicted in red in the first column (Vendor, RefNumber).
For each of the QuickBooks fields that you wish to be populated on the Item
Receipt w/ Bill transaction either select a column from your import file by putting your cursor in the middle column and selecting the column from the dropdown OR you can use the Static Value/Formula column. Read more here.
Below is a table that shows all the fields available on an item receipt w/ bill import. To see all the fields select the down arrow next to the show box. You can also review the entire data dictionary here.
Select the next button to advance to the next screen of Transaction Pro Importer.
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 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 you are not creating new items. Select the finish button to start the import.
You can read more about how this Item Settings screen works in this article.
Some options that you might want to consider using with your Item Receipt w/ Bill Imports to QuickBooks are depicted below. Either select F1 while Transaction Pro Importer is open to review the details of the options or mouse over the How to section in the black title bar above.
Still do not see what you need as it relates to options check out our more advanced options, command line parameters. Read more here.
If you do not already have a copy of Transaction Pro Importer you can request a free demo here.