If you are looking for a fast an easy way to import invoice into QuickBooks Online, if you haven’t already, take a free trial of our Transaction Pro Importer App.
Some of the most common use case scenarios for a sales receipt import are listed below:
- Importing completed orders from an e-commerce platform.
- Importing sales receipts transactions from a point of sale system.
- Importing Monthly or Daily Activity from another Accounting System.
Tips and Tricks when creating your Import file and Transaction Pro Importer mapping:
- Each line of the same Sales receipt should have the same value on every line and map that column to the QuickBooks field, RefNumber, on the Transaction Pro Importer mapping screen.
- If you are using jobs under customers or sub-items be sure to include the entire Parent and Child from the list and separate the segments with a colon (eg customer;job or item:subitem).
- If your sales receipt solution uses a customer number instead of a customer name you can store the matching number in the Exemption Details field on the QuickBooks Online customer screen and then enable the Transaction Pro Importer option to lookup the customer name based upon what is the Exemption Details field
- Custom fields if turned on in QuickBooks Online preferences will be displayed at the bottom of the Transaction Pro Importer mapping screen.
- If your import file contains a dollar amount of the discount, then map this column to the QuickBooks field, DiscountAmt.
- If your import file contains a percentage for the discount map this column to the QuickBooks field, DiscountRate. If the discount is 2% include the value of 2 in your import file.
- If the discount is taxable any of the values can be used: 1, t, true, y, yes. If the discount is not taxable any of the values can be used 0, f, false, n, no.
- Map the column that contains the dollar amount of the shipping charge to this column, Shipping Amount. If you sell products on line and are charged a transaction fee you could map the column that contains the fee to this field.
- If you do not provide any values for the Shipping amount then QuickBooks Online will use the default shipping item. If you provide an item name then this item name will be used on the body of the sales receipt. For instance if you are incurring a PayPal fee you could provide the item name for the fee in the Default Value column.
- For all the components above the total amount of the shipping, sales tax or discount for the entire order needs to be repeated on each line of the order.
- If you do not have a column for one of these fields above consider using a default value which will be used on every line in the import file.
Below is a screen shot showing all the fields available for import on a sales receipt in Transaction Pro Importer. You can also find a direct link to this field description document here.
Below is a screen shot of an actual sales entry screen from QuickBooks Online with all the Transaction Pro Importer field names noted.
Any questions or comments on how to import Sales receipts into QuickBooks Online feel free to post them below.