How to Import Purchase Orders into QuickBooks Online (UK, AU, CA, IN, FR & Other Regions)?
January 3, 2025
You can import Purchase Orders from Excel spreadsheets or text files directly into QuickBooks Online using the SaasAnt Transactions (Online) application.
Pre Requisites:
Connect your QuickBooks Online to SaasAnt Transactions (Online) App from QuickBooks AppStore by clicking the "Get App Now" button. You can get a free product trial in the QuickBooks App Store.
Steps to Import Purchase Orders into QuickBooks Online
Follow the steps below to import Purchase Orders into QuickBooks Online using the SaasAnt Transactions (Online) application.
Click on the "Upload File" Menu and upload your file.
Step 1: Select your file and spreadsheet with the Purchase Orders you want to import.
Step 2: Select the QuickBooks entity as Purchase Orders.
Step 3: Set up the mapping of the columns in your Purchase Orders import file to the corresponding fields in QuickBooks (Refer to section below).
Step 4: Click Import, and your Purchase Orders will be directly added to your QuickBooks company.
The important step in the import is to map your file headers to the QuickBooks field in Step 3. Some key steps are below:
You must map your file headers to the "SaasAnt Transactions (Online)" fields. This mapping will enable us to import your transactions correctly into QuickBooks company.
In the mapping screen, we have the "Preview Mapping" button, which can help you to visualize your current mappings as per the QuickBooks screen with your file headers.
Please refer basics of field mappings for more info. If you have any confusion or doubts, feel free to drop an email to support@saasant.com
How to Import Purchase Orders into QuickBooks Online (New User Interface 2.0)
1) Login into SaasAnt Transaction Online
2) Select the New Import Tab.
3) Select Transaction, List, or Attachment to upload your file into QuickBooks.
4) Select the QuickBooks entity as "Purchase Orders."
5) Select the files you want to upload.
6) Set up the Mapping of the columns in your Purchase Orders.
7) Select the "Preview Mapping" button to visualize current mapping based on QuickBooks.
8) Select the "Review" button to view the mapped Excel data according to the QuickBooks file headers.
9) Select the Upload tab.
10) The data was imported successfully into QuickBooks.
Let’s have a look at the SaasAnt Transactions Online Fields.
SaasAnt Transactions (Online) Fields
Field Name | Format | Description |
|---|---|---|
PO No | 21 Characters | Reference number for the transaction. |
Payee | Characters | Name of the vendor / Customer / Employee for this transaction. |
Purchase Order Date | Date | The date entered by the user when this transaction occurred. |
Purchase Order Status | Characters | Purchase order status - Open, Closed |
Due Date | Date | Date when the payment of the transaction is due. |
Ship Via | Characters | |
Ship To | Characters | |
Terms | Characters | Default Terms for this transaction. |
Memo | 4000 Characters | The Note about the Bill Transaction. |
Message to Supplier | 4000 Characters | The Note to the supplier about this Transaction. |
Mailing Address Line 1 | 500 Characters | First line of the address. |
Mailing Address Line 2 | 500 Characters | Second line of the address. |
Mailing Address Line 3 | 500 Characters | Third line of the address |
Mailing Address City | 255 Characters | City name. |
Mailing Address Postal Code | 31 Characters | Postal code (zip code for USA and Canada). |
Mailing Address Country | 255 Characters | Country name |
Mailing Address Country Sub Division Code | 255 Characters | The region within a country |
Shipping Address Line 1 | 255 Characters | The first line of the address. |
Shipping Address Line 2 | 255 Characters | The second line of the address. |
Shipping Address Line 3 | 255 Characters | The third line of the address |
Shipping Address City | 255 Characters | City name |
Shipping Address Postal Code | 255 Characters | Postal code (zip code for USA and Canada). |
Shipping Address Country | 255 Characters | Country name |
Shipping Address Country Sub Division Code | 50 Characters | The region within a country |
Global Tax Calculation | Characters | Method in which tax is applied.
|
Expense Account Or Category Account | Characters | Reference to the Expense Account Name associated with the billing. |
Expense Description Or Category Description | 4000 Characters | Free-form text description of the Expense. |
Expense Line Amount Or Category Line Amount | Decimal | The amount of the line item. |
Expense Billable Status Or Category Billable Status | Boolean | The billable status of the expense. |
Expense Markup Percent Or Category Markup Percent | Decimal | The Markup value in Percentage for the expense. |
Expense Customer Or Category Customer | Characters | Reference to the Customer associated with the expense. |
Expense Class Or Category Class | Characters | Reference to the Class for the Expense. |
Expense Tax Code Or Category Tax Code | Characters | Reference to the Purchase Tax Code |
Line Item | Characters | Reference to the Item. |
Line Item Description | 4000 Characters | Description of the Item. It will be populated from the Item description entered in QuickBooks Online. |
Line Item Quantity | Decimal | The Quantity of the Item. |
Line Item Rate | Decimal | The Unit Price of the Item. |
Line Item Amount | Decimal | The Total Amount of the Item. Not required if Line Item Quantity & Line Item Rate is present. |
Line Item Billable Status | Boolean | The billable status of the Item. |
Line Item Tax Code | Characters | The purchase tax code for the line Item. |
Line Item Customer | Characters | The Customer Name for the Item. |
Line Item Class | Characters | The Class name for the Item. |
Location | Characters | The location of the transaction. |
Currency Code | Characters | The Currency Code for this transaction. |
Exchange Rate | Decimal | The exchange rate of the given currency against the home currency. |
Print Status | Boolean | TRUE / FALSE |
FAQs
Most of us would have questions while moving data to your QuickBooks Online. Some of them for your reference below:
Will your application support Multi Line Transactions?
Yes. It will. More Info...
I made some mistakes in the mapping. Your application was imported wrongly. So, my QuickBooks file got corrupted. Is there any way to undo or revert?
Sometimes, it happens due to the wrong mapping. It is possible to delete the entire transactions which went wrong. Our DELETE feature is the rescue. More Info...
I want to import Checks using SKUs. Is it supported?
Yes. It is. You need to enable a couple of settings while importing. More Info...
I want to get an email for each upload. Is it possible?
Yes. It is. You need to enable a couple of settings while importing. More Info...
Does your app support taxes?
Yes. It does. Tax model.
I don't want to create products automatically for my Purchase Orders. I can't create products before each upload. Is it supported?
Yes. It is. You need to enable a couple of settings while importing. However, you can control this behavior. More Info...
My file has some specific date format. I don't want to change the file. Will your product support all date formats?
Yes. You can select the specific date format as per your requirements. More Info...
Do you have any sample templates?
Yes. We do have. Sample template for Imports.
What are the file types supported by your application?
Txt, CSV, xls, xlsx files
How do I report the issues if I am stuck?
Feel free to drop an email to support@saasant.com
Possible Failures & Troubleshooting Tips
The currency of the transaction is invalid for the customer/vendor/account.
The given Currency is different than the default currency of the vendor. Please refer to the Vendor's Currency in QuickBooks & update the same currency in the Currency Field. It is possible that Multi Currency feature in QuickBooks could be disabled. Please enable the feature.
Required parameter(s) missing:Line
Please provide at least one Item Line or Expense Account Line Details to process.
Transaction amount (Sum of line amounts) must be 0 or greater.
Please provide the valid (Non-Negative) amounts in Line Item and Expense Amount.
No matching Product/Service found (or) could be created for the provided details.
Please provide a valid name in the Product Field. You might have disabled Import Settings's "Auto Create List Entities" Feature. By enabling this feature, QuickBooks will automatically create the product for the transaction.
Duplicate Document Number Error: You must specify a different number. This number has already been used.
Another Expense has the same reference number. Please use another reference number.
You have disabled "Assign Transaction Numbers from file" in Import Settings. By enabling this feature, QuickBooks will automatically assign numbers for the transaction.
Invalid value for Global Tax Calculation.
Please provide one of the below values
TaxInclusive
TaxExlcuded
NotApplicable
One or more transaction lines do not have a tax code. Please assign a tax code for those lines.
You have mentioned "Global Tax Calculation" as TaxIncluded or Tax Excluded, but the Tax code is missing for the line items. Please change the "Global Tax Calculation" to "NotApplicable" or provide a valid Tax Code for each line item.
No matching reference was found for this account.
Please provide a valid Expense account name in the "Account" field.
Invalid account type: You need to select a different kind of account for this transaction.
Please provide a valid Expense account name in the "Account" field.
Amount is missing in the request.
The Line Item amount is missing for the particular line item.
Required parameter Line Amount is missing in the request.
The Line Item amount is missing for the particular line item.
Please check QuickBooks company settings to see if the appropriate preferences are enabled to upload the current data set successfully. E.g. Shipping, Multi-Currency, etc.
If you have provided a Shipping Address or Currency, please ensure you have enabled the "Shipping & Multi-Currency" feature in QuickBooks Online.
Requested entity/feature (Billable Expense) is not supported by QuickBooks per your subscription.
The billable Customer or Expense feature is unavailable for your QuickBooks Online Subscription. Please remove the values in Billable Fields (Expense Billable, Line Item Billable).
No matching reference was found for this customer.
There is no match found for the given Customer Name.
Please enable the "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.
No matching vendor found (or) could be created for the provided details.
There is no match found for the given Vendor Name.
Please enable the "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.
If the currency field has some value, Please enable Multi Currency feature in QuickBooks.
Business Validation Error: No account is associated with the item "XXXXX". Is it marked for purchase, and has an account associated with it?
Please assign the Expense Account for Product / Service "XXXXX" in your QuickBooks Online.
Business Validation Error: You must select a customer for each billable split line.
Please enable the below features in your QuickBooks Online.
Track expenses and items by customer.
Make expenses and items billable.