How to Import Sales Receipts into QuickBooks Online (UK, AU, CA, IN , FR & Other Regions)?
February 6, 2025
You can import Sales Receipts 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 trial of the product in the QuickBooks AppStore.
Steps to Import Sales Receipts into QuickBooks Online
To import Sales Receipts into QuickBooks Online using the SaasAnt Transactions (Online) application, follow the steps below
Click on the "Upload File" Menu and upload your file.
Step 1: Select your file and spreadsheet with the Sales Receipts you want to import.
Step 2: Select the QuickBooks entity as Sales Receipts.
Step 3: Map the columns in your Sales Receipts import file to the corresponding fields in QuickBooks (Refer to section below).
Step 4: Click Import, and your Sales Receipts 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 "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 email support@saasant.com.
How to Import Sales Receipts into Quickbooks Online using (New User Interface 2.0)
1) Login into SaasAnt Transaction Online
2) Select the New Import Tab.
3) Select Let's import
4) Select Transaction, List, or Attachment to upload your file into QuickBooks.
5) Select the QuickBooks entity as "Sales Receipts"
6) Select the files you want to upload
7) Set up the Mapping of the columns in your Sales Receipts
8) Select the "Preview Mapping" button to visualize current mapping based on QuickBooks
9) Select the "Review" button to view the mapped Excel data according to the QuickBooks file headers.
10) Select the Upload tab.
11) The data was imported successfully into Quickbooks.
SaasAnt Transactions (Online) Fields
Field Name | Format | Description |
|---|---|---|
Sales Receipt No | 21 Characters | Reference number for the transaction. By default, this value is used only for internal processing by SaasAnt Transactions (), and QuickBooks auto-generates a new value. This can be changed in the import settings. |
Customer | Characters | Name of the customer. |
Sales Receipt Date | Date | Date of the transaction. |
Shipping Date | Date | Date for delivery of goods or services. |
Ship Via | 30 Characters | Reference to the ShipMethod associated with the transaction. |
Tracking No | 30 Characters | Shipping provider's tracking number for the delivery of the goods associated with the transaction. |
Deposit To | Characters | Asset account where the payment money is deposited. Account name or Account Number. |
Payment Method | Characters | |
Reference no | 21 Characters | The reference number for the payment received. (E.g. Check # for a check, envelope number for a cash payment, Credit Card Transaction Id for a credit card payment) |
Billing Address Line 1 | Characters | First line of the billing address. |
Billing Address Line 2 | Characters | Second line of the billing address. |
Billing Address Line 3 | Characters | Third line of the billing address. |
Billing Address City | Characters | City name of the billing address. |
Billing Address Postal Code | Characters | Zip code of the billing address. |
Billing Address Country | Characters | Country name of the billing address. |
Billing Address Country Subdivision Code | Characters | Region within a country. For example, state name for USA, province name for Canada. |
Shipping Address Line 1 | Characters | First line of the shipping address. |
Shipping Address Line 2 | Characters | Second line of the shipping address. |
Shipping Address Line 3 | Characters | Third line of the shipping address. |
Shipping Address City | Characters | City name of the shipping address. |
Shipping Address Postal Code | Characters | Zip code of the shipping address. |
Shipping Address Country | Characters | Country name of the shipping address. |
Shipping Address Country Subdivision Code | Characters | Region within a country. For example, state name for USA, province name for Canada. |
Memo | Characters | Organization-private note about the transaction. By default, this note will not appear on the transaction records. |
Message displayed on invoice | Characters | User-entered message to the customer; this message is visible to end user on their transactions. |
Characters | Email address. The address format must follow the RFC 822 standard | |
Print Status | Boolean | The print status. TRUE / FALSE, T/F |
Email Status | Boolean | The email status. TRUE / FALSE, T/F |
Global Tax Calculation | Characters | Method in which tax is applied.
|
Shipping | Decimal | The shipping amount for this transaction. |
Shipping Tax Code | Characters | The TaxCode associated with shipping charges. |
Discount Amount | Decimal | The discount amount. You may either enter a discount percentage or a discount amount. If the percent is specified, it will override the amount. |
Discount Percent | Decimal | Percentage by which the amount due is reduced, from 0% to 100%. To enter a discount of 8.5%, use 8.5, not 0.085. You may either enter a discount percentage or a discount amount. If the percent is specified, it will override the amount. |
Discount Account | Characters | |
Service Date | Date | Date when the service is performed. |
Product/Service | Characters | Product Name or SKU |
Product/Service Description | 4000 Characters | Product Description. |
Product/Service Quantity | Decimal | Number of items for the line. |
Product/Service Rate | Decimal | |
Product/Service Amount | Decimal | |
Product/Service Tax Code | Characters | The Tax Code associated with this line. GST/ VAT |
Product/Service Tax Amount | Decimal | The calculated tax amount for a product line. Applicable only for Tax calculated Transactions. This value will be ignored for Tax Inclusive Transactions. |
Product/Service Class | Characters | The Class name associated with this line. |
Deposit | Decimal | The deposit made towards this invoice. |
Location | Characters | Department or Location name. |
Custom Field Value (1) | 31 Characters | Value of the custom field. |
Custom Field Value (2) | 31 Characters | Value of the custom field. |
Custom Field Value (3) | 31 Characters | Value of the custom field. |
Currency Code | Characters | Reference to the Currency in which all amounts on the associated transaction is expressed E.g. USD |
Exchange Rate | Decimal | Default is 1, applicable if Multi-Currency is enabled for the company. |
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 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 Invoices using SKU's. 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 Sales Receipt. 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 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 Customer. Please refer the Customer's Currency in QuickBooks & update the same currency in Currency Field.
Duplicate Document Number Error: You must specify a different number. This number has already been used.
There is another invoice that has the same reference number. Please use another reference number.
You have disabled "Assign the Estimate / Invoice / Journal Entry / Sales Receipt Numbers automatically" in Import Settings. By enabling this feature, QuickBooks will automatically assign numbers for the transaction. If you need a Duplicate Invoice Number, you must enable "Import Duplicate Reference No" in Import Settings.
Amount is not equal to Unit Price * Qty Supplied value.
The given Quantity & Rate is not equal to given Amount. Please verify those fields.
No matching reference found for this account.
Please provide valid account name in "Discount Account" field.
You can’t set both an amount and a discount percentage if the amount is not the sum of the discount percentage and the subtotal.
You have given the Discount in Percentage & Real Value. Please use one of the values.
Email Address does not conform to the syntax rules of RFC 822.
Kindly verify the given email address format. It should be in xxxx@xx.xx format.
Amount is missing in the request.
The Line Item amount is missing for the particular line item.
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.
Please check in QuickBooks company settings to see if the appropriate preferences are enabled to successfully upload the current data set. E.g., Shipping, Multi-Currency, etc.
If you have provided Shipping Address or Currency, please ensure you have enabled Shipping & Multi-Currency feature in QuickBooks Online.
Sometimes, if the Product or Service does not have a valid sales account in QuickBooks, you will get this error.
No matching reference 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.
Transaction amount(Sum of line amounts) must be 0 or greater.
Please provide the valid amounts (Non Negative) in the Line Item Amount Field.
The discount amount must be non-negative.
Please provide the valid amounts (Non Negative) in Discount Amount Field.