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How to Import Vendor Credits into QuickBooks Online (UK, AU, CA, IN, FR & Other Regions)?

You can import Vendor Credits 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" buttonYou can get a free trial of the product in the QuickBooks AppStore.


Steps to Import Vendor Credits into QuickBooks Online


To import Vendor Credits 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 which has the Vendor Credits that you want to import.


Step 2: Select the QuickBooks entity as Vendor Credits.


Step 3: Set up the mapping of the columns in your Vendor Credits import file to the corresponding fields in QuickBooks (Refer below Section).


Step 4: Click Import and your Vendor Credits 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 of the import. Some key steps below:

  • You need to map your file headers to "SaasAnt Transactions (Online)" fields. This mapping will enable us to import your transactions properly in to 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.


Import Vendor Credits into QuickBooks Online


How to Import Vendor Credits into QuickBooks Online (New User Interface 2.0)


1) Login into SaasAnt Transaction Online


2) Select the New Import Tab.



3)  Select TransactionList, or Attachment to upload your file into QuickBooks.


4) Select the QuickBooks entity as "Vendor Credits".



5) Select the files you want to upload.


6)  Set up the Mapping of the columns in your Vendor Credits.



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
Ref No
21 Characters
Reference number for the transaction.
Vendor
Characters
Name of the vendor / Customer / Employee for this transaction.
Payment Date
Date
The date entered by the user when this transaction occurred.
Memo
4000 Characters
The Note about the Bill 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
Region within a country
Global Tax Calculation

Characters

Method in which tax is applied.    
  • TaxExcluded
  • TaxInclusive
  •  NotApplicable
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.
TRUE if Billable, FALSE If Not Billable.

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 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.
TRUE if Billable, FALSE If Not Billable.

Line Item Tax Code
Characters
The purchase tax code for the line Item.
Line Item Markup Percent
Decimal
The Markup value in Percentage for the 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
T/F
Y/N


FAQ's


Most of us would have some 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 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 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 invoices. I can't create products before each upload. Is it supported?

Yes. It is. You need to enable 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 requirement. 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


Possible Failures & Troubleshooting Tips


Image result for errorThe currency of the transaction is invalid for customer / vendor / account.

The given Currency is different than the default currency of the vendor. Please refer the Vendor's Currency in QuickBooks & update the same currency in Currency Field. It is possible that Multi-Currency feature in QuickBooks could be disabled. Please enable the feature.


Image result for errorRequired parameter(s) missing:Line

Please provide at least one Item Line details or Expense Account Line Details to process.


Image result for errorTransaction amount (Sum of line amounts) must be 0 or greater.

Please provide the valid (Non Negative) amounts in Line Item Amount and Expense Amount.


Image result for errorNo matching Product/Service found (or) could be created for the provided details.

Please provide valid name in Product Field. You might have disabled "Auto Create List Entities" Feature in Import Settings. By enabling this feature, QuickBooks will automatically create the product for the transaction.


Image result for errorDuplicate Document Number Error: You must specify a different number. This number has already been used.

There is an another Expense has the same reference number. Please use the 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.


Image result for errorInvalid value for Global Tax Calculation.

Please provide one of the below values 

  • TaxInclusive
  • TaxExlcuded 
  • NotApplicable


Image result for errorOne or more transaction lines do not have a tax code associated with it. Please assign a tax code for those line.

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" as "NotApplicable" or provide valid Tax Code for each line items.


Image result for errorNo matching reference found for this account.

Please provide valid Expense account name in "Account" field.


Image result for errorInvalid account type: You need to select a different type of account for this transaction.

Please provide valid Expense account name in "Account" field.


Image result for errorAmount is missing in the request.

The Line Item amount is missing for the particular line item.


Image result for errorRequired parameter Line Amount is missing in the request.

The Line Item amount is missing for the particular line item.


Image result for errorPlease check in QuickBooks company settings if the appropriate preferences are enabled for the successful upload of current data set. E.g: Shipping, Multi-Currency, etc.

If you have provided Shipping Address or Currency, then please make sure you have enabled "Shipping & Multi-Currency" feature in QuickBooks Online.


Image result for errorRequested entity/feature (Billable Expense) is not supported by QuickBooks per your subscription.

Billable Customer or Expense feature is not available for your QuickBooks Online Subscription. Please remove the values in Billable Fields (Expense Billable, Line Item Billable).


Image result for errorNo matching reference found for this customer.

There is no match found for given Customer Name.

Please enable "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.


Image result for errorNo vendor found (or) could be created for the provided details.

There is no match found for given Vendor Name.

Please enable "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.


Image result for errorBusiness Validation Error: There is no account 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.


Image result for errorBusiness Validation Error: You must select a customer for each split line that is billable.

Please enable the below features in your QuickBooks Online.

  • Track expenses and items by customer
  • Make expenses and items billable


Please find the Vendor Credits template attached here for your reference:

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