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How to Import Bills into QuickBooks Online (U.S)?

Import Bills into QuickBooks Online


You can import bills from text files or Excel spreadsheets directly into QuickBooks Online using SaasAnt Transactions (Online) software.


Pre Requisites:

Connect your QuickBooks Online account to SaasAnt Transactions (Online) App from QuickBooks AppStore by clicking the "Get App Now" button and get the 30 days free trial [No credit card required].


Steps to Import Bills into QuickBooks Online


To import bulk/batch bills 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 bills that you want to import.


Step 2: Select the QuickBooks entity as Bills.


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


Step 4: Click Import and your bills 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 Bills into QuickBooks Online



How to Import Bills into QuickBooks Online using (New User Interface 2.0)


1) Login into SaasAnt Transaction Online


2) Select the New Import Menu


 

3)  Select Let's import


4) Select Transaction, List, or Attachment to upload your file into QuickBooks.


 

5) Select the QuickBooks entity as "Bills"



6) Select the files you want to upload


 

7) Set up the Mapping of the columns in your Bills.



8) Select the "Preview Mapping" button to visualize current mapping based on QuickBooks



9) Select the Upload Tab



10) The data was imported successfully into Quickbooks.



SaasAnt Transactions (Online) Fields


Field NameFormatDescription
Bill No21 CharactersReference number for the transaction.
VendorCharactersName of the vendor for this transaction.
Bill DateDateThe date entered by the user when this transaction occurred.
Due DateDateDate when the payment of the transaction is due.
Terms4000 CharactersReference to the terms for the Bill.
Mailing Address Line 1500 CharactersThe first line of the address.
Mailing Address Line 2500 CharactersThe second line of the address.
Mailing Address Line 3500 CharactersThe third line of the address.
Mailing Address City255 CharactersCity name.
Mailing Address Postal Code31 CharactersPostal code (zip code for USA and Canada).
Mailing Address Country255 CharactersCountry name.
Mailing Address State255 CharactersThe region within a country.
Memo4000 CharactersThe Note about the Bill Transaction.
Category AccountCharactersReference to the Expense Account Name associated with the billing.
Category Description4000 CharactersFree form text description of the Expense.
Category Line AmountDecimalThe amount of the line item.
Category Billable StatusBooleanThe billable status of the expense.
TRUE if Billable, FALSE if Not Billable.
Category Markup PercentDecimalThe Markup value in Percentage for the expense.
Category CustomerCharactersReference to the Customer associated with the expense.
Category ClassCharactersReference to the Class for the Expense.
Category TaxableBooleanApply the tax if it is TRUE.
Line Item
or
Product/Service
CharactersReference to the Item.
Line Item Description
or
Product/Service
4000 Characters
Description of the Item. It will be populated from the Item description entered in QuickBooks Online.
Line Item Quantity
or
Product/Service Quantity
DecimalThe quantity of the Item.
Line Item Rate
or
Product/Service Rate
DecimalThe unit price of the Item.
Line Item Amount
or
Product/Service Amount
Decimal
The Total Amount of the Item. Not required if the Line Item Quantity & Line Item Rate are present.
Product/Service Expense AccountCharactersExpense Account Name or Number used in automatic product creation.
Line Item Billable Status
or
Product/Service Billable Status
Boolean
The billable status of the Item.
TRUE if Billable, FALSE If Not Billable.
Line Item Taxable
or
Product/Service Taxable
BooleanApply the tax if it is TRUE.
Line Item Markup Percent
or
Product/Service Markup Percent
DecimalThe Markup value in Percentage for the Item.
Line Item Customer
or
Billable Customer:Product/Service
CharactersThe Customer name for the Item.
Line Item Class
or
Product/Service Class
CharactersThe Class name for the Item.
LocationCharactersThe location of the transaction.
Currency CodeCharactersThe Currency Code for this transaction.
Exchange RateDecimalThe Exchange Rate of the given currency against the home currency.



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 to the Vendor's Currency in QuickBooks & update the same currency in Currency Field. 

It is possible that the 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 the "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 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.


Image result for errorNo matching reference found for this account

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


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

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


Image result for errorThe amount 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 the current data set. E.g: Shipping, Multi-Currency, etc.

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


Image result for errorThe requested 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 the given Customer Name.

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


Image result for errorNo 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.


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 Bill template attached for your reference:

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