You can import credit card memos from text files or Excel spreadsheets directly into QuickBooks Online using Excel Transactions software. 

Connect your QuickBooks Online to Excel Transactions App from QBO AppStore by clicking the "Get App Now" button

You can get the free trial of the product in the QBO AppStore. 


Basic Import Steps


Click on "Upload File" Menu and upload your file.

  1. Select your file and spreadsheet which has the credit memo that you want to import
  2. Select the QBO entity as Credit Memos
  3. Set up the mapping of the columns in your credit memo import file to the corresponding fields in QuickBooks (Refer below Section)
  4. Click Import and your credit memo will be directly added to your QuickBooks company




The important step in the import is to map your file headers to QuickBooks field in Step 3 of the import. Some key steps below:

  • You need to map your file headers to "Excel Transactions" 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 QBO 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.




Excel Transactions Fields


Field Name
Format
Description
Credit Memo No.
21 Characters
Reference number for the transaction. By default, this value is used only for internal processing by Excel Transactions, and QBO auto-generates a new value. This can be changed in the import settings.
Customer
Characters
Name of the customer.
Credit Memo Date
Date
Date of the transaction.
Memo
4000 Characters
Organization-private note about the transaction. This note will not appear on the transaction records by default.
Shipping
Decimal
The shipping amount for this transaction.
Sales Tax Code
Characters
The TaxCode associated with the sales tax for the transaction.
Sales Tax Amount
Decimal
Total tax amount for this transaction.
Discount Amount
Decimal
The discount amount. You may enter either a discount percent 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 enter either a discount percent 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
Name of Product/Service
Product/Service Description
4000 Characters

Product/Service Quantity
Decimal
Number of items for the line.
Product/Service Rate
Decimal

Product/Service Amount
Decimal

Product/Service Taxable
Boolean
If true, marks the line amount for tax calculation.
Product/Service Class
Characters
The Class name associated with this line.
Print Status
Boolean
The Print status
Email Status
Boolean
The Email status
Message displayed on credit memo
1000 Characters
User-entered message to the customer; this message is visible to end user on their transactions.
Location
Characters

Email
100 Characters
Email address. The address format must follow RFC 822 standard.
Apply Tax After Discount
Boolean
If false or null, calculate the sales tax first, and then apply the discount. If true, subtract the discount first and then calculate the sales tax.
Custom Field Name (1)
15 Characters
Name of the custom field.
Custom Field Value (1)
31 Characters
Value of the custom field.
Custom Field Name (2)
15 Characters
Name of the custom field.
Custom Field Value (2)
31 Characters
Value of the custom field.
Custom Field Name (3)
15 Characters
Name 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 are expressed.
Exchange Rate
Decimal
Default is 1, applicable if Multi-Currency is enabled for the company.
The number of home currency units it takes to equal one unit of currency specified by Currency Code field.



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 QBO & update the same currency in Currency Field. It is possible that Multi Currency feature in QBO could be disabled. Please enable the feature.


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

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

You have disabled "Assign the Estimate / Invoice / Journal Entry / Sales Receipt Numbers automatically" in Import Settings. By enabling this feature, QBO will automatically assign numbers for the transaction.


Image result for errorAmount is not equal to UnitPrice * Qty supplied value.

The given Quantity & Rate is not equal to given Amount. Please verify those fields.


Image result for errorYou can’t set both an amount and a discount percentage if the amount is not the sum of the discount percentage and the subtotal.

The given Quantity & Rate is not equal to given Amount. Please verify those fields.


Image result for errorEmail 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.


Image result for errorAmount is missing in the request.

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


Image result for errorPlease select a tax code for the shipping line.

Kindly provide the valid tax code in Shipping tax Code Field.


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" feature in import settings to create the customer automatically.


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

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


Image result for errorThe discount amount must be non-negative.

Please provide the valid amounts (Non Negative) in Discount Amount Field.


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

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


Image result for errorThe discount amount must be non-negative.

Please provide the valid amounts (Non Negative) in Discount Amount Field.