How to Import Credit Memos into QuickBooks Online (U.S)?
January 2, 2025
You can import bulk credit card memos 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].
Importing Credit Memos into QuickBooks Online
To import bulk/batch Credit Memos 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 credit memo that you want to import.
Step 2: Select the QuickBooks entity as Credit Memos.
Step 3: Set up the mapping of the columns in your credit memo import file to the corresponding fields in QuickBooks (Refer below Section).
Step 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 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.
How to Import Credit Memos 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 "Credit Memos".
5) Select the files you want to upload.
6) Set up the Mapping of the columns in your Credit Memos.
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 |
|---|---|---|
Credit Memo No. | 21 Characters | Reference number for the transaction. By default, this value is used only for internal processing by SaasAnt Transactions (Online), and QuickBooks 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 | |
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. |
Possible Failures & Troubleshooting Tips
The 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.
Duplicate 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, QuickBooks will automatically assign numbers for the transaction.
Amount is not equal to UnitPrice * Qty supplied value.
The given Quantity & Rate is not equal to given Amount. Please verify those fields.
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.
The given Quantity & Rate is not equal to given Amount. Please verify those fields.
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.
Please select a tax code for the shipping line.
Kindly provide the valid tax code in Shipping tax Code Field.
No 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.
Transaction amount (Sum of line amounts) must be 0 or greater.
Please provide the valid amounts (Non Negative) in Line Item Amount Field.
The discount amount must be non-negative.
Please provide the valid amounts (Non Negative) in Discount Amount Field.
Transaction amount (Sum of line amounts) must be 0 or greater.
Please provide the valid amounts (Non Negative) in Line Item Amount Field.
The discount amount must be non-negative.
Please provide the valid amounts (Non Negative) in Discount Amount Field.