You can import Purchase Orders 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 Purchase Orders that you want to import
  2. Select the QBO entity as Purchase Orders
  3. Set up the mapping of the columns in your Purchase Orders import file to the corresponding fields in QuickBooks (Refer below Section)
  4. Click Import and your Purchase Orders 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
PO 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.
Payee
Characters
Name of the vendor for this transaction.
Purchase Order Date
Date
The date entered by the user when this transaction occurred.
Purchase Order Status
Characters
Purchase order status.
Due Date
Date
Date when the payment of the transaction is due.
Ship Via
Characters

Ship To
Characters

Terms
Characters
Default Terms for this transaction.
Billing Address Line 1
500 Characters
First line of the billing address.
Billing Address Line 2
500 Characters
Second line of the billing address.
Billing Address Line 3
500 Characters
Third line of the billing address.
Billing Address City
255 Characters
City name.
Billing Address Postal Code
31 Characters
Zip code.
Billing Address Country
255 Characters
Country name.
Billing Address State
255 Characters
State name.
Shipping Address Line 1
500 Characters
First line of the shipping address.
Shipping Address Line 2
500 Characters
Second line of the shipping address.
Shipping Address Line 3
500 Characters
Third line of the shipping address.
Shipping Address City
255 Characters
City name.
Shipping Address Postal Code
31 Characters
Zip code.
Shipping Address Country
255 Characters
Country name.
Shipping Address State
255 Characters
State name.
Memo
4000 Characters
The Note about this Transaction.
Message to Vendor
4000 Characters
The Note to the supplier about this Transaction.
Expense Account
Characters
Reference to the Expense Account Name associated with the billing.
Expense Description
4000 Characters
Free form text description of the Expense.
Expense Line Amount
Decimal
The amount of the line item.
Expense Billable Status

Decimal

The billable status of the expense.
TRUE if Billable, FALSE If Not Billable.

Expense Customer
Characters
Reference to the Customer associated with the expense.
Expense Class
Characters
Reference to the Class for the Expense.
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
Number of items for the line.
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 Customer
Characters
The Customer name for the Item.
Line Item Class
Characters
The Class name associated with this item.
Accounts Payable Account Name
Characters
Specifies which Accounts Payable Account the bill will be credited to.
Location
Characters
The Location of the transaction.
Currency Code
Characters
Reference to the Currency in which all amounts on the associated transaction are expressed.
Exchange Rate
Decimal
The 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 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 errorRequired parameter(s) missing:Amount

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


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, QBO 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 Purchase Order with same reference number. Please use the some other reference number.

You have disabled "Assign Transaction Numbers from file" in Import Settings. By enabling this feature, QBO will automatically assign numbers for the transaction.


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 QBO 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 (BillableExpense) 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 matching 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 QBO.


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


Image result for errorInvalid Status value.

Please provide one of the below values

  • Open
  • Closed


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 and Expense Amount.