Import Sales Receipts into QuickBooks Online
You can import Sales Receipts 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 Sales Receipts into QuickBooks:
To import bulk/batch sales receipts 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 Sales Receipts that you want to import.
Step 2: Select the QuickBooks entity as Sales Receipts.
Step 3: Set up the Mapping of the columns in your Sales Receipts import file to the corresponding fields in QuickBooks (Refer below Section).
Step 4: Click Import and your Sales Receipts 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.
- 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 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 [email protected].
How to Import Sales Receipts into Quickbooks Online using (New User Interface 2.0)
1) Login into SaasAnt Transaction Online
2) Select the New Import Tab.
3) Select Let's import
4) Select Transaction, List, or Attachment to upload your file into QuickBooks.
5) Select the QuickBooks entity as "Sales Receipts"
6) Select the files you want to upload
7) Set up the Mapping of the columns in your Sales Receipts
8) Select the "Preview Mapping" button to visualize current mapping based on QuickBooks
9) Select the "Review" button to view the mapped Excel data according to the QuickBooks file headers.
10) Select the Upload tab.
11) The data was imported successfully into Quickbooks.
SaasAnt Transactions (Online) Fields
| Field Name | Format | Description |
|---|---|---|
| Sales Receipt 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. |
| Sales Receipt Date | Date | Date of the transaction. |
| Shipping Date | Date | Date for the delivery of goods or services. |
| Tracking No | 30 Characters | Shipping provider's tracking number for the delivery of the goods associated with the transaction. |
| Deposit To | Characters | Asset account where the payment money is deposited. |
| Payment Method | Characters | |
| Reference No | 21 Characters | The reference number for the payment received. (E.g. Check # for a check, envelope number for a cash payment, Credit Card Transaction Id for a credit card payment) |
| 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 | Organization-private note about the transaction. This note will not appear on the transaction records by default. |
| Message displayed on sales receipt | 1000 Characters | User-entered message to the customer; this message is visible to end user on their transactions. |
| 100 Characters | Email address. The address format must follow RFC 822 standard. | |
| Print Status | Boolean | The Print status. |
| Email Status | Boolean | The Email status. |
| Shipping | Decimal | The shipping amount for this transaction. |
| Sales Tax Code | Characters | The TaxCode associated with the sales tax for this 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 | |
| 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. |
| Service Date | Date | Date when the service is performed. |
| Product/Service | Characters | Name or SKU 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. |
| Deposit | Decimal | The deposit made towards this invoice. |
| Location | Characters | |
| 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
The given Currency is different than the default currency of the Customer. Please refer the Customer's Currency in QuickBooks and update the same currency in Currency Field.
There is an another invoice 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.
The given Quantity & Rate is not equal to given Amount. Please verify those fields.
You have given the Discount in Percentage & Real Value. Please use one of the value.
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.
Please provide a valid (Non Negative) amount in Line Item Amount Field.
Please find the Sales Receipts template attached here for your reference: