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

January 1, 2025

You can import Vendor Credits 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 Vendor Credits into QuickBooks Online:

To import bulk/batch vendor credits 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 Vendor Credits that you want to import.

Step 2: Select the QuickBooks entity as Vendor Credits.

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

Step 4: Click Import and your Vendor Credits 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 support@saasant.com.


Import Vendor Credits into QuickBooks Online

How to Import Vendor Credits into QuickBooks Online (New User Interface 2.0)

1) Login into SaasAnt Transaction Online

2) Select the New Import Tab.

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

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4) Select the QuickBooks entity as "Vendor Credits".

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5) Select the files you want to upload.

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6)  Set up the Mapping of the columns in your Vendor Credits.

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

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8) Select the "Review" button to view the mapped Excel data according to the QuickBooks file headers.

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9) Select the Upload tab.

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10) The data was imported successfully into Quickbooks.

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Let’s have a look at the SaasAnt Transactions Online Fields.

SaasAnt Transactions (Online) Fields

Field Name

Format

Description

Ref No

21 Characters

Reference number for the transaction.

Vendor

Characters

Name of the vendor for this transaction.

Payment Date

Date

The date entered by the user when this transaction occurred.

Mailing Address Line 1

500 Characters

First line of the address.

Mailing Address Line 2

500 Characters

Second line of the address.

Mailing Address Line 3

500 Characters

Third line of the address.

Mailing Address City

255 Characters

City name.

Mailing Address Postal Code

31 Characters

Zip code.

Mailing Address Country

255 Characters

Country name.

Mailing Address State

255 Characters

State name.

Memo

4000 Characters

The Note about this transaction.

Category Account

Characters

Reference to the Expense Account Name associated with the billing.

Category Description

4000 Characters

Free form text description of the Expense.

Category Line Amount

Decimal

The amount of the line item.

Category Billable Status

Boolean

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

Category Markup Percent

Decimal

The Markup value in Percentage for the Expense.

Category Customer

Characters

Reference to the Customer associated with the Expense.

Category Class

Characters

Reference to the Class for the Expense.

Category Taxable

Boolean

Apply tax if it is true.

Category Tax Amount

Decimal

The Tax amount applied for the Expense Line Item. Only applicable if the Global Tax Calculation is "TaxExcluded".

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

The Quantity of the Item.

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 Taxable

Boolean

Apply tax if it is TRUE.

Line Item Tax Amount

Decimal

The Tax amount applied for the Expense Line Item. Only applicable if the Global Tax Calculation is "TaxExcluded".

Line Item Markup Percent

Decimal

The Markup value in Percentage for the Item.

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

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 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.


Required parameter(s) missing: Line.

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


Transaction amount (Sum of line amounts) must be 0 or greater.

Please provide the valid amount (Non Negative) in Line Item Amount and Expense Amount.


Amount is not equal to Unit Price * Qty Supplied value: XXXX

Please provide valid Amount in Line Item Rate & Line Item Amount.


No Account or Product / Service is available for this line.

Please provide valid Account Name in Expense Account or valid name in Line Item Product / Service Field.


No 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, QuickBooks will automatically create the product for the transaction.


Duplicate Document Number Error : You must specify a different number. This number has already been used.

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


No matching reference found for this account.

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


Invalid account type: You need to select a different type of account for this transaction.

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


Amount is missing in the request.

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


Required parameter Line Amount is missing in the request.

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


Please check in QuickBooks 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.


Requested 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).


No 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.


No 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 QuickBooks .


Business 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.


Business 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 

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