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How to Import Credit Card Charges into QuickBooks Desktop?

Import Credit Card Charges from Supported File Formats directly into QuickBooks Desktop using SaasAnt Transactions - #1 user rated and Intuit trusted bulk data automation tool built exclusively for QuickBooks. SaasAnt Transactions supports QuickBooks Pro, Premier, Enterprise and Accountant Editions.

You can download the free trial of the software directly from the SaasAnt Website. Follow this article for a detailed installation instruction.

Basic Import Steps

Importing with SaasAnt Transaction is a breeze with our simplified and powerful Import wizard. Just follow a simple 3 step process to bulk import your file data to QuickBooks.

Click Import button in the Dashboard screen or Import option from the File menu in the menubar to navigate to  File Selection screen of the Import wizard(Step 1).

  • Step 1 - File Selection: Select "QuickBooks Transaction Type" as "Credit Card Charge". "Select Your File" - You can either click "Browse File" to browse and select the file from local computer folder or click "Sample Templates" to navigate to SaasAnt sample file in local.
  • Step 2 - Mapping: Set up the mapping of the file columns corresponding to QuickBooks fields. This step will be automated for you if you use the SaasAnt template file. Download Sample Template file.
  • Step 3 - Review & Import: Review your file data in the Review Grid screen and click "Send to QuickBooks" to upload your file data to QuickBooks.

More detailed instruction of the steps are available in this article.

Mapping QuickBooks Fields

Field NameFormatDescription

Reference No


Text (Max Length: 20 Characters)Reference number for the transaction. By default, this value is used only for internal processing by SaasAnt Transactions, and QuickBooks auto-generates a new value. This can be changed in the import settings.

Vendor*

Reference Text (Max Length: 41 Characters)Name of the Vendor / Customer / Employee for this transaction.
Reference can be matched by Full Name, First Name, Company Name, Account NO., Tax Id, Custom Field, Look up (configured via Import Settings)

Date

DateThe date entered by the user when this transaction occurred.

Due Date

DateDate when the payment of the transaction is due.

Term


Reference to the terms for this transaction.

Address Line 1

Text (Max Length: 41 Characters)
First line of the address.

Address Line 2

Text (Max Length: 41 Characters)
Second line of the address.

City

Text (Max Length: 31 Characters)
City name.

Country

Text (Max Length: 21 Characters)
Country name.
StateText (Max Length: 21 Characters)
Region within a country.

Postal Code

Text (Max Length: 13 Characters)

Postal code (zip code for USA and Canada).

Credit Card Account*


Reference Text (Max Length: 159 Characters)Name of the  Credit Card Account for this transaction.
Account Name or Number can be given
MemoText (Max Length: 4095 Characters)The Note about the Transaction.

Expense Account**

Reference Text (Max Length: 159 Characters)Reference to the Expense Account Name associated with the billing.
Name or Account Number can be given.

Expense Amount**

DecimalThe amount associated with this expense.

Expense  Memo

Text (Max Length: 4095 Characters)The Note about the expense.

Expense Customer

Reference Text (Max Length: 41 Characters)Reference to the Customer associated with the expense.
Customer reference can be matched by Full Name, First Name, Company Name, Account NO., Resale NO., Custom Field, Look up(configured via Import Settings)

Expense Billable

Billable, NotBillable, HasBeenBilledThe billable status of the expense.

Expense Class

Reference Text (Max Length: 159 Characters)Reference to the Class for the Expense.

Expense Sales Rep

Reference Text (Max Length: 5 Characters)

Product/Service**

Reference Text

Reference to the Item.
Item reference can be matched by Full Name, Custom Field, Look up (configured via Import Settings)

 Inventory Site

Reference Text (Max Length: 31 Characters)Reference to the Item Site

Inventory BIN

Reference Text (Max Length: 31 Characters)Reference to the Item BIN corresponding to the Site. Should be specified in the Site:BIN format.

Unit of Measure



Product/Service Quantity

DecimalThe Quantity of the Item.

Product/Service Rate

DecimalThe Unit Price of the Item.

Product/Service Amount**

DecimalThe Total Amount of the Item. Not required if Line Item Quantity & Line Item Rate is present.

Serial No



Lot No



Product/Service Description

Text (Max Length: 4095 Characters)Description of the Item. If it is not provided in the file, it will be populated from QuickBooks.

Product/Service Customer

Reference Text (Max Length: 41 Characters)Reference to the Customer associated with the expense.
Customer reference can be matched by Full Name, First Name, Company Name, Account NO., Resale NO., Custom Field, Look up(configured via Import Settings)

Product/Service Billable

Billable, NotBillable, HasBeenBilledThe billable status of the line item.

Product/Service Sales Rep

Reference Text (Max Length: 5 Characters)

Product/Service Class

Reference Text (Max Length: 159 Characters)The Class name for the Item.

Exchange Rate

Decimal
CurrencyText Currency Code

All (*) marked fields are mandatory. 

Import Settings

A host of powerful customisations for your file data is available with import settings.. This is available in the  Step 3: Review & Import screen or directly under "Edit" Menu in the menubar. Some of the very useful settings for transaction includes:

  • Find Matching Transactions in QuickBooks by: Identifier to locate existing transactions in your QuickBooks.
  • Action When a Matched Transaction Found: If an existing transaction is found for the above setting identifier then the corresponding action to be taken. You can choose to Duplicate/ Ignore/ Update/ Append existing transaction in your QuickBooks.
  • Pre-Import Validation: Validate the complete file before importing to QuickBooks. By turning this setting ON, file rows will be imported only after cleaning up all the issues in file. This option however will delay the import.

More details about the settings related to Automatic creation of Items, Assigning reference number from the file, etc are available in this article.

FAQ's

Most of us would have some questions while moving data to your QuickBooks Online. Some of them for your reference below:

  • I want to import Credit Card Charges with Reference Numbers from File. Is it supported?

            Yes. It is supported.

  • Will your application support Multi Line Transactions?

            Yes. It will.Same Reference No needs to be present in multiple lines to group the transactions.

  • I made some mistakes in the Import and my QuickBooks reports got corrupted. Is there any way to undo or revert my Import?

            It is possible to undo the import completely/ partially with the Delete feature.

  • Does your app support taxes?

            Yes. It does.

  • I don't want to create products automatically for my invoices. I can't create products before each upload. Is it supported?

            Yes. It is. You can auto-create unavailable products/ services Or turn this setting off in the import settings.

  • My file has some specific date format. I don't want to change the file. Will your product support all date formats?

            Yes. You can select the specific date format as per your requirement in the import settings.

  • Do you have any sample templates?

            Yes. We do have. Sample Template

  • What are the file types supported by your application?

            TXT, CSV, XLS, XLSX etc. Supported File Formats 


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