How to Import Purchase Orders into QuickBooks Desktop?
January 2, 2025
Import Purchase Orders into QuickBooks Desktop
Import Purchase Orders from Supported File Formats directly into QuickBooks Desktop using SaasAnt Transactions (Desktop) - the #1 user-rated and Intuit-trusted bulk data automation tool built exclusively for QuickBooks.
SaasAnt Transactions (Desktop) 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 detailed installation instructions.
Steps to Import Purchase Orders into QuickBooks Desktop
Importing with SaasAnt Transaction is a breeze with our simplified and powerful Import wizard. Follow a simple 3-step process to bulk import your purchase orders to QuickBooks.
Click the Import button in the Dashboard screen or the Import option from the File menu in the menubar to navigate to the File Selection screen of the Import Wizard(Step 1).
Step 1 - File Selection: Select "QuickBooks Transaction Type" as "Purchase Order." "Select Your File" - You can either click "Browse File" to browse and select the file from the 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 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 instructions on the steps are available in this article.
Mapping QuickBooks Fields
Field Name | Format | Description |
|---|---|---|
Purchase Order No * | Text (Max Length: 11 Characters) | Reference number for the transaction. By default, this value is used only for internal processing by SaasAnt Transactions (Desktop), and QuickBooks auto-generates a new value. This can be changed in the import settings. |
Vendor * | Reference Text (Max Length: 41 Characters) | Vendor reference from below options. |
Currency | Text | Reference to the Currency in which all amounts on the associated transaction are expressed. |
Inventory Site | Reference Text (Max Length: 31 Characters) | Site Name |
Date | Date | The date entered by the user when this transaction occurred. |
Terms | Text (Max Length: 31 Characters) | Default Terms for this transaction. |
Due Date | Date | Date when the payment of the transaction is due. |
Shipping Address Line 1 | Text (Max Length: 41 Characters) | First line of the shipping address. |
Shipping Address Line 2 | Text (Max Length: 41 Characters) | Second line of the shipping address. |
Shipping Address Line 3 | Text (Max Length: 41 Characters) | Third line of the shipping address. |
Shipping Address City | Text (Max Length: 31 Characters) | City name. |
Shipping Address State | Text (Max Length: 21 Characters) | City name. |
Shipping Address Postal Code | Text (Max Length: 13 Characters) | Zip code. |
Shipping Address Country | Text (Max Length: 31 Characters) | Country name. |
FOB | Text (Max Length: 13 Characters) | |
Billing Address Line 1 | Text (Max Length: 41 Characters) | First line of the billing address. |
Billing Address Line 2 | Text (Max Length: 41 Characters) | Second line of the billing address. |
Billing Address Line 3 | Text (Max Length: 41 Characters) | Third line of the billing address. |
Billing Address City | Text (Max Length: 31 Characters) | City name. |
Billing Address State | Text (Max Length: 21 Characters) | State name. |
Billing Address Postal Code | Text (Max Length: 13 Characters) | Zip code. |
Billing Address Country | Text (Max Length: 31 Characters) | Country name. |
Print Later | Boolean (True/False) | |
Email Later | Boolean (True/False) | |
Memo | Text (Max Length: 4095 Characters) | The Note about this Transaction. |
Exchange Rate | Decimal | The Exchange Rate of the given currency against the home currency. |
Message | Text (Max Length: 99 Characters) | The Note to the supplier about this Transaction. |
Class | Reference Text (Max Length: 159 Characters) | |
Product * |
| Item reference from the below options. |
Inventory BIN | Reference Text (Max Length: 31 Characters) | Name of the BIN |
Product Description | Text (Max Length: 4095 Characters) | Description of the Item. |
Unit Of Measure | Reference Text (Max Length: 31 Characters) | |
Product Quantity | Decimal | Number of items for the line. |
Product Rate ** | Decimal | The Unit price of the Item. |
Product Amount * | Decimal | The Total Amount of the Item. |
Manufacture Part No | Text (Max Length: 31 Characters) | |
Service Date | Date | |
Customer | Reference Text (Max Length: 209 Characters) | Reference to the Customer associated with the PO. |
Product Class | Reference Text (Max Length: 159 Characters) | The Class name associated with this item. |
Other 1 | Text (Max Length: 25 Characters) | |
Other 2 | Text (Max Length: 29 Characters) | |
Line:Other 1 | Text (Max Length: 29 Characters) | |
Line:Other 2 | Text (Max Length: 29 Characters) | |
Linked Transaction Bill Number | ||
Phone | ||
Tax Inclusive | Boolean (True/False) | Tax calculation method. |
All (*) marked fields are mandatory.
Import Settings
A host of powerful customizations for your file data is available with Import Settings. This is available in the Step 3: Review & Import screen or under the "Edit" Menu in the Menubar. Some of the very useful settings for transactions include:
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, the corresponding action will be taken. You can Duplicate/ Ignore/ Update/ Append existing transactions in your QuickBooks.
Pre-Import Validation: Validate the complete file before importing it to QuickBooks. By turning this setting ON, file rows will be imported only after cleaning up all the issues in the file. This option, however, will delay the import.
More details about the settings related to the Automatic creation of Items, Assigning reference numbers from the file, etc, are available in this article.
FAQs
Most of us would have questions while moving data to your QuickBooks Online. Some of them for your reference below:
I want to import Purchase Orders with Purchase Order Numbers from File. Is it supported?
Yes. It is supported.
Will your application support Multi Line Transactions?
Yes. It will. The same Purchase Order Number needs to be used in multiple lines.
I made some mistakes in the Import, and my QuickBooks reports got corrupted. Is there any way to undo or revert my Impo
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,Vendors or Customers automatically for my Purchase Orders. I can't create Products,Vendors or Customers 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 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
How do I report the issues if I am stuck?
Feel free to drop an email to [email protected]