How to Import Receive Payments into QuickBooks Desktop?
January 1, 2025
Import Receive Payments into QuickBooks Desktop
Import Receive Payments 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 a detailed installation instruction.
Steps for Importing Receive Payments into QuickBooks
Importing with SaasAnt Transaction is a breeze with our simplified and powerful Import wizard. Follow a simple 3-step process to bulk import your received payments 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 "Payment." "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 the SaasAnt sample file locally.
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 |
|---|---|---|
Payment No | Text (Max Length: 11 Characters) | Reference number for the transaction |
Customer | Reference Text (Max Length: 41 Characters) | Reference to the customer. |
Payment Date | Date | Date of the transaction. |
Statement Charge No | Reference Text | Linked Statement Charge transaction reference number |
Payment Method | Reference Text (Max Length: 31 Characters) | Mode of payment |
Memo | Text (Max Length: 4095 Characters) | |
Invoice No | Reference Text | Linked Invoice transaction reference number |
Amount | Decimal | |
Deposit To Account | Reference Text (Max Length: 31 Characters) | Account corresponding to this Payment |
AR Account | Reference Text (Max Length: 31 Characters) | Accounts Receivable account reference to this Payment |
Discount Amount | Decimal | |
Discount Account | Reference Text (Max Length: 31 Characters) | |
Discount Class | Reference Text (Max Length: 31 Characters) | |
Currency | Text | 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. |
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 Payments with Reference Numbers from the File. Is it supported?
Yes. It is supported.
Will your application support Multi Line Transactions?
Yes. It will.
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.
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 support@saasant.com