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How to Import Receive Payments into QuickBooks Desktop?


Import Receive Payments 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 "Payment". "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 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.
Customer reference from below options.
Customer Look up Strategies with Import Settings- Full Name, First Name, Company Name, Account NO., Resale NO., Custom Field, Look up
Payment Date
DateDate 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
TextReference to the Currency in which all amounts on the associated transaction are expressed
Exchange Rate
DecimalDefault 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 under Currency

 

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 Payments with Reference Numbers from 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 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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