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How to Import Sales Orders into QuickBooks Desktop?

Import Sales Orders 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 "Sales Order". "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
Sales Order noText (Max Length: 11 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.
Customer*Reference Text (Max Length: 41 Characters)
Reference to the customer.
Customer reference can be matched by Full Name, First Name, Company Name, Account NO., Resale NO., Custom Field, Look up (configured via  Import Settings)
Sales Order dateDateDate of the Sales order
Due DateDate Due date of the sales order
TermsText (Max Length: 11 Characters)
Terms of the payment (Net 15, Net 30, etc., )
PO noReference Text
PO number of the transaction
Ship dateDateShipping date of the transaction
Shipping Address Line 1Text (Max Length: 41 Characters)
1st line of the shipping address
Shipping Address Line 2Text (Max Length: 41 Characters)
2nd line of the shipping address
Shipping Address CityText (Max Length: 31 Characters)
City of the Shipping Address
Shipping Address StateText (Max Length: 21 Characters)
State of the Shipping address
Shipping Address Postal CodeText (Max Length: 13 Characters)
Zip code
Billing Address line 1Text (Max Length: 41 Characters) 1st line of the Billing Address
Billing Address line 2Text (Max Length: 41 Characters)
2nd line of the Billing Address
Billing Address CityText (Max Length: 31 Characters)
City of the Billing Address
Billing Address StateText (Max Length: 21 Characters)
State of the Billing Address
Billing Address Postal CodeText (Max Length: 13 Characters)
Zip code
Shipping MethodReference Text
Shipping method of the transaction(Ex: UPS, Federal, DHL, etc.,)
MemoText (Max Length: 4095 Characters)
Internal note to the organization
Message to CustomerText (Max Length: 4095 Characters)
A message to the customer of the transaction
Product/Service Name *Reference Text (Max Length: 31 Characters) Item reference from below options.
Item Look up Strategies with Import Settings- Full Name, Custom Field, Look up
Product/Service QuantityDecimalNo. of products in the line item
Product/Service RateDecimal
Rate of each product
Product/Service Inventory BIN
Reference Text
Reference to the Item Site
Product/Service Inventory BIN
Reference Text
Reference to the Item BIN corresponding to the Site. Should be specified in the Site:BIN format.
Product/Service Amount **Decimal
Amount of the whole transaction
Product/Service ClassReference Text (Max Length: 31 Characters)
Class for each row of the transaction
ClassReference Text (Max Length: 31 Characters)
Class for the whole transaction
Product/Service Sales Tax codeReference Text (Max Length: 31 Characters)
Tax code of the sales
Product/Service TaxableBooleanTrue/False (OR) Taxable/Non Taxable
Customer Sales Tax codeReference Text (Max Length: 31 Characters)

Template
Text (Max Length: 21 Characters)
Template Name
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.
The number of home currency units it takes to equal one unit of currency specified under Currency
Sales Tax
Reference Text
Transaction Sales Tax Code
Customer Sales Tax Code
Reference Text
Tax Code corresponding to Transaction
FOB
Text (Max Length: 13 Characters)

FOB destination









Tax Inclusive
Boolean (True/False)
Applicable only for QuickBooks Canada, UK versions
Tax calculation method.

All (*) marked fields are mandatory. 

Import Settings

A host of powerful customization 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 Sales Orders with Sales Order Numbers from File. Is it supported?

            Yes. It is supported.

  • Will your application support Multi Line Transactions?

            Yes. It will.Same Sales Order Number needs to be presented 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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