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How to Import Item Inventory Assemblies into QuickBooks Desktop?

Import Item Assemblies 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 "Assembly Items". "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
Assembly Name
Text (Max Length: 31 Characters)
Name of the inventory item. Name must be unique, unless it is the Name of a hierarchical list object.
U/M
Text
Cost
DecimalAmount that the QuickBooks user expects to pay when ordering or buying this item, or the amount that was actually paid for this item
Manufacturer's Part Number
Text (Max Length: 31 Characters)
The part number used by the manufacturer of the item.
COGS Account
Reference Text (Max Length: 31 Characters)
Refers to the account that QuickBooks uses to track the original cost of goods that are eventually sold.
Description
Text (Max Length: 4095 Characters)
Description used on Line Description for Purchase Transactions
Purchase Description
Text (Max Length: 4095 Characters)
Description used on Line Description for Sales Transactions
Sales Price
DecimalPrice charged for this item
Tax Code
Reference Text
Income Account
Reference Text (Max Length: 31 Characters)
Income account corresponding to this assembly
Asset Account
Reference Text (Max Length: 31 Characters)
Refers to the account QuickBooks uses to track the current value of the company's inventory
Min Build Point
DecimalBuild notification point
Max Build Point
Decimal
On Hand
DecimalThe number of these items in inventory
Total Value
DecimalTotal value of this inventory. If Total Value is included, On Hand must also be included and must be greater than zero. If both On Hand and Cost are included, then Total Value will be set to On Hand times Cost, regardless of what Total Value is explicitly set to.
Total Value As Of Date
Date
Assembly Line Item
Reference Text (Max Length: 31 Characters)
Item reference from below options.
Item Look up Strategies with Import Settings- Full Name, Custom Field, Look up
Assembly Line Item Quantity
DecimalQuantity associated with the Assembly Line Item
Bar Code Value
Text
Preferred Vendor
Reference Text (Max Length: 31 Characters)

 

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 lists includes:

  • Action When a Matched List Found: If an existing list entity is found with the given name then the corresponding action to be taken. You can choose to Show Warning/ Update 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 managing list import 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:

  • Will your application support Multi Line Imports for including multiple assembly items?

            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.

  • 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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