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How to Import Product/Services into QuickBooks Desktop?

Import Products/ Services 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 "Item". "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
Item Name
Text (Max Length: 112 Characters)
Full Name of the Item. ":" can be used to define with parent item
Ex: Item1
With parent :  Books:Comics1
Item Type
Reference Text
Allowed Values:
U/M
Reference Text (Max Length: 31 Characters)
Unit of Measurement
Manufacturer's Part Number
Text (Max Length: 31 Characters)The part number used by the manufacturer of the item
Purchase Cost
Decimal
Cost of the item in purchase Transactions
Purchase Description
Text (Max Length: 4095 Characters)Description used on Line Description for purchase Transactions
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 (Applicable only for Inventory Items)
Preferred Vendor
Reference Text (Max Length: 31 Characters)
Full Name of the Vendor

Sales Price

Decimalprice of the item in sales Transactions

Sales Description

Text (Max Length: 4095 Characters)
Description used on Line Description for purchase Transactions

Tax Code



Income Account
Reference Text (Max Length: 31 Characters)
Refers to the account that QuickBooks uses to track the original income with sales ( Name or Account Number of the account)
Expense Account
Reference Text (Max Length: 31 Characters)
Refers to the account that QuickBooks uses to track the original expense with the purchase. ( Name or Account Number of the account)
(Applicable all the Item types except Inventory)
Asset Account
Reference Text (Max Length: 31 Characters)
Asset Account for Inventory Type Items.
( Name or Account Number of the account)
Min ReOrder Point
Decimal

Max ReOrder Point

Decimal

Quantity On Hand
Decimal
The number of these items in inventory 
Class
Reference Text (Max Length: 159 Characters)
The Class name associated with this item
BarCode


 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:

  • 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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