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How to Import Vendors into QuickBooks Desktop?

Import Vendors 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 "Vendor". "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

Vendor Name *

Text (Max Length: 41 Characters)
Name of the Vendor

Company Name

Text (Max Length: 41 Characters)
The name of the company associated with the Vendor or organization.

Title

Text (Max Length: 15 Characters)

Title of the Vendor.

First Name

Text (Max Length: 25 Characters)

Given name or first name of the Vendor.

Middle Name

Text (Max Length: 5 Characters)

Middle name of the Vendor.

Last Name

Text (Max Length: 25 Characters)
Last name of the Vendor.

Terms

Text (Max Length: 31 Characters)
Reference to a term associated with the Vendor.

Is Vendor Eligible For 1099

Boolean TRUE/FALSE

Currency

Text

Currency Code.

Account Number

Text (Max Length: 99 Characters)

Name or number of the account associated with this vendor.

Opening Balance

Decimal

The open balance amount or the amount unpaid by the Vendor.

Open Balance Date

Date

Date of the Open Balance.

Job Title

Text (Max Length: 41 Characters)

Main Phone

Text (Max Length: 21 Characters)
The telephone number in free form.

Alt. Phone

Text (Max Length: 21 Characters)

Main Email

Text (Max Length: 1023 Characters)

Email address.

CC Email

Text (Max Length: 1023 Characters)

Fax

Text (Max Length: 21 Characters)

The fax machine number in free form.

Billing Address Line 1

Text (Max Length: 41 Characters)

First line of the Billing Address.

Billing Address Line 2

Text (Max Length: 41 Characters)

Second line of the Billing Address.

Billing Address Line 3

Text (Max Length: 41 Characters)

Third line of the Billing Address.

Billing Address City

Text (Max Length: 31 Characters)

City Name.

Billing Address Postal Code

Text (Max Length: 13 Characters)

Postal code (Zip code for USA and Canada).

Billing Address Country

Text (Max Length: 31 Characters)

Name of the country.

Billing Address State

Text (Max Length: 21 Characters)

Region within a country. Ex: State Name for USA, Province name for Canada.

Shipping Address Line 1

Text (Max Length: 41 Characters)

First line of the Shipping Address.

Shipping Address Line 2

Text (Max Length: 41 Characters)

Second line of the Shipping Address.

Shipping Address Line 3

Text (Max Length: 41 Characters)

Third line of the Shipping Address.

Shipping Address City

Text (Max Length: 21 Characters)

City Name for Shipping Address.

Shipping Address Postal Code

Text (Max Length: 13 Characters)

Postal code (Zip code for USA and Canada) for Shipping Address.

Shipping Address Country

Text (Max Length: 21 Characters)

Name of the country for Shipping Address.

Shipping Address State

Text (Max Length: 21  Characters)

Region within a country. Ex: State Name for USA, Province name for Canada.

Print Name on Check As

Text (Max Length: 41 Characters)

The name of the Vendor printed on generated checks. This must be unique across all other customers, employees, vendors, and other names.

Credit Limit

Decimal

Billing Rate Level

Decimal

Vendor Tax ID

Text (Max Length: 15 Characters)

The Tax ID of the Vendor or the Organization.

Vendor Type

Text (Max Length: 159 Characters)

Class

Text (Max Length: 159 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:

  • 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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