How to upload the attachment to QuickBooks Online?

This is for you if you spend a lot of time importing documents into QuickBooks. Importing XLSX, CSV, DOCX, JPEG, PNG, TXT, and PDF attachments one at a time into QuickBooks is the most time-consuming and inconvenient chore for accountants and bookkeepers. Still, a key feature of Saasant Transactions can now handle it with just a zip file. The steps listed below will show you how to achieve them.

Directly uploading files as attachments in accounting platforms like Quickbooks will result in time consumption and it’s a tiring process, whereas uploading files using SaasAnt transactions will help you upload bulk or multiple files as a single entity in a zip file and save a lot of time.

Supported Transactions:

1.   Invoice

2.   Received payments

3.   Estimates

4.   Credit memos

5.   Sales receipts

6.   Refund receipts

7.   Bills

8.   Expenses

9.   Checks 

10. Vendor credits

11. Credit card credits

12. Journal Entries

13) Customers

14)  Vendors 

Supported File Formats:

Note: To add attachments you can only upload using a zip file, and the zip file should contain files within the following formats XLS, XLSX, CSV, TXT, PDF, PNG, Docx, and JPEG.

How to create Attachments:

1. Prepare an Excel file with two distinct headers: "Reference Number" and "File Name."

2. The "Reference Number" corresponds to the invoice number in your QBO, while the "File Name" pertains to the attachment you intend to upload.

3. Ensure that you specify the attachment format within the Excel file (e.g., .png, .jpeg, .pdf, etc.)

4. Place the Excel file and the images within a single folder, then compress the folder into a zip file.

Download Sample Template Zip File

Steps to Import Attachment

Step 1: Log in to SaasAnt Transaction Online 

Step 2:  Select New Import.

Step 3: Select browse file and fetch your Zip file for attachment and select submit.

a.    Note: The file to be imported should exist in QuickBooks already, without the Invoice file in QuickBooks, the system will throw an error as no match transactions are available for the particular line.

b.    Note: The excel file that is attached in the Zip should possess details that match with the invoice accordingly.

Step 4: In the map attachments fields page, select QuickBooks Transaction Type and match your file header with the QuickBooks attribute.

 Step 5: Select import to QuickBooks.

Note: When the upload is complete, check the upload status and the success and error numbers.

  Step: 6 Select Show Results to navigate to the job history page and find out the detailed success and error records.

Step: 7 Check your QuickBooks account to verify the file attachment success or you can also navigate easily from the show results page by just clicking the QuickBooks ID.

Template:

Download Sample Template Zip File

FAQ:

1) Can I use the same image for multiple entities in the attachments?

Ans: Yes you can use it, but you need to use the same file.

2) Can I upload files for multiple entities at the same time?

Ans: No, you cannot, you can only upload one entity at a time.

3) Why should I use the Saasant transaction attachment feature instead of the QBO attachment feature?

Ans: Using the SaasAnt transactions feature will help you save enormous time by helping you upload thousands of transactions with just a single zip file, whereas using QBO will result in uploading one entity at a time.

For more queries related to the Attachment feature, kindly reach out to us at support@saasant.com 

How to import Attachments into Quickbooks online using(New User Interface 2.0)

• Create an Excel document featuring two clear headers: "Reference Number" and "File Name." Save the file as "Mapping."
• The "Reference Number" aligns with the transaction number in your QBO, while the "File Name" corresponds to the attachment you plan to upload.
• Indicate the attachment format within the Excel file (e.g., .png, .jpeg, .pdf, .csv, .xlsx, .txt, .docx).
• Consolidate the Excel file and attachments into a unified folder, and subsequently compress the folder into a zip file

Step 1: Log in to SaasAnt Transaction Online  

Step 2:  Select New Import. 

3)  Select Let's import 

4) Select the Other Transcation as "Attachment"

5)  Select Transaction, List, or Attachment to upload your file into QuickBooks.

6) Select the files and fetch your Zip file for attachment.

a.    Note: The file to be imported should exist in QuickBooks already, without the Invoice file in QuickBooks, the system will throw an error as no match transactions are available for the particular line.

b.    Note: The excel file that is attached in the Zip should possess details that match with the invoice accordingly.

Step 7: In the map attachments fields page, select QuickBooks Transaction Type and match your file header with the QuickBooks attribute.

Note: When the upload is complete, check the upload status and the success and error numbers.

  Step: 8 Select Show Results to navigate to the job history page and find out the detailed success and error records.

Template:

Download Sample Template Zip File

Reference Number -  Transaction reference number (Invoice number, journal number, etc.,)

File Name: Name of the file

Type: Transaction type (  Invoice,  Received payments,  Estimates, Credit memos , Sales receipts ,  Refund receipts,  Bills , Expenses , Checks, Vendor credits , Credit card credits, Journal Entries ,  Customers , Vendors, and other transactions.)

FAQ:

1) Can I use the same image for multiple entities in the attachments?

Ans: Yes you can use it, but you need to use the same file.

2) Can I upload files for multiple entities at the same time?

Ans: No, you cannot, you can only upload one entity at a time.

3) Why should I use the SaasAnt transaction attachment feature instead of the QBO attachment feature?

Ans: Using the SaasAnt transactions feature will help you save enormous time by helping you upload thousands of transactions with just a single zip file, whereas using QBO will result in uploading one entity at a time.

4)  What should be the master file for the attachment?

Ans: The master file should be named exactly as mapping or simple_Excel  in the format of CSV or XLXS or Txt

For more queries related to the Attachment feature, kindly reach out to us at support@saasant.com