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How to Import Sales Receipts into QuickBooks Online (U.S)?

Import Sales Receipts into QuickBooks Online

You can import Sales Receipts from text files or Excel spreadsheets directly into QuickBooks Online using SaasAnt Transactions (Online) software.


Pre Requisites:

Connect your QuickBooks Online account to SaasAnt Transactions (Online) App from QuickBooks AppStore by clicking the "Get App Now" button and get the 30 days free trial [No credit card required].


Steps to Import Sales Receipts into QuickBooks:

To import bulk/batch sales receipts into QuickBooks Online using the SaasAnt Transactions (Online) application, follow the steps below


Click on the "Upload File" Menu and upload your file.


Step 1: Select your file and spreadsheet which has the Sales Receipts that you want to import.


Step 2: Select the QuickBooks entity as Sales Receipts.


Step 3: Set up the Mapping of the columns in your Sales Receipts import file to the corresponding fields in QuickBooks (Refer below Section).


Step 4: Click Import and your Sales Receipts will be directly added to your QuickBooks company.






The important step in the import is to map your file headers to the QuickBooks field in Step 3 of the import. 

  • You need to map your file headers to "SaasAnt Transactions (Online)" fields. This mapping will enable us to import your transactions properly in to QuickBooks company.
  • In the mapping screen, we have the "Preview Mapping" button which can help you to visualize your current mappings per the QuickBooks screen with your file headers.
  • Please refer basics of field mappings for more info. If you have any confusion or doubts, feel free to drop an email to support@saasant.com.


Import Sales Receipts into QuickBooks Online



How to Import Sales Receipts into Quickbooks Online using (New User Interface 2.0)


1) Login into SaasAnt Transaction Online


2) Select the New Import Tab.

  

3)  Select Let's import


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



5)  Select the QuickBooks entity as "Sales Receipts"



6) Select the files you want to upload



7) Set up the Mapping of the columns in your Sales Receipts



8) Select the "Preview Mapping" button to visualize current mapping based on QuickBooks



9) Select the "Review" button to view the mapped Excel data according to the QuickBooks file headers. 


 

10) Select the Upload tab. 


 


11) The data was imported successfully into Quickbooks.



SaasAnt Transactions (Online) Fields


Field NameFormatDescription
Sales Receipt No

21 Characters

Reference number for the transaction. By default, this value is used only for internal processing by SaasAnt Transactions (Online), and QuickBooks auto-generates a new value. This can be changed in the import settings.
CustomerCharactersName of the customer.
Sales Receipt DateDateDate of the transaction.
Shipping DateDateDate for the delivery of goods or services.
Tracking No
30 CharactersShipping provider's tracking number for the delivery of the goods associated with the transaction.
Deposit ToCharactersAsset account where the payment money is deposited.
Payment MethodCharacters
Reference No
21 Characters
The reference number for the payment received. (E.g. Check # for a check, envelope number for a cash payment, Credit Card Transaction Id for a credit card payment)
Billing Address Line 1500 CharactersFirst line of the billing address.
Billing Address Line 2500 CharactersSecond line of the billing address.
Billing Address Line 3500 CharactersThird line of the billing address.
Billing Address City255 CharactersCity name.
Billing Address Postal Code31 CharactersZip code.
Billing Address Country255 CharactersCountry name.
Billing Address State255 CharactersState name.
Shipping Address Line 1500 CharactersFirst line of the shipping address.
Shipping Address Line 2500 CharactersSecond line of the shipping address.
Shipping Address Line 3500 CharactersThird line of the shipping address.
Shipping Address City255 CharactersCity name.
Shipping Address Postal Code31 CharactersZip code.
Shipping Address Country255 CharactersCountry name.
Shipping Address State255 CharactersState name.
Memo
4000 CharactersOrganization-private note about the transaction. This note will not appear on the transaction records by default.
Message displayed on sales receipt
1000 CharactersUser-entered message to the customer; this message is visible to end user on their transactions.
Email100 CharactersEmail address. The address format must follow RFC 822 standard.
Print StatusBooleanThe Print status.
Email StatusBooleanThe Email status.
ShippingDecimalThe shipping amount for this transaction.
Sales Tax CodeCharactersThe TaxCode associated with the sales tax for this transaction.
Sales Tax AmountDecimalTotal tax amount for this transaction.
Discount Amount
DecimalThe discount amount. You may enter either a discount percent or a discount amount. If the percent is specified, it will override the amount.
Discount Percent

Decimal

Percentage by which the amount due is reduced, from 0% to 100%. To enter a discount of 8.5% use 8.5, not 0.085. You may enter either a discount percent or a discount amount. If the percent is specified, it will override the amount.
Discount AccountCharacters
Apply Tax after Discount

Boolean

If FALSE or NULL, calculate the sales tax first, and then apply the discount. If TRUE, subtract the discount first and then calculate the sales tax.
Service DateDateDate when the service is performed.
Product/ServiceCharactersName or SKU of Product/Service
Product/Service Description4000 Characters
Product/Service QuantityDecimalNumber of items for the line.
Product/Service RateDecimal
Product/Service AmountDecimal
Product/Service TaxableBooleanIf TRUE, marks the line amount for Tax calculation.
Product/Service ClassCharactersThe Class name associated with this line.
DepositDecimalThe deposit made towards this invoice.
LocationCharacters
Custom Field Name (1)15 CharactersName of the custom field.
Custom Field Value (1)31 CharactersValue of the custom field.
Custom Field Name (2)15 CharactersName of the custom field.
Custom Field Value (2)31 CharactersValue of the custom field.
Custom Field Name (3)15 CharactersName of the custom field.
Custom Field Value (3)31 CharactersValue of the custom field.
Currency Code
CharactersReference 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 by Currency Code field.

Possible Failures & Troubleshooting Tips


Image result for errorThe currency of the transaction is invalid for customer / vendor / account.

The given Currency is different than the default currency of the Customer. Please refer the Customer's Currency in QuickBooks and update the same currency in Currency Field.


Image result for errorDuplicate Document Number Error : You must specify a different number. This number has already been used.

There is an another invoice has the same reference number. Please use the another reference number.

You have disabled "Assign the Estimate / Invoice / Journal Entry / Sales Receipt Numbers automatically" in Import Settings. By enabling this feature,QuickBooks will automatically assign numbers.


Image result for errorAmount is not equal to Unit Price * Qty supplied value.

The given Quantity & Rate is not equal to given Amount. Please verify those fields.


Image result for errorYou can’t set both an amount and a discount percentage if the amount is not the sum of the discount percentage and the subtotal.

You have given the Discount in Percentage & Real Value. Please use one of the value.


Image result for errorNo matching reference found for this account.

Please provide valid account name in "Discount Account" field.


Image result for errorEmail Address does not conform to the syntax rules of RFC 822.

Kindly verify the given email address format. It should be in xxxx@xx.xx format.


Image result for errorAmount is missing in the request.

The Line Item amount is missing for the particular line item.


Image result for errorPlease check in QuickBooks company settings if the appropriate preferences are enabled for the successful upload of current data set. E.g:Shipping, Multi-Currency, etc.

If you have provided Shipping Address or Currency, then please make sure you have enabled Shipping & Multi-Currency feature in QuickBooks Online.


Image result for errorPlease select a tax code for the shipping line.

Kindly provide the valid tax code in Shipping tax Code Field.


Image result for errorNo matching reference found for this customer.

There is no match found for given Customer Name. 

Please enable "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.


Image result for errorTransaction amount (Sum of line amounts) must be 0 or greater.

Please provide a valid (Non Negative) amount in Line Item Amount Field.


Image result for errorThe discount amount must be non-negative.

Please provide a valid (Non Negative) amount in Line Item Amount Field.


Please find the Sales Receipts template attached here for your reference:

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