How to import Credit Card Charges into QuickBooks Online

Using Business Importer, you can easily and fast import Credit Card Charges into QuickBooks Online.

How to import Credit Card Charges into QuickBooks Online: 5 steps

To import Credit Card Charges into QuickBooks Online, please, follow 5 simple steps:
1. Sign in to Business Importer and connect it to QuickBooks.
2. Go to Import tab. Upload your Excel file or paste the DropBox or Google.Drive link. Click on the Next button.

*Important Notes for your Credit Card Charges lists:

CC account – please, provide a valid Credit Card account. Or create a new one in your QuickiBooks Online account. You can use our accounts autocreation function – read how to create accounts automatically in QuickBooks Online during transactions import.

Line: Account  – please, provide a valid Expense account, or create a new one in your QuickBooks Online account. You can use our accounts autocreation function – read how to create accounts automatically during transactions import.

DocNumber (Credit card Charges Reference number)– There are 2 options: 1. You can write your DocNumbers in your Excel file, or 2. Use our Number AutoGeneration function.

Credit – If false—it represents a charge. If true—it represents a refund.

Global tax calculation Method  – represents a method in which tax is applied. Allowed values are: TaxExcluded, TaxInclusive, and NotApplicable.

Line: Billable status – The billable status of the expense. Valid values: Billable, NotBillable, HasBeenBilled.

 

3. Choose the list in your Excel, which contains Credit Card Charges you want to import into QuickBooks Online. Click on the Next button.
4. Select Company (you want to import to) and Entity (Credit Card Charge), and connect Provider’s labels to Your Labels. Press the Next button.

5. Review if the information is entered correctly and click on the Next button.

Your import is in process. Don’t wait until it’s done – you will be notified by e-mail.
See your Credit Card Charges import result in your e-mail or in Scheduled import tab.

How-to Guide – How to import Credit Card Charges into QuickBooks online

Here is a small How-to guide that will help you to prepare your Excel properly and create correct mapping:

QuickBooks Field	Business Importer Name	Description	Example
DocNumber	Reference number	Reference number for the transaction.	PUR-001
TxnDate	Transaction date	The date entered by the user when this transaction occurred. Default date format is dd-MM-yyyy. You can change it on Settings page.	09/20/2015
PrivateNote	Private note	User entered, organization-private note about the transaction.
DepartmentRef	Location	Location of the transaction, as defined using location tracking in QuickBooks Online. Please, provide only its name.
TxnTaxDetail.TotalTax	Total tax	Total tax for the transaction.	1524.02
AccountRef	CC account	Required. Specifies the account name or number. Check should have bank account, CreditCard should specify credit card account. Please, provide only its name.	Checking
EntityRef.type	Type	Specifies the party type with whom an expense is associated. Can be Customer, Vendor, Employee.	Customer
EntityRef.name	Name	Specifies the party with whom an expense is associated. Please, provide only its name.	Cool Cars
Credit	Credit	If false—it represents a charge. If true—it represents a refund.	false
	Payment method	Name of Payment method
TxnSource	Txn source	Used internally to specify originating source of a credit card transaction.
GlobalTaxCalculation	Global tax calculation	Method in which tax is applied. Allowed values are: TaxExcluded, TaxInclusive, and NotApplicable.	TaxExcluded
	Update Credit Card Charge	If true app will find Credit Card Charge with same Reference number and will update.	true
Line	Line: Description	Free form text description of the line item that appears in the printed record. Maximum of 4000 characters.
	Line: Amount	The amount of the line item.	1234.50
	Line: Customer	Name of the Customer associated with the expense. Please, provide only its name.
	Line: Class	Reference to the Class associated with the expense. Please, provide only its name.
	Line: Account	Name of the Expense account associated with the service/non-sellable-item billing. Please, provide only its name or number.
	Line: Billable status	The billable status of the expense. Valid values: Billable, NotBillable, HasBeenBilled	Billable
	Line: Tax code	The TaxCodeassociated with the sales tax for the expense. Please, provide only its name.
	Line: Tax amount	Sales tax paid as part of the expense.	1251.02
	Line: Markup percent	Markup amount expressed as a percent of charges already entered in the current transaction.	10
TransactionLocationType	Transaction Location Type	For France only. The account location. Valid values include:WithinFrance(default) FranceOverseas OutsideFranceWithEU OutsideEU	FranceOverseas

Check out the Credit Card Charges import results

There are 5 types of import results.

Errors in the Credit Card Charges import

The most common errors and the ways to solve them.
There are 6 the most common errors made by our clients when they import Credit Card Charges into QuickBooks online. To prevent this happening, we have reviewed all of them and given solutions below.

Problem	Error occurs	Solution	Correct example
Wrong date format is used.	WARNING Error parsing date 01-14-2015: Expected format currently MM/dd/yyyy, but you can change it on your profile page.	Change date format to MM/dd/yyyy.	01/14/2015
Account with given name is not found in QuickBooks Online.	ERROR Purchase 1: Account with Name = “Fountain and Garden Lighting” is not found in your QuickBooks Online account (Company first).	Create a new account in QuickBooks Online, or use our accounts autocreation function.	New account.
No cutomers with such name in your QuickBooks Online account.	ERROR Purchase 1:  Customer with DisplayName = “Cool Cars” is not found in your QuickBooks Online account (Company first).	Please, create customers in your QuickBooks Online account. Or use our Customers autocreation function.	New Customer.
Wrong account type is used.	ERROR Purchase 1:  Invalid account type: You need to select a different type of account for this transaction.	Please, provide a valid Credit Card account for the line CC account and a valid Expense account for the line Line: Account.	New account 1 New account 2
Invalid Billable status.	ERROR Purchase 1: Property Name:Can not construct instance of com.intuit.schema.finance.v3.BillableSt specified is unsupported or invalid.	The billable status of the expense. Valid values: Billable, NotBillable, HasBeenBilled	Billable
Invalid Currency code	ERROR Purchase 1: Invalid or Unsupported currency type supplied. Supplied value:US.	Specify Currency code (CurrencyRef) . Choose letters according to ISO 4217. For example, USD, EUR, CAD, GBP.	USD

Remember, that any question you can address us. We will be glad to help you!
Just leave us a message, call us on (469) 629-7891 or write to support@cloudbusinesshq.com.