Using Business Importer, you can easily and fast import Payments to QuickBooks Online.

How to import Payments to QuickBooks Online: 5 steps

Video Guide: Import Payments into QuickBooks Online using Business Importer

To import Payments 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 Payments spreadsheets:

Customer – the name of the Customer, with whom the Payment is associated.

Txn type – Expense, Check, CreditCardCredit, JournalEntry, CreditMemo or Invoice.

Txn ID – the DocNumber of the type of Transaction (Txn type). Use the Document number or Transaction ID*, related to the Customer.

*Transaction ID – an unique number for each Document or Transaction. You can check Transaction ID in the link of each document. Open an invoice in QuickBooks Online account and check the link in your browser.  Example: https://qbo.intuit.com/app/invoice?txnId=170. Transaction ID is 170.

Payment method – choose Cash, Check, Credit Card.

Deposit to account – an account name where Payments funds are deposited.

Payment number – use this number for multilined Payments (assign the same Payment number to each line). Optional. Use in case of multilined Payments.

PaymentRef number – DocNumber of the Payment. Unique for each document.

if Txn type is Invoice – 

Total amount = Amount (Invoice 1) + Amount (Invoice 2)

if Txn type is CreditMemo –

Total amount = Amount (Invoice) – Amount  (CreditMemo)

 

3. Choose the list in your Excel, which contains Payments you want to import into QuickBooks Online. Click on the Next button.
4. Select Company (you want to import to) and Entity (Payments), 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 Payments import result in your e-mail or in Scheduled import tab. Or check it out at your QuickBooks Online account.

How-to Guide – How to import Payments to 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	Payment number	Reference number for the Payment.	PAY-001
TxnDate	Payment 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
CustomerRef	Customer	Name of a Customer or job. Please, provide only its name.	Cool Cars
PaymentMethodRef	Payment method	Name of PaymentMethod. Please, provide only its name.	Cash, Check, Credit Card
DepositToAccountRef	Deposit to account	Optional asset account specification to designate the account the payment money needs to be deposited to. Please, provide only its name or number.
TotalAmt	Total amount	Indicates the total amount of the transaction. This includes the total of all the charges, allowances, and taxes.	1342.50
PaymentRefNum	Payment Ref Number	The reference number for the payment received. For example, Check # for a check, envelope # for a cash donation.
ARAccountRef	Receivable Account name	Reference to the accounts receivable account associated with the transaction. Please, provide only its name or number.
PrivateNote	Private note	User entered, organization-private note about the transaction.
CurrencyRef	Currency	A three letter string representing the ISO 4217 code for the currency.	USD
ExchangeRate	Exchange Rate	Specify it in case Transfer is done not in your home currency.	1.23
Line.Amount	Amount	The amount of the line item.	1352.50
Line.TxnId	Txn ID	Transaction Id or Reference Number of the related transaction	59
Line.TxnType	Txn type	Transaction type. Valid values are Expense, Check, CreditCardCredit, JournalEntry, CreditMemo or Invoice.	invoice
TransactionLocationType	Transaction Location Type	For France only. The account location. Valid values include:WithinFrance(default) FranceOverseas OutsideFranceWithEU OutsideEU	FranceOverseas

Check out the Payments import results

There are 5 types of import results.

Errors in the Payments import

The most common errors and the ways to solve them.
There are 5 the most common errors made by our clients when they import Payments 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
Wrong transaction ID for the Payment	ERROR Payment from Cool Cars 4 : invoice with DocNumber = “69” is not found in your QuickBooks Online account (Company first).	Please, provide an existing document number for the Payment, depending on the Customer name indicated (for Invoice – invoice number, Credit memo – Credit memo)	INV-013
Wrong Total amount	ERROR Payment from Janice Johnson : Business Validation Error: The Amount Received (plus credits) can’t be less than the selected charges.	if Txn type is Invoice – Total amount = Amount (Invoice 1) + Amount (Invoice 2) 155.00+55.00=210.00	210.00
Wrong Total amount	ERROR Payment from Janice Johnson : Business Validation Error: The Amount Received (plus credits) can’t be less than the selected charges.	if Txn type is CreditMemo – Total amount = Amount (Invoice) – Amount (CreditMemo) 155.00-55.00=100.00	100.00
Invalid Txn ID	ERROR Payment from Leonard Walker Inc : TxnID Cannot Be Linked 112.	There is no such Transaction with indicated ID associated with the Customer name.	INV-021
Invalid Currency code	ERROR Payment 20: 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

 

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