How to import Sales Receipt in QuickBooks Desktop

Connect QuickBooks Desktop and Business Importer Desktop applications:

Step 1:

Select your file (.xslx, .csv) containing Sales Receipt. You can set up the sheet with the help of the Business Importer Desktop excel sample file, which was saved on your desktop when you installed the application.

* If you need to join several lines to one Sales Receipt, please specify the same RefNumber/DocNumber in the lines on import file. The app will join all the lines with equivalent RefNumber/DocNumber to one transaction.

Step 2:

Select the appropriate sheet for the import and coinciding QuickBooks transaction from the application dropdown list.

Step 3:

Edit application settings, if needed. (For example, in settings you can apply ***Reference Number* *from import file to transaction*** (tab General), products (Product tab), Vendors or Customers auto creation (Vendor/Customer tab)). Save the changes and click Next.

Step 4:

To set up the mapping, connect your import file labels to QuickBooks Desktop labels. You can save your Mapping to use it in subsequent imports, or upload previously saved import mapping. You can also set default values to the fields, and they will be applied to all lines of your transaction.

Note: The fields marked red are required, they are needed for the import to go through.

Step 5:

Preview the Bill information you are importing into QuickBooks Desktop. Make sure all labels are mapped in a correct way. You can make changes right in the preview table, if needed. Click Start Import.

Note: If you have changed information in your import file after you uploaded it to the application, you need to start your import again and upload the file with changes saved one more time.

Import Results

Possible variants of the result:

Results in QuickBooks company

Sales Receipt mapping fields:

Business Importer Name	Description	Example
Customer name	A Customer Name refers to one of the customers (or customer jobs) on the list.	Lilly Rose
Line: Item name	The name of the Item from Item list in your QuickBooks company	Coffee Beans
Billing address: City	The city of the address	Sun City
Billing address: Country	The country of the address	USA
Billing address: Line 1	The line of the address	Long Road street
Billing address: Line 2	The line of the address	4
Billing address: Line 3	The line of the address	124 apartment
Billing address: Note	In a BillAddress or ShipAddress aggregate, the Note field value is written at the bottom of the address in the form in which it appears, such as the invoice form.	Any address note
Billing address: State	The state of the address	Florida
Billing address: Postal code	The postal code of the address	123456
Check number	The check number of a check that a QuickBooks user writes or receives from someone else.	Ch-001
Class name	Classes can be used to separate transactions into meaningful categories. (For example, transactions could be classified according to department, business location, or type of work.) In QuickBooks, class tracking is off by default. A Class Name refers to one of these named classes.	Clothing
Currency	The currency of the transaction	USD
Customer message	A standard message. A customer message can be included at the bottom of a form	Thank you for your business
Deposit to account	Refers to the account where these funds will be (or have been) deposited. In a Receive Payment request, the default is Undeposited Funds if this is not included in the request.	Undeposited Funds
Discount amount	The amount of discount applied	10
Discount description	The discount description	To Florida customers only
Discount item name	The name of discount item from QuickBooks company	Florida customers Discount
Discount tax code	States will the discount of the line be taxable or not using TAX of NON values.	NON
Due date	Еhe due date of the transaction.	06.06.2018
Email later	If this is set to true, at runtime the customer referenced in this transaction will be checked for a valid email address. If there is no valid email address, the request will fail. If there is a valid email address currently in QuickBooks for the customer, and the request succeeds, the transaction will be added to QuickBook’s list of forms to be emailed, possibly in a batch. Notice that setting this field to true does not actually perform the emailing. Only the QuickBooks user can do that from within QuickBooks.	True
Exchange rate	The exchange rate is the market price for which this currency can be exchanged for the currency used by the QuickBooks company file as the “home” currency. The exchange rate should be considered a snapshot of the rates in effect at the AsOfDate. You can update the exchange rate using the exchange rate property when you add a transaction. However, you need to obtain and supply the exchange rate. If you are using USD (United States Dollars) as the home currency and are connected to the Internet, you can download the current exchange rates for all active currencies automatically in the QuickBooks UI by selecting Lists->Currency->Activities->Download latest exchange rates.	1,34
FOB	QuickBooks uses the term FOB, freight on board, to indicate the place from which the product is shipped. The FOB has no accounting implications	Florida
Line: Amount	A monetary amount.	200
Line: Class name	Item Classes can be used to separate transactions into meaningful categories. (For example, transactions could be classified according to department, business location, or type of work.) In QuickBooks, class tracking is off by default.	Clothing
Line: Description	Description text line.	A very good product.
Line: Inventory bin	The inventory bin	Second Bin.
Line: Inventory site	Еhe inventory site name.	Sun Town
Line: Other 1	Other 1 is standard QuickBooks custom field available to transactions. The Other field is a transaction-level field, like the FOB field, PO Number field, and so forth.	Information
Line: Other 2	Other 2 is standard QuickBooks custom field available to transactions. The Other field is a transaction-level field, like the FOB field, PO Number field, and so forth.	Information
Line: Price	The price of the product	210
Line: Quantity	If an item line add on a transaction request specifies Quantity and Amount but not Rate, QuickBooks will use Quantity and Amount to calculate Rate. Likewise, if a request specifies Quantity and Rate but not Amount, QuickBooks will calculate the Amount. If a transaction add request includes a reference to an ItemDiscount item, do not include a Quantity element as well, or you will get an error.	20
Line: Serial/Lot number	The serial/lot number of the asset.	755682376
Line: Service date
Line: Tax code	The field specifies will the line be taxable or not using TAX of NON values.	TAX
Line: U/M	In a transaction line item, the name of the unit of measure selected from within the item’s available units. If the company file is enabled only for single unit of measure per item, this must be the base unit!	kg
Mark as pending	If IsPending is set to true, the sales receipt has not been completed. Pending sales might include unpaid orders, estimates, tracked hours that have not yet been billed, or sales of back-ordered items.	True
Memo	Message that appears in reports, but not on the sales receipt	Thanks for your work.
Other	Other is standard QuickBooks custom field available to transactions. The Other field is a transaction-level field, like the FOB field, PO Number field, and so forth. This field appears only once for the transaction: you can write to it and modify it.	Any text line
Payment method name	A customer’s payment method, for example, cash, check, or Master Card. A PaymentMethodRef aggregate refers to an item on the PaymentMethod list.	Cash
Print later	If IsToBePrinted is set to true, this transaction is on a list of forms to be printed later. The user can then choose to print all these forms at once. Notice that setting this field to true does not actually perform the printing. Only the QuickBooks user can do that from within QuickBooks. Setting this field to false does not prevent the QuickBooks user from printing the transaction later. It simply results in the transaction NOT being placed in the list of transactions to be printed.	True
Sales Receipt number	Doc number of the transaction	SR-001
Sales rep	A sales representative must be on the Employee, Vendor, or Other Names list within QuickBooks. Sales representative’s names and initials appear on the Rep drop-down list on QuickBooks sales forms. A Sales Rep refers to a person on the Sales Representatives list.	Janice Johnson
Shipping date	The date the goods were shipped.	05.05.2018
Shipping address: City	The city of the address	Sun City
Shipping address: Country	The country of the address	USA
Shipping address: Line 1	The line of the address	Long Road street
Shipping address: Line 2	The line of the address	4
Shipping address: Line 3	The line of the address	124 apartment
Shipping address: Note	In a BillAddress or ShipAddress aggregate, the Note field value is written at the bottom of the address in the form in which it appears, such as the invoice form.	Any address note
Shipping address: State	The state of the address	Florida
Shipping address: Postal code	The postal code of the address	123456
Shipping method name	A shipping method, for example, standard mail or overnight delivery. A ShipMethodRef aggregate refers to an item on the Shipping Method list.	mail
Shipping amount	The amount if shipping	20
Shipping Sales Tax Code	If the line should be taxable use TAX value for the field, if not use NON value.	TAX
Shipping item name	The name on shipping item of the transaction.	Shipping
Tax item	The Name of Sales Tax from your QuickBooks company.	USA ST
Tax Item2	The Name of Sales Tax from your QuickBooks company.	Florida ST
Tax Item3	The Name of Sales Tax from your QuickBooks company.	Sun Town ST
Template name	Template element refers to one of the templates from QuickBooks company.	SR Template
Transaction date	The date of the sales receipt.	05.05.2018
Update Sales Receipt	Set true value if you want to update existing Sales Receipt or false value if you do not want to do that.	True

Most common errors during Sales Receipt Import:

Problem	Error	Solution	Correct example
You have specified the same tax in both columns	There is an invalid reference to QuickBooks Item “San Tomas” in the SalesReceipt line. QuickBooks error message: You cannot use the same tax item in both the line items and the txn tax.	Check your tax values, one of them could be in a group of tax, specify different tax names in the cells.	Tan Tomas Florida ST
The customer name specified cannot be found in your QuickBooks Company	Customer with name ‘John Doe’ not found in your company. QuickBooks error message: Invalid argument. The specified record does not exist in the list.	Specify the existing Customer Name or enable Customer/Vendor auto creation function in Business Importer Settings	Janice Johnson
The rate is not specified in the import file.	There was an error when converting the price “null” in the field “Rate”.	Please check your import file and specify the rate for each line of the transaction	1.24
You specified the name of the tax where the tax code should be specified.	SalesTaxCode with name ‘MyTax’ not found in your company.	Please Specify TAX or NON in that field.	TAX
Account for the transaction was not specified in the file.	There is an invalid reference to QuickBooks Account “null” in the Items.	Please check your import file and specify the account for transaction in each line of your import file, you can also enable account auto creation function in the Business Importer Settings.	Undeposited funds.

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How to Import Sales Receipt in QuickBooks Desktop