Transaction Pro Blog

Supercharge your QuickBooks Online Imports with Transaction Pro Importer Options

Data Upload

Did you know that there are currently 19 options available on imports to QuickBooks Online using Transaction Pro Importer? Below we will discuss some reasons why you might want to consider implementing these options on your QuickBooks Online imports.

You can access all the options on the Preview and Import page.  Look for the COG Wheel at the upper right of the Transactions to Import data grid.

Transaction Pro Importer Options


When you select the options button you will see a screen displaying all the available options.  Check the box next to those options that you wish to use and the select the save changes button at the bottom left.  These options will be saved/retained for all your future imports.

Save Options

So why would I need to select any of these options?

Enable Account Numbers on Transactions

By default Transaction Pro Importer assumes that you are using account names on any transactions that use general ledger accounts. If your import file contains account numbers include the lowest sub-account number only in your import file and be sure to select this option.

Below is an example of where to find the account number field in QuickBooks Online.

QBO Account Number


Let QuickBooks Auto-Assign Transaction Numbers

If you do not wish to use the transaction numbers that are in your import file but prefer to let QuickBooks Online use the next number in your QuickBooks Online company file you would select this option.  This feature is available on the following transaction types:

  • Credit Memos
  • Estimates
  • Invoices
  • Journal Entries (Note: This is not supported  in Intuit’s API read more here)
  • Purchase Orders
  • Sales Receipts

Do not automatically add new list items to QuickBooks Online

Transaction Pro Importer by default will create new list items like customer, vendors, products of services etc. when you are importing transactions if they do not already exist in QuickBooks Online. However, if you are importing data from another system that may have some issues with list data not being correct you might want to consider trying this option.

This option is available on the following lists:

  • Accounts
  • Classes
  • Customers
  • Items (Products and Services)
  • Locations
  • Sales Terms
  • Payment Methods
  • Vendors

Any questions on how this works take a look at this prior blog post.

Cross Reference for Customers and Vendors

In QuickBooks Online Customer and Vendors are organized by Name. Other databases or services that you may use may use an account number instead of a Name. Additionally, there might be formatting differences between the other system and QuickBooks Online as to how names are formatted so they are not an exact match.

By default Transaction Pro Importer will look for a matching name in the Display Name as field on the customer or vendor when importing sales or purchase transactions. However you can change this so that Transaction Pro Importer looks for a match in the following fields instead:

Customer – Exemption Details (field was previously called Resale Id) which can be found on the customer on the tab labeled Tax info

Vendor – Account no.

Any questions on how this works take a look at this prior blog post.

Express date format in dd/mm/yy

By default Transaction Pro Importer assumes your date is in Month/Day/Year format. However, if the dates in your import file are formatted in Day/Month/Year format you should select this option so your dates are properly created in QuickBooks Online.

We hope this post is helpful and that you will start exploring all the Transaction Pro Importer options. If you currently use any of these options please let us know how you are using them in the comments below.