You can set up and create a map file to import your transactions, such as invoices or journal entries to name a few, or your lists, such as price levels, customers, items etc, into QuickBooks Pro, Premier or Enterprise in a few quick minutes within Transaction Pro Importer for QuickBooks. If you do not already have a copy of our Transaction Pro Importer you can request a free trial here. If you are using QuickBooks Online you can access the Importer for QuickBooks Online here.
Below is a short video of the process. Be sure to watch the video in conjunction with the helpful tips that follow below the video in this blog post.
Below we will describe in more detail how to use all the features on the mapping screen.
The Transaction Pro Importer for QuickBooks mapping screen is comprised of three columns:
QuickBooks Fields: These are all the fields available on that particular transaction or list import.
FAQ 1: Why are fields highlighted in red? These are the minimum required fields that are required on this QuickBooks transaction or list. You need to have data mapped on every row of your import file.
FAQ 2: Some common question we receive are can I map an import file column to more than one QuickBooks field? Yes you can map the same column to as many QuickBooks fields as you wish.
FAQ 3: What if I do not see all the fields that I wish to map to in this column? If you are using custom fields on your transactions or lists be sure to turn on the custom field option within Transaction Pro Importer. Read more here.
FAQ 4: What if I need more information on where these fields reside in QuickBooks? You can review our data dictionaries here.
Import File Columns: These are the field descriptors that are on the first row of your import file. Select the column that you wish to match to the QuickBooks fields from the drop down at the right of this column.
FAQ 1: What if I do not have a header row? If you do not have a header row you will see Field1, Field2 etc in the drop down list. Field1 is the first column in your import file on the left.
FAQ 2: What if I do not have a column in my import file that has data for the QuickBooks fields that I wish to use? You should consider using the Static Value/Formula Column. Read more next.
Static Value/Formula Column: Use this field to provide a default value on every line of the import file OR provide a simple formula OR you can combine multiple fields into one field in this column. Read more here.
FAQ 1: What sorts of formulas are supported? One operator formulas are supported (eg addition, subtraction, multiplication or division) OR you can combine fields.
FAQ 2: Where do I find the syntax of the formulas? Press F1 while Transaction Pro Importer is open and select the Mapping Fields section on the left.
What do all the other buttons do outside of the mapping grid? Use the red numbers below with the description below the image.
Point 1 – Mapping Screen: At the top of the screen in red is where the map file that you created is saved. I would suggest creating a copy of this map file somewhere else in case you need to reload it.
Point 2 – Field Match button: If your import file used the same column headers that are listed in the first column, QuickBooks Fields, then you can select this button to automatically create the mapping for your.
Point 3- Load Map button: You can select this button to navigate to load a map file that you have already created. By default Transaction Pro Importer will pull up the last map used on the last import for this particular transaction type. This can be helpful if you have different types of import files. Lets say you generate orders on PayPal and Stripe and each of these files has a different header row you could then have multiple maps and browse for the map file that you wish to use for each different type of import file.
Point 4 – Save As button: This is where you tell Transaction Pro Importer where you wish that the map file should be saved.
Point 5: Next button: When you are done with the mapping select the next button to advance to the next screen. Please note that when you select the next button Transaction Pro Importer will resave the map with any changes that you have made.
I hope this helps explain how easy the mapping is to create within Transaction Pro Importer for QuickBooks. If you have any questions please comment below or reach out to the Transaction Pro team.