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Transaction Pro Blog

Top 5 Errors to Avoid with Transaction Pro for QuickBooks Desktop

Whether you’re using Transaction Pro Importer, Exporter, Deleter or all three, here’s some helpful tips on the top Transaction Pro errors to avoid with each tool. Increase you efficiency with QuickBooks Desktop and get the job done quicker when you eliminate these errors from your daily routine.

IMPORTER:

  1. On the second window of Transaction Pro Importer, if your import file contains column headers, be sure to check the box in the lower left-hand corner for FILE HAS FIELD NAMES IN FIRST ROW.
  2. All names of list items (Customers, Vendors, Employees, Items, or Other Names) must appear in your import file exactly the same as they appear in their respective QuickBooks lists (spelling, capitalization, spacing, punctuation, etc.).
  3. If you select to have QuickBooks auto-assign your transaction number, a data column must still be mapped to the REFNUMBER field that contains a unique identifier so that TPI will know which detail rows belong together on the same transaction.
  4. When importing Invoices, Sales Receipt, Bills, or Checks, if you import an Inventory Item type, you must specify a quantity or QuickBooks assumes a quantity of zero. If your import file does not contain a quantity, you can hard code a value of 1 for the Quantity field under the STATIC VALUE column.
  5. When importing Journal Entries, if you import debits and credits as separate columns, the amounts in both must be positive numbers, and a debit and credit cannot import on the same line. If you import debits and credits as a single column (option available on the Advanced Tab under OPTIONS), then debits must be positive numbers and credits must be negative numbers.

EXPORTER:

  1. When exporting list items (Customers, Vendors, Employees, Other Names, or Items), it’s generally best to use the NAME option for the search filter. To select the entire list of names, leave the FROM field blank and enter ZZZZ in the TO field.
  2. When exporting transactions, if you want to include all the details, be sure that the SUPPRESS TRANSACTION LINES is not checked so that the export will include everything.
  3. When exporting Bills or Invoices, be sure to select the appropriate PAID STATUS that you wish to export. The options are PAID, UNPAID, or ALL.
  4. When exporting Customers or transactions that contain Customers, if you want to also have the Customer Account Number export with the transaction, click on the OPTIONS tab at the top and select INCLUDE CUSTOMER ACCT NO.
  5. The export types Journal Report, Invoice with Payments, Payroll Detail Report, and Transaction Detail Report are provided as a convenience for customers who need this information. However, these reports are not useful when migrating data from one QuickBooks file to another.

DELETER:

  1. As a precaution, ALWAYS make a backup of your QuickBooks company before deleting any data.
  2. Once you retrieve the list or transaction data, remove any data rows that you don’t want to delete by highlighting the rows and clicking DELETE ROWS. Any data displaying in the application when you click DELETE TXNS will be deleted.
  3. When deleting, you must delete data in the opposite direction as you would enter it. For example, if you want to delete an Invoice, you must first delete the Deposit and Receive Payment transactions (in that order) that are tied to the Invoice before you can delete the Invoice. Please read our Knowledge Base article on Suggested Order to Delete.
  4. When deleting transactions, the date range refers to the actual date of the transactions, not the date that it was entered or modified. When deleting list items (Customer, Vendors, Employees, Items, or Other Names), the data range refers to the last date that the list item was modified in QuickBooks.
  5. When deleting Customers or Vendors, you can sort by the IS ACTIVE column if you only wish to delete INACTIVE names. Once data is retrieved, any column can be sorted by clicking on the column header.