The “Do Not Add” options in Transaction Pro Importer can be handy and powerful. It gives you control over your list items and helps to maintain clean, streamlined lists in QuickBooks. It also prevents misspellings, variations, or wrong list items from being created without your knowledge.
List items include Accounts, Customers, Items, and Vendors, among others. To match the current list items in QuickBooks, the name in the import file must match QuickBooks exactly: spelling, punctuation, spacing, and capitalization. If it doesn’t find a match while importing, the list item will be automatically created by default.
However, if you don’t want it created, Transaction Pro gives you the control to prevent list items from being automatically created with Import Options, which are the “Do Not Add” options available for both Transaction Pro Importer Desktop and Online.
Transaction Pro Importer for QuickBooks Desktop
Transaction Pro Desktop’s OPTIONS button is found on the first window of Importer and the “Do Not Add” options is found on the Basic tab. The “Do Not Add” options are available for Accounts, Customers, Employees, Items, and Vendors, depending on the transaction import type. These options are optional and can be used for one, two, or all the list item types that are part of your transaction import.
Simply click the box next to the “Do Not Add” option that you wish to use with your import and SAVE your options. During validation, Transaction Pro will verify if all the selected list items exist in QuickBooks before continuing with the import process. You will receive an error message to let you know if any list items were encountered that do not currently exist in QuickBooks.
Transaction Pro Importer for QuickBooks Online
Transaction Pro Online’s OPTIONS button is found on the final window of Importer along the top of the preview data section. The options are the same as Desktop except for Employees (not currently available) and also include a few additional ones: Locations, Classes, Sales Terms, and Payment Methods. These options are optional and can be used as you need them.
Select the option prior to importing and click the SAVE button at the bottom of the options screen before beginning your import. The list items are validated during the import process, and any transactions containing a list item that does not currently exist for the option selected will not import.
When a list item has had the “Do Not Add” option selected and one is found that does not exist currently in QuickBooks, you have several options:
- If the name is incorrect or misspelled, you can correct the list item in Transaction Pro for the import or in the import file. Please remember that if you correct the list item in the import file, you must reattach the updated file in order for Transaction Pro to recognize the change. You can also remove the transaction from the import to research later, if needed, before importing.
- If the name is correct, you can manually set up the list item in QuickBooks before continuing with the import. You can also return to the options in Transaction Pro and deselect the “Do Not Add” option, allowing the list item to automatically be created during import.
- Transaction Pro Online offers an additional option for handling a list item that does not currently exist in QuickBooks. When a list item is found to not exist, an additional button appears along the top of the preview data section called IMPORT MISSING ENTITIES. Click this button to display all list items that were not imported because they don’t exist in QuickBooks. Then select only the ones that you want to create and click the IMPORT ALL SELECTED ENTITIES button. Continue with your import by clicking the IMPORT button.
For more information, you can check out the Knowledge Base articles for Online or Desktop as well as the Online or Desktop YouTube videos. As always, if you have any questions or need assistance with these or other options, please email firstname.lastname@example.org