How to import Cash Purchases into QuickBooks Online with Business Importer

expenses

You can import  into with Business Importer.

Import Cash Purchases into QuickBooks in 5 steps

To import Cash Purchases, please, follow 5 simple steps:
1. Sign in to Business Importer and connect it to QuickBooks.
2. Go to Import tab. Upload your Excel file or paste the DropBox or Google.Drive link. Click on the Next button.

import Cash Purchases into QuickBooks

*Important Notes for your Cash Purchases list:

Bank Account – Bank account Required. If new, create an account in your account.

Line: Account – if  this is a new Account in your QBO, create a new Expense account in your QBO account before starting import.

PrintStatus – Valid values: NotSet, NeedToPrint, PrintComplete.

Line: Billable status – Valid values: Billable, NotBillable, HasBeenBilled.

Auto creation of Entity and Type – Entity and Type will be created automatically if you don’t have them in Excel. If you don’t specify the type, automatically will be assigned the following values: Customer, Vendor or Employee.

3. Choose the list in your Excel, which contains Cash Purchases you want to import into QuickBooks. Click on the Next button.
4. Select Company (you want to import to) and Entity (Expense), and connect Provider’s labels to Your Labels. Press the Next button.

import Cash Purchases into QuickBooks

5. Review if the information is entered correctly and click on the Next button.

import Cash Purchases into QuickBooks

Your import is in process. Don’t wait until it’s done – you will be notified by e-mail.
See your Cash Purchases import result in your e-mail or in Scheduled import tab.

How-to Guide – How to import Cash Purchases into QuickBooks online

Here is a small How-to guide that will help you to prepare your Excel properly and create correct mapping:

QuickBooks Field Business Importer Name Description Example
DocNumber Reference number Reference number for the transaction. PUR-001
Bank Account Required. Cash Purchase should have bank account.Account name or number
TxnDate Txn date The date entered by the user when this transaction occurred. Default date format is dd/MM/yyyy. You can change it on Settings page. 09/20/2015
TxnSource Txn source Used internally to specify originating source of a credit card transaction.
PrivateNote Private note User entered, organization-private note about the transaction.
DepartmentRef Location Location of the transaction, as defined using location tracking in QuickBooks Online. Please, provide only its name.
TxnTaxDetail.TotalTax Total tax Total tax for the transaction. 1524.02
AccountRef Bank Account Required. Specifies the account name. Should have bank account. Please, provide only its name or number. Checking
PaymentType Payment method Expense Type can be Cash, Check, or CreditCard Check
EntityRef.type Type Specifies the party type with whom an expense is associated. Can be Customer, Vendor, Employee. Customer
EntityRef.name Name Specifies the party with whom an expense is associated. Please, provide only its name. Cool Cars
TxnSource Txn source Used internally to specify originating source of a credit card transaction.
GlobalTaxCalculation Global tax calculation Method in which tax is applied. Allowed values are: TaxExcluded, TaxInclusive, and NotApplicable. TaxExcluded
Update Cash Purchase If true app will find Cash Purchase with same Reference number and will update. true
Line Line: Description Free form text description of the line item that appears in the printed record. Maximum of 4000 characters.
Line: Amount The amount of the line item. 1234.50
Line: Customer Name of the Customer associated with the expense. Please, provide only its name.
Line: Class Reference to the Class associated with the expense. Please, provide only its name.
Line: Account Name of the Expense account associated with the service/non-sellable-item billing. Please, provide only its name or number.
Line: Billable status The billable status of the expense. Valid values: Billable, NotBillable, HasBeenBilled Billable
Line: Tax code The TaxCodeassociated with the sales tax for the expense. Please, provide only its name.
Line: Tax amount Sales tax paid as part of the expense. 1251.02

 

Check out the Cash Purchases results

There are 5 types of import results.

errors

Errors in Cash Purchases import

The most common errors and ways to solve them.
There are 7 most common errors made by our clients when they import Cash Purchases into QuickBooks online. To prevent this happening, we have reviewed all of them and given solutions below.

Problem Error occurs Solution Correct example
Wrong date format is used. WARNING Error parsing date 01-14-2015. : Expected format currently MM/dd/yyyy, but you can change it on your profile page. Change date format to MM/dd/yyyy. 01/14/2015
You haven’t got an account (Bank Account) with this name in your QuickBooks Online account. ERROR Purchase CPU-001: CP: Account with Name = “BI Bank” is not found in your QuickBooks Online account (‘s Company). Create a Bank Account with this name in your QBO. Southside-bank Of America
You haven’t got an account (Expense account ) with this name in your QuickBooks Online account. Account with Name = “Meals and Entertainment” is not found in your QuickBooks Online account (‘s Company).Purchase CPU-001 Create an Expense Account with this name in your QBO account. Meals and Entertainment
You have errors in mapping Required parameter Line.AccountBasedExpenseLineDetail.AccountRef: is missing in the request. Please, revise your mapping one more time. Line.AccountBasedExpenseLineDetail.AccountRef = Line: Account (Expense account)
Invalid Currency code ERROR Purchase CPU-001: Invalid or Unsupported currency type supplied. Supplied value:US. Specify Currency code (CurrencyRef) . Choose letters according to ISO 4217. For example, USD, EUR, CAD, GBP. USD
Duplicated number of Check ERROR Purchase CPU-001: Duplicate Document Number Error You must specify a different number. This number has already been used. Please, write a new number of Cash Expense.

Or
Configure autoincrement number in your settings. Read how to do it.

PUR-021
Wrong Print status  ERROR Purchase CPU-001: Property Name:Can not construct instance of com.intuit.schema.finance.v3.PrintSt specified is unsupported or invalid. Valid values: NotSet, NeedToPrint, PrintComplete. NeedToPrint
Wrong Billable status ERROR Purchase CPU-001: Property Name:Can not construct instance of com.intuit.schema.finance.v3.BillableSt specified is unsupported or invalid. The billable status of the expense. Valid values: Billable, NotBillable, HasBeenBilled Billable

Remember, that any question you can address us. We will be glad to help you!
Just leave us a message, call us on (302) 261-3644 or write to support@cloudbusinessltd.com.

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