How to import Sales Receipts into QuickBooks Online with Business Importer

IMPORT

You can import into with Business Importer.

5 steps

To import Sales Receipts into QuickBooks Online (), 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 Sales Receipts into QuickBooks

*Important Notes for your Sales Receipts list:

EmailStatus – E-Mail status of the receipt. Valid values: NotSet, NeedToSend, EmailSent.

Deposit to account name – Asset account where the payment money is deposited. If you do not specify this account, payment is applied to the Undeposited Funds account.  Please, provide only Account name or account number.

PrintStatus – Valid values: NotSet, NeedToPrint, PrintComplete.

Update Sales Receipt – If true app will find Sales Receipt with same Sales Receipt number and will update. Read more about the function. 

 DocNumber – There are 2 options: 1. You can write your DocNumbers in your Excel file, or 2. Use our Number AutoGeneration function

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

import Sales Receipts into QuickBooks

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

 

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

How-to Guide – How to import Sales Receipts 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 Sales Receipt number Reference number for the transaction. INV-001
CustomerRef Customer name Required field. Name of customer. Please, provide its Display name, as soon as if it is different from the one you ment, invoice will be associated with another customer. Sonnenschein Family Store
BillAddr (ShipAddr) Billing address: Line 1 (Shipping address: Line 1) First line of the address.
Maximum of 500 chars.
12 Ocean Dr.
Billing address: Line 2 (Shipping address: Line 2) Second line of the address.
Maximum of 500 chars.
Billing address: Line 3 (Shipping address: Line 3) Third line of the address.
Maximum of 500 chars.
Billing address: City (Shipping address: City) City name.
Maximum of 255 chars.
Half Moon Bay
Billing address: Postal code (Shipping address: Postal code) Postal code (zip code for USA and Canada).
Maximum of 31 chars.
94213
Billing address: Country (Shipping address: Country) Country name.
Maximum of 255 chars.
US
Billing address: Region (Shipping address: Region) Region within a country (state name for USA, province name for Canada).
Maximum of 255 chars.
CA
BillEmail Bill e-mail Identifies the e-mail address where the invoice is sent.
If EmailStatus is NeedToSend, Billing e-mail is required. Maximum of 100 chars.
payments@intuit.com
EmailStatus E-mail status EMail status of the receipt.
Valid values: NotSet, NeedToSend, EmailSent
NeedToSend
CustomerMemo Customer memo User-entered message to the customer; this message is visible to end user on their transactions. Maximum of 1000 chars. Thank you for your business and have a great day!
DepartmentRef Location Location of the transaction, as defined using location tracking in QuickBooks Online. Please, provide only its name. Marketing Department
Update Sales Receipt If true app will find Sales Receipt with same Sales Receipt number and will update. true
Line Line: Amount The amount of the line item. 10
Line: Description Free form text description of the line item that appears in the printed record. Maximum of 4000 chars. Rock Fountain
Line: Item name Reference to an Item object. Please, provide only its name. Rock Fountain
Line: Quantity Number of items for the line. 2
Line: Service date Date when the service is performed. Default date format is dd/MM/yyyy. You can change it on Settings page. 09/05/2015
Line: Tax code name Reference to the TaxCodefor this item. Please, provide only its name. NON
Line: Unit price If used for unit price, the monetary value of the service or product, as expressed in the home currency. You can override the unit price of the subject item by supplying a new value. 14.99
Line: Class name Reference to the Class for the line item. Please, provide only its name. Fountain
Line: Discount amount Amount by which the amount due is reduced. 8.5
PrivateNote Private note User entered, organization-private note about the transaction. This note does not appear on the invoice to the customer. Maximum of 4000 chars. Summary for sample Sales Receipts.
ShipDate Ship date Date for delivery of goods or services. Default date format is dd/MM/yyyy. You can change it on Settings page. 09/01/2015
ShipMethodRef Shipping method name Reference to the ShipMethod associated with the transaction. Please, provide only its name. UPS
TrackingNum Tracking number Shipping provider’s tracking number for the delivery of the goods associated with the transaction. 1Z9999999999999999
DepositToAccountRef Deposit to account name Asset account where the payment money is deposited. If you do not specify this account, payment is applied to the Undeposited Funds account.
Please, provide only Account name or account number
Checking
PaymentMethodRef Payment method name Reference Id to the PaymentMethod.
Please, provide only its name.
Check
PaymentRefNum Payment ref number The reference number for the payment received. 10264

 

Check out the Sales Receipts import results

There are 5 types of import results.

errors

Errors in Sales Receipts import

The most common errors and ways to solve them.
There are 9 most common errors made by our clients when they import Sales Receipts 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
Invalid Currency code ERROR SalesReceipt SLR-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
Wrong Account  Account with Name = “name” is not found in your QuickBooks Online account (New Company). Please, create a new account in your QuickBooks Online account before import. Account Name
Wrong Print status  ERROR SalesReceipt SLR-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 E-mail status  Property Name:Can not construct instance of com.intuit.schema.finance.v3.EmailSt specified is unsupported or invalid. Valid values: NotSet, NeedToSend, EmailSent EmailSent
Wrong Amount  Amount is not equal to UnitPrice * Qty. Supplied value:8. The given Quantity & Rate is not equal to given Amount. Please verify those fields. Quantity * Rate = Amount
E-mail is incorrect.  Email Address does not conform to the syntax rules of RFC 822. Supplied value:http://www.intuit.com Verify the e-mail and change it to correct one. beryy@intuit.com
Warning: Product(Service) is not found in your QBO account. Product(Service) with Name = “Design” is not found in your QuickBooks Online account (New Company). Create a new product (service) in your QuickBooks Online account or use auto creation of products – read how to set it. Design
Tax name is incorrect TaxCode with Name = “tax” is not found in your QuickBooks Online account (New Company). Provide with correct tax name For US: TAX or NON

For non-US: ‘S 20%’ or other real name of your Tax Code

 

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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