How to import Purchase Orders into QuickBooks Online with Business Importer

PO picture

You can import Purchase orders into QuickBooks Online with Business Importer.

Purchase Orders import into QuickBooks Online: 5 steps

To import Purchase Orders into QuickBooks Online (QBO), 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.

*Important Notes for your Purchase Orders list:

AP account – Many/most small businesses have a single AP account, so the account can be implied. Accounts Payable (A/P), by default.

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

PO status – Valid values are: Open, Closed. 

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

 Multi-Lined Purchase Orders  – You can easily import multilined Purchase Orders into QuickBooks Online, using Business Importer. Read how to do it.

 Products Autocreation and Accounts Autocreation functions  – Enable these functions in your Business Importer account. Read how to autocreate products and autocreate accounts in your QBO.

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

import Purchase orders 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 Purchase Orders import result in your e-mail or in Scheduled import tab.

How-to Guide – How to import Purchase Orders 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 Purchase order number Reference number for the transaction. Maximum of 21 chars. 1
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
VendorRef Vendor Required field. Reference to the vendor for this transaction. Please, provide only its name. Norton Lumber and Building Materials
ClassRef Class Reference type of all IDs that are taken as input or output.
GlobalTaxCalculation Global tax calculation Method in which tax is applied. Allowed values are: TaxExcluded, TaxInclusive, and NotApplicable TaxExcluded
Custom Field # Custom Field # (Custom Field name) Custom field based on order in your QuickBooks config.
DueDate Due date Date when the payment of the transaction is due. Default date format is dd-MM-yyyy. You can change it on Settings page. 09/20/2015
PrivateNote Private note User entered, organization-private note about the transaction. This note does not appear on the invoice to the customer. This field maps to the Memo field on the Invoice form. Maximum of 4000 chars.
Memo Message to vendor Your message to vendor.
APAccountRef AP account Required field. Specifies which AP account the bill will be credited to. Many/most small businesses have a single AP account, so the account can be implied. When specified, the account must be a Liability account, and further, the sub-type must be of type Payables . We strongly recommend that the AP Account be explicitly specified in all cases as companies that have more then one AP account will encounter unexpected errors when relating transactions to each other. Please, provide only its name or number. Accounts Payable (A/P)
VendorAddr (ShipAddr) Vendor address: Line 1 (Shipping address: Line 1) First line of the address.
Maximum of 500 chars.
12 Ocean Dr.
Vendor address: Line 2 (Shipping address: Line 2) Second line of the address.
Maximum of 500 chars.
Vendor address: Line 3 (Shipping address: Line 3) Third line of the address.
Maximum of 500 chars.
Vendor address: City (Shipping address: City) City name.
Maximum of 255 chars.
Half Moon Bay
Vendor address: Postal code (Shipping address: Postal code) Postal code (zip code for USA and Canada).
Maximum of 31 chars.
94213
Vendor address: Country (Shipping address: Country) Country name.
Maximum of 255 chars.
US
Vendor address: Region (Shipping address: Region) Region within a country (state name for USA, province name for Canada).
Maximum of 255 chars.
CA
Vendor address: Note (Shipping address: Note) Note
POStatus PO status Purchase order status. Valid values are: Open, Closed. Open
Line Line: Description Free form text description of the line item that appears in the printed record. Maximum of 4000 chars.
Line: Amount The amount of the line item. 10.00
Line: Product name Reference to the Item. When a line lacks an Item it is treated as documentation and the Line.Amount attribute is ignored. Please, provide only its name.
Line: Unit price Unit price of the subject item as referenced by Item. Garden Supplies
Line: Quantity Number of items for the line. 40
Line: Tax code Reference to the SalesTaxCodefor this item. Please, provide only its name. NON
Line: Customer Reference to the Customer associated with the expense. Please, provide only its name. Cool Cars
Line: Billable status The billable status of the expense.
Valid values: Billable, NotBillable, HasBeenBill
Billable

Check out the Purchase Orders import results

There are 5 types of import results.

import Purchase orders into QuickBooks

Errors in Purchase Orders import

The most common errors and the ways to solve them.
There are 5 the most common errors made by our clients when they import Purchase Orders 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
Wrong PO status ERROR PurchaseOrder PUO-014: Property Name:Can not construct instance of com.intuit.schema.finance.v3.PurchaseOrderSt specified is unsupported or invalid. Valid PO status: Open or Closed. Open
Wrong Billable status  ERROR Purchase Order PUO-010: 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
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
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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