QUESTION

 

What Options are available to be used when importing using Rightworks Transaction Pro Importer for QuickBooks Online?

 

RESOLUTION

 

There are currently 19 Options available to be used with Importer, but the list of available Options continues to grow.

 

To access all the Options, on the Preview and Import page, click the OPTIONS button, the right-most tab along the top of your import table.

 

 

When the OPTIONS button is selected, a screen will display the available Options. Check the box next to those Options that are to be used and then select the SAVE CHANGES button at the bottom left. These Options will be saved/retained for all future imports.

 

 

Enable Account Numbers on Transactions

 

By default, Importer assumes that Account Names will be used on any transactions that use General Ledger Accounts. If the import file contains Account Numbers, include the lowest Sub-Account Number only in the import file and be sure to select this Option.

 

Let QuickBooks Auto-Assign Transaction Numbers

 

If the transaction numbers are not in the import file or if it is preferred to let QuickBooks Online use the next transaction number in the QuickBooks Online company file, select this Option. This feature is available on the following transaction types:

 

• Credit Memos
• Estimates
• Invoices
• Purchase Orders
• Sales Receipts

 

Do Not Automatically Add New List Items to QuickBooks Online

 

Importer by default will create new list items for Accounts, Products and Services, Customers, Vendors, Accounts, Locations, Classes, Sales Terms, and Payment Methods when importing transactions if they do not currently exist in QuickBooks Online. However, if importing data from another system that may have some issues not matching QuickBooks Online correctly, consider trying this Option to instead have the transaction not import if Importer cannot find a matching list item in QuickBooks Online.

 

Cross Reference for Customers and Vendors

 

In QuickBooks Online, Customers and Vendors are organized by Name. However, other databases or services that may be imported may use a Customer or Vendor Account Number instead of a Name. Additionally, there might be formatting differences between the other system and QuickBooks Online as to how names are formatted so that they do not match exactly.

 

By default, Importer will look for a matching name in the Display Name As field on the Customer or Vendor in QuickBooks Online when importing sales or purchase transactions. However, selecting the Cross Reference Option will change it so that Importer looks for a match in the following fields in QuickBooks Online instead:

 

Customer – Exemption Details (previously called Resale Id) *Not available to be used with the new auto tax feature in QuickBooks Online

Customer – Other (found among Phone Numbers)

Vendor – Account No

 

Cross Reference for Items (Products and Services)

 

In QuickBooks Online, Products and Services are organized by Name. However, other databases or services that may be imported may use a SKU Number instead of a Product or Service Name. Additionally, there might be formatting differences between the other system and QuickBooks Online as to how names are formatted so that they do not match exactly.

 

By default, Importer will look for a matching Name in the Products and Services list in QuickBooks Online when importing. However, selecting the Cross Reference Option will change it so that Importer looks for a match in the SKU field instead. This Cross Reference Option is only available to be used with sales transactions (Invoices, Sales Receipts, Credit Memos, and Refund Receipts).  

 

Express Date Format in dd/mm/yy

 

By default, Importer assumes the date is in Month/Day/Year format. However, if the dates in the import file are formatted in Day/Month/Year format, select this Option so that the dates are properly created in QuickBooks Online. Please note that if this Option is selected, Importer requires that the user go back to re-upload the import file and go through the import steps again. Once selected, though, it will stay selected until changed.