Square Import

[ryannoel]

I am having issues with importing my products from Square into Quickbooks Online. I have several products that use variations. When I try to import my CSV from Square into Quickbooks Online if gives me an error telling me to change the name of my product. Based on what the help document from Sync with Square says:

• "The Sync with Square app lets you import products or services into the proper accounts. To make this work, you need to set up your QuickBooks Items just the way you have them in Square. 
  
  To do so, go to your Square account and export your items (that is, products and services) as a .csv file. Then, import this file into QuickBooks under the option to Import Products & Services. After you do so, the app automatically imports your transactions with their respective product or service name."
• https://community.intuit.com/articles/1207310-sync-with-square-hub#CFB4

I don't want to change the name of the product because then Quickbooks Online won't know which product from the Square sale is which.

How do I get my products over from Square so that Sync with Square will know which product is sold and communicate the information to Quickbooks Online without removing variations within Square?

[AliciaRoy]

Hi ryannoel, 

Let's work together to get the list imported properly. 

Can you please send me a screenshot of the product names, the error message, and how you have the variations set up? This will allow me to find the source of the issue, so we can troubleshoot from there. 

I look forward to your reply. 

[ryannoel]

I have three screenshots.

The first is of the CSV I exported from Square to use as an import to QuickBooks like I was instructed in the Sync with Square hub (https://community.intuit.com/articles/1207310-sync-with-square-hub#CFB4).

The second is when I go to QuickBooks to import the products to select how they line up. There is no option for Variations, so I import without them.

The final screenshot is of the error I receive because the product with variations has the same name now in the QuickBooks import. 

[ryannoel]

The main issue I have with them not coming over correctly is we intended for Quickbooks to be the central hub of where all our transactional information. I need the sales coming from Square to come through to QuickBooks correctly, including updating inventory and registering sales numbers, taxes, fees, etc.

I am almost wondering if it would be easier for me to just create a new CSV with information to match QuickBooks formatting, but I am worried without the same name it won't sync. Do you know if the sync is based on the name or the SKU? If it is the SKU then I can play with the name all I want and it won't matter, but I don't want to mess up the sync if it is based on the name.

[AliciaRoy]

I appreciate your detailed response. 

At this time, there cannot be duplicated products in QuickBooks Online, which is indicated by 2 or more products/services having the same name. Since we want to map things correctly, is there a way to change the product name on Square's end so that the transactions are still tied to the same product? If so, you could add the variation to the name so that once they're imported, QuickBooks Online can differentiate between the two. 

Please let me know, and we'll continue from there. 

[ryannoel]

Hey Alicia,

Creating separate products in Square would completely defeat the purpose of variations as Square treats each product name as a separate item and then adds variations on top of them. So it wouldn't make sense for us to have blue-shirt, black-shirt, etc. for 18+ different variations. This would be overwhelming for anyone and make our POS hard to navigate. 

I am assuming by your response that QuickBooks matches the products from Square transactions by the name and not the SKU? Is there a setting that could change this?

[vpcontroller · Accepted solution]

@ryannoel

"Is there a setting that could change this?"

Sorry, you can't!

Sync with Square or Sync with Paypal app is not currently designed for all business types, especially for tracking multiple variations of inventories into QBO. These apps will work better for service type businesses.

Check out the overall review ratings, that will give some clues.
    Square (2 out of 5)
    PayPal (2 out of 5)
And these apps have been around for a while.

Unfortunately, I don't have any better suggestions, other than sending them feedback request.

[ryannoel]

@vpcontroller I saw the bad reviews but most of them were issues that the user could have prevented in the setup stage or reading what the app can and can't do. I saw a post from a year ago about my exact issue and they said SKU matching was coming. I am guessing it is still not here then??

[loriparsons]

So in square are you saying that every color and size shirt would have to be set up separately for it to pull correctly from Quickbooks? 

[Anonymous]

Hello everyone,

We can only import the product items with standard fields, @ryannoel. Most of the fields you're trying to import aren't yet supported. Please see the sample Excel screenshot below. After you've uploaded the CSV file, you'll then edit each items manually.

For now, we don't have the exact details about the SKU matching from Square and PayPal. However, you can send us product suggestions about it by clicking on the Gear icon and selecting Feedback.

Regarding about your concern, @loriparsons. That is correct. You'll need to set up different items for every t-shirt with different colors and sizes. 

If you need any thing else, please let us know. We're happy to help. 

[Bhughes]

“Standard Fields”? Quickbooks Desktop has had the ability to add sub-items for decades. It’s literally one more field in your database, but it’s a standard part of conventional inventory management practices. For example, EVEN SQUARE HAS IT. Why would you take it out for this “feature”? The last thing I needed right now was to redo a whole month’s accounting. Very disappointed. 

[JessT]

Hi there, Bhughes.

The option to enter or import sub-items is still there. The format is you'll place the sub-items in the next lines after the parent item. Then, name them with the parent item and separate them with a colon.

Example: 

     Widgets
     Widgets:Widget001
     Widgets:Widget002
     Widgets:Widget003

Here's an article for additional reference: Import/export CSV Files.

Please get back to us here if there's anything else you need.

[Bhughes]

Thank you! I hunted all over for that last night. It would perhaps be helpful to add more description to the QB online article

[Bhughes]

So, that adds my parent item as a category, which means that I now have actual categories (events, public support, inventory sales, etc.) at the same level as items. Any suggestions?

[Bhughes]

I see now that I can make sub-categories. So, my Category - Item - Variation can become Category - Sub-Category - Item. Can't believe it took me all night to find that...

[LAmikie]

God bless you, Bhughes! This was driving me crazy! so, to be clear, did you map things in the following way:

Square                 ->      QuickBooksOnline

Category             ->      Category

Item Name          ->      Sub-Category

Variation Name   ->    Name  

Thanks in advance...I can't tell you how happy I was to find someone who had investigated this!

[katelyn4477]

I see this was posted a long time ago but I’m having the same issue getting my items variants from square to map correctly. I run a mattress business so my items have different size variations. For example I added our box springs as items and the king queen twin full variations. But when I go in to the App Transactions all the items say “square item” and when I go to change it to the correct item with variation it them changes every item it identifies as a boxspring to boxspring- Full, even if the item is supposed to be boxspring- king. How do I fix this???? Am I importing my items wrong with square??? Someone please help!

[AlverMarkT]

I appreciate you for joining us here in the QuickBooks Community, Katelyn. I'm here to help

Since QuickBooks Online (QBO) only matches the exact names of the products and services imported from the Square app, you can review how each item variant is set up in QBO, ensuring that it's mapped the same way in the Square app. I can guide you through this process. 

You can follow these steps to review and edit your products and service variants in QBO: 

1. Go to the Gear icon. Then, Products and services.
2. Find the item/s at issue and select Edit. 
3. Review if the item is a parent or variant. 
   1. Select Parent if the product will have variants. 
   2. Select Variant if the product is a variant of a parent product. Some fields are only required for certain item types.
4. If an item is a variant, ensure adding a parent product row with the same category as its variants. 
5. For parents and variants, add the Option name.
6. For variants, add the Option value. Parent items don’t use an option value. You can add up to 5 option names and values.
7. For parents, review the Sales description and Purchase description. 
8. For variants, review the Sales price/rate and Purchase cost. This is how much you buy and sell the product for.
9. Review the income, expense, and inventory accounts where the Square transactions are categorized.
10. For variants, review the Quantity on hand, Quantity as-of-date, and Reorder point.
11. If needed, select the row number to Duplicate row, Add row, or Delete row.

When this is resolved, let me add this article about categorizing or matching your transactions in QBO: Categorize online bank transactions in QuickBooks Online. 

Keep us posted if you have updates about the mapping issue you have with Square item variants in QBO. We'll do our best to assist.