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Mollymoo1
Level 1

Importing purchase invoices

I'm trying to import invoices which contain multiple customer items and need to be reassigned, for example I buy in bulk but only on the back of confirmed orders and I need to assign these to the relevant customer account. I tried uploading as a straightforward bill, But, i cannot do so because I have multiple memo descriptions etc. There is also no field to show this is relating to a customer, which is not as the demos seem to be suggesting. 

 

I even tried a negative sales invoice so that I could assign it that way, but that is not working since again, i need to have the different invoice numbers. I don't understand, it is presumably quite obvious orders can cover more than one customer?

9 REPLIES 9
AlcaeusF
Moderator

Importing purchase invoices

Hello @KellySM,

 

Thank you for posting here in the Community. I'm here to help you import invoices in QuickBooks Desktop.

 

Currently, you can only add a single memo description to each invoice you're importing to the system. Also, please note that you can’t add discounts, credit notes, and negative amounts in general.

 

To ensure invoices import successfully, I suggest downloading the sample file. It will serve as your guide for importing the data to QuickBooks.

 

Here's how:

 

  1. Click the Gear icon in the upper-right corner.
  2. Select Import data below Tools.
  3. Choose Invoices.
  4. Click Download an example1.JPG

 

 

If you have multiple line items, you'll need to make sure each line entry has an invoice number, customer, invoice date, etc. just like in the sample spreadsheet.

 

For more information of what you can and can’t import, as well as how to map your import fields, I recommend the following article: Import multiple invoices at once.

 

Drop me a comment below if you have any other questions regarding importing data in QuickBooks. I'll be happy to help you some more.

Mollymoo1
Level 1

Importing purchase invoices

I did do that (all of it), However, where some line items, such as customer number are repeated it flags an error. I used the template but this doesn't work with the data i need to upload.. 

 

In this example i have 1 purchase invoice reference relating to 13 different customers and i need to allocate to those accounts. 

 

How can i load that? 

Mollymoo1
Level 1

Importing purchase invoices

I have all these options switched on, which presumably should mean I can assign my exps to customers?

Show Items table on expense and purchase forms 
 
Show Tags field on expense and purchase forms 
 
Track expenses and items by customer 
 
Make expenses and items billable
Maybelle_S
QuickBooks Team

Importing purchase invoices

I want to ensure this is taken care of, @Mollymoo1.

 

Usually, this error occurs when there's too much cache in the browser. To fix this, let's perform some troubleshooting steps. Let's start by accessing the QuickBooks account using a private browser. The following are the shortcut keys you can use:

  • Google Chrome: press Ctrl + Shift + N 
  • Mozilla Firefox and Microsoft Edge: press Ctrl + Shift + P
  • Safari: press Command + Shift + N

If this works, you can clear the cache and cookies of your browser. If not, you can use another supported browser. Possible that your current browser may have a temporary issue with QuickBooks.

 

I've also added this link to learn more about importing invoices: Import your invoices into QuickBooks.

 

If you have other questions, drop them in the comments below. I'll be sure to get back to you.

Mollymoo1
Level 1

Importing purchase invoices

I tried that, it still does not work. the error message is

 

Multiple Memos

 

Multiple memos found for the following bills. Go back to your CSV file and correct the info before trying again.

 

I.e i cannot either link to a customer (as i need to and per the locations you showed me, or include a memo column, which I thought would be an option, albeit far from ideal)

Fiat Lux - ASIA
Level 15

Importing purchase invoices

@Mollymoo1 

Utilize an importer tool as a workaround.

https://transactionpro.grsm.io/qbo

 

Mollymoo1
Level 1

Importing purchase invoices

It seems if i want to add class and customer, this all has to be done manually by editing the upload?

Mollymoo1
Level 1

Importing purchase invoices

Thank you, I just wish the system did what it should. It is so far behind it's competitors it baffles me! There are add-ons, yes.. Brilliant but it shouldn't be necessary and once these are included it is no longer price competitive. So what is the point in QB?!  

Fiat Lux - ASIA
Level 15

Importing purchase invoices

@Mollymoo1 

If you don't like to use any add-on but the feature is critical for your work, migrating to other system is another option to explore.