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How to import sales receipts

by Intuit•4• Updated 2 years ago

Learn how to import sales receipts in QuickBooks Online.

QuickBooks Online makes it easy for you to import data so you can have more time for your business. We'll walk you through the steps below.

  • Sales receipts can be imported with multiple line items or as a total value for each invoice.
  • Multicurrency is supported.
  • VAT must be enabled in order to import transactions with VAT amounts. To set up VAT, click here.
  • VAT codes are mapped so no need to change your VAT codes to QuickBooks VAT code formats before importing. Learn more about common VAT codes.
  • If VAT is not applicable/turned on in QuickBooks, then VAT codes and VAT amounts are not required and your sample file will not contain VAT columns.
  • If VAT is applicable/turned on in QuickBooks, then VAT codes will be required and your sample file will contain VAT columns.
  • QuickBooks will calculate VAT based on the VAT code IF no VAT amount is specified.
  • When a VAT amount is specified, the amount will override any calculation that would normally be made by QuickBooks. This allows for any rounding differences between QuickBooks and other 3rd party applications.
  • To keep sales receipt numbering in your CSV file, ensure Custom transaction numbers is switched ON.
  • When importing products/services that need to be allocated to a Category, enter the item in your CSV file using the following format: [category name]:[item name]. For example, Jewelry:Earrings. Note: a product can't be imported if its name is already allocated to a Category.
  • Discounts and negative amounts in general are not supported.
  • If no currency is specified when importing new customers, QuickBooks assumes the home currency is GBP.
  • When sales receipts have multiple line items, ensure each line entry specifies the sales receipt number, customer, sales receipt date and so on. See this CSV file example, specifically sales receipt 1001 on row 2.

We recommend that no more than 100 sales receipts are imported at any one time. If you have a large volume of new customers or products/services to import or need to make changes after importing, check out these help articles:

Step 1: Open the Import sales receipts tool

  1. Select the Gear icon.
  2. Under Tools, choose Import data.
  3. Select Sales receipts.

Step 2: Upload CSV file

  1. Preview what's required to import sales receipts. There is also an example data file available.
  2. Once you have all the mandatory fields, select Browse, then select CSV file you wish to upload. Make sure that your CSV file has no more than 1000 rows.
    1. Note: If no line item is present QuickBooks will populate this field with a generic item called 'Sales'.
  3. Next, you have the option to auto create any new customers or line items that are not in QuickBooks Online. If you would like to auto create customers and/or line items, then check the applicable option(s) and select Next.

Step 3: Map column headings

  1. Fill in the mandatory fields which are marked with an asterisk (*). Note: If the other fields present are not needed then select Not applicable.
  2. Choose the date format you have used, for example DD/MM/YYYY.
  3. Select your VAT option if applicable; Exclusive of tax or Inclusive of tax. This option is only available if you have set up VAT in QuickBooks.
  4. On the final mapping page, map your VAT codes to those of QuickBooks, then select Next.

At this stage any mapping issues will be highlighted so you can go back and resolve them.

Step 4: Import sales receipts

Once mapping complete, you will see a summary of your import. Select Start import to begin the importing to QuickBooks.

Once complete, an import summary will be displayed. If any sales receipts fail to import, note why, then select All done and you'll be greeted with a final completion summary. Select OK to finish.

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