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SpectraDisplays
Level 2

Importing Products and Services into QB Online

I am new to QB online, so please be kind if these have been asked before.

 

I am trying to create a product list in Excel so I can import all my products, I am having some issues with what to enter for some of the fields (I have tried several attempts at importing, but in vain):

 

  • Type: Stock is easy and works fine, but if I set to non-stock it doesn't import, what value do I have to enter for non-stock or service items etc?
  • Tax on Sales/Tax on Purchases: I have tried 20.0% S (and others) from the list in a manually created product, but whatever I enter it doesn't like it.
  • Product/Service Name and SKU, I am moving over from Sage so essentially I am used to simply having a SKU.  So how are these used differently? just to give me an idea of what to enter for each.
  • Income account - the equivalent of the sales nominal code in Sage?
  • Expense account - the equivalent of the purchase nominal code in Sage?

 

Finally, how do I select that the item is purchased in US$ or € rather than £ sterling?

 

 

8 REPLIES 8
Ashleigh1
QuickBooks Team

Importing Products and Services into QB Online

Hello SpectraDisplays, 

 

Welcome to the Community page, 

 

Have you downloaded the sample file, if not i suggest you do so so you can see how to do the layout on yours so it imports correctly for you. 

 

If you go to Main cogwheel>under tools >import data>select product and services>download a sample file. 

 

Here is a link you can have a look at as well, that will give you more information too.  

 

 

SpectraDisplays
Level 2

Importing Products and Services into QB Online

Hi

 

I have already done as you suggested, but the help sheet you pointed to does not answer any of my questions, hence why I asked them......

 

If you read, I did say that I have tried importing and figured much of it out, but I cannot find the answers to my questions.

EmmaM
QuickBooks Team

Importing Products and Services into QB Online

Hello SpectraDisplays, We mentioned the sample CSV as it gives examples but in terms of what income account and what expense account if you have not added any and do not wish to you can go to accounting,>chart of accounts and it will give you the default options to choose from. such as sales of product income for income or supplies-expenses or you can use a cost of sales account but those are just examples of what you could use. The tax code if it is the standard it should recognise the 20S or  20%S if that is not working we'd be happy to look at the CSV itself once it is complete and help you get it uploaded. SKU and name essentially the SKU is numerical and you can type that in a bill/invoice to bring up a product if you have a large number of products or you can type in the name on the invoice and the first 3 letters will bring it up and you can set categories up in the product and services tab to group names by if they are linked products. Essentially it is just additional information. To answer the last question you can not set up products in US dollar only GBP. 

SpectraDisplays
Level 2

Importing Products and Services into QB Online

Thanks, that makes much more sense! the product type is indeed shown, but everything else isn't (VAT, accounts etc)

 

So the SKU can only be numeric? it has accepted our standard (Sage) part numbers into the field, so will this cause us issues further down the line only we are keen to use this as a SKU and have a more descriptive product name moving forward?

 

Do you have a list of the max field lengths in the product table?

 

If we are purchasing a product in US$ how does this work? we have a fixed dollar buy price so need to show this.

 

We are very keen to move away from Sage, but I need to be sure its the right move.

Mark_R
QuickBooks Team

Importing Products and Services into QB Online

Welcome back, @SpectraDisplays.

 

Allow me to fill you in on everything about importing products and services in QuickBooks Online.

 

QuickBooks allows you to enter numbers or letters for the SKU. Thus, importing your products and services with SKU from your Sage account to QuickBooks won't have any issues. 

 

Also, if you're referring to a limit of a list of max field lengths in the product table or how many products and services you can add, there will be a limit for it depending on the subscription you have. 

 

Lastly, you can utilize the multi-currency feature in QuickBooks to manage your purchases in the US$. For more guidance, feel free to read this article: Frequently Asked Questions about Home Currency Adjustments.

 

You might also want to check out this article to learn about data limitations when importing data from Sage: Limitations of importing data from third-party software to QuickBooks Online.

 

Please keep in touch if there's anything else I can do to help you succeed with QuickBooks. I've got your back. Have a great day!

SpectraDisplays
Level 2

Importing Products and Services into QB Online

Again, makes more sense....

 

For this comment

  • Also, if you're referring to a limit of a list of max field lengths in the product table or how many products and services you can add, there will be a limit for it depending on the subscription you have. 

we have Plus, so I'd love to see field lengths if there is a list.

 

Do I have to manually set the recommended supplier for each product item? only I don't see a way to import this detail in the Excel sheet. 

 

Also, I see no fields for items such as product weight (which we use for imported items for our WEEE reporting, we have to calculate the weight of all electronics goods imported into the UK market), I can add a custom field under settings for the sales form content, but I cannot see how I can do this for products and services.

 

We are also a Bose Pro Reseller, so we have quite a large inventory list to import, so having the ability to import as much data as possible from a CSV is important, as is product weights.

 

Regarding USD$ purchases, if the buy price stored against the product is in £ sterling, then will we have to enter the USD$ buy price manually every time as the exchange rate fluctuates? or do you support supplier price lists as Sage does (so the buy price is stored in the supplier's local currency so it doesn't change)

 

 

 

 

John C
QuickBooks Team

Importing Products and Services into QB Online

Hi SpectraDisplays As you have discovered it isn't possible to import the recommended supplier for products and services and this will have to be done manually. it's also not possible to add weight to your product and service. We will of course raise a product enhancement request to our developers for their consideration and we encourage you to leave feedback from within the product.

The products and services prices are set to whatever currency you have as you home currency. As long as you have multi-currency activated then you'll be able to set up suppliers in USD and when you create the purchases transactions the amounts will show as USD and GBP. You can also include the foreign amounts on the purchases by supplier detail report.

SpectraDisplays
Level 2

Importing Products and Services into QB Online

That's a shame, with multi-currency purchases what you've said means, we have to manually enter the purchase price in USD$ every time the currency changes on purchase orders.....

 

One day an item is $10 so the buy price is £8.69 (1.15 exchange rate), a week later the exchange rate means that the USD$ buy price is $10.17 (1.17 exchange rate), so we have to manually enter the price on every line item.  This is a prize pain and very time consuming/open to errors.

 

Sage get around this by having a supplier price list, so regardless of what the exchange rate is, the item costs $10 and the £ sterling prices simply changes to reflect this.

 

The weight might be a deal-breaker for us moving over to QB, ideally, weight and dimensions are required, but weight is the more important of the two.

 

Its a shame as these are a big negative against QB compared to Sage. (I have spent the last 12 months pushing colleagues for us to make the jump).

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