How to Import Invoices with Negative Values in the Line Items

Thank you for the detailed information about your concern on what could be the possible reason why it becomes error when you upload CSV to QuickBooks Online, @Bookkeeper EJ.

I've checked for any open investigations for the CSV upload process and found none. Since an unusual error message keeps showing up, I suggest going through these steps: 

1. Open your browser's private window. This isolates the cache, which is the usual cause of unexpected behaviors in browsers. 
   • Google Chrome: Ctrl + Shift + N
   • Microsoft Edge: Ctrl + Shift + P
   • Firefox: Ctrl + Shift + P
   • Safari: Command + Shift + N
2. If that works, go back to your regular browser clear its cache. 
3. If the issue persists, open an alternative browser available for you. 

When importing data using a CSV file(comma-separated values), please take note of the accepted CSV file template format. You can refer below articles for guidelines:

• Common questions about importing data to QuickBooks Online
• Common errors for importing bank transactions using CSV
• Import bank transactions from .CSV to QuickBooks
• Import bank transactions using Excel CSV files

Once the format is followed correctly, try to import again and check if it now works. 

You can always drop a comments below if you need more help from us. We're just right here to assist you.

Thanks for the reply. I tried opening the browser in a private window as you suggested. Unfortunately, I am still unable to upload a CSV file that has negative values in the line items (even though the net total of the invoice is positive) with the same error message asking me to change the negative values in the line items to positive. Please advise how I can do bulk upload of invoices via the Import Data function in QB Online to upload invoices that has negative value line items. Thanks.

I can share some insights when importing invoices in QuickBooks Online, Bookkeeper EJ.

There are some requirements that you can and can't import into the system. In general, you're unable to add invoices having negative amounts. If it's a credit you're trying to import, you'll have to manually enter a Credit Memo within QuickBooks. 

After you map the fields, review the summary of your import. If everything looks good, select Start import. Once done, select OK if all your invoices are imported. If some invoices fail to import, note the reason why and then select Done.

You can follow these steps on how to create a Credit Memo: 

1. Select + New and click Credit memo.
2. In the Customer dropdown, select the customer's name.
3. Select the invoice to apply.
4. When you're done, select Save and close.

You can refer to this link for more details on how to use the credit memo feature in QuickBooks Online: Create and apply credit memos or delayed credits in QuickBooks Online.

Let me know if there's anything that I can further assist with. Have a great rest of the day!

This reply is not helpful at all. I am not sure if you have read my question or if this is just a canned/robot response. I know how to do bulk import of invoices via QB Online. I also know how to manually create credit memos. My question is how to do bulk import invoices that have negative values in the line items using CSV file on QB Online. Why am I getting error message? Why it is not a functionality that is supported by QB Online? I can manually add a negative value line item to an invoice. I add bulk upload invoices with negative line times to QB Online using a 3rd party application. BUt why isn’t it a functionality that QB Online can already support? We are already paying a monthly subscription fee to QB, why do we need to pay more for a 3rd party app to do this basic function? Why do I need to add credit memo or negative line item to invoices manually? 

This reply is not helpful at all. I am not sure if you have read my question or if this is just a canned/robot response. I know how to do bulk import of invoices using CSV file to upload to QB Online. I also know how to manually create a credit memo. My question is how to do bulk upload of invoices with negative line items in some of the invoices. I can manually created an invoice with negative line items in there. I can add to negative line items to an existing invoice. I can also use a 3rd party app to do bulk upload of invoices that contain negative line items. But I can do bulk upload of invoices with negative line items via QB a online directly. We already pay a monthly fee to QB, why do we need to pay more to a 3rd party app to use QB functions? Why is such an accounting software like QB be only able to support manual function like manual creation of invoice or manual addition to invoice, and cannot support bulk upload? 

Hi EJ,

I'm experiencing the same frustration as you - I have no idea why QBO would allow negative lines items on invoices, but flag them when trying to import a CSV.... this should definitely be part of their functionality.

Would you mind sharing the name of the 3rd party application you've used to import bulk invoices with negative line items? I'm looking everywhere for a work-around as I have too many invoices to upload manually.

Thanks,

LG

They have a lot of bugs with negative values and items right now in Desktop as well (cost and selling price.) Sorry to say but stick with 3rd party apps. (and desktop version but sounds too late for that.) 

Hi there, 

Did you ever manage to resolve this query?

I have my fingers crossed you did as I am now experiencing the same issue?!

Many thanks

J 

I can share some insights when importing invoices in QuickBooks Online, JaneS2021. 

If you are trying to import invoices with negative values in the line items, then that option is unavailable. Here's what you can and can’t import: 

• You can’t add general discounts, credit memos, and negative amounts.
• You can import a maximum of 100 invoices at a time and a 1,000 row limit per spreadsheet.
• You can import invoices with single or multiple line items.
• You can also import a large volume of customers and vendors or products and services. 

If you want to import and design custom form styles for your invoices, just follow the steps and details in this article: Import custom form styles for invoices or estimates.  You can also check out these articles for the required columns before importing invoices.

• What's required to import invoices
• Download this sample spreadsheet.

After importing invoices, you can record their payments and select the EFT option from there. The Receive payment form has the Payment method field on it.

You can always update us on the result after performing the recommended solutions or if you are referring to something else. Just leave a comment below and I'll get back to you. Have a great day ahead.

Thanks for your reply - its frustrating that we can not import CSV files with any negative line item values at all.

If we manually create the invoice, we can use negative line items. 

Are there any ways to work around this or plans for QBs to change this at all? 

Hello, @JaneS2021.
 

I can see how convenient it would be to be able to import invoices with negative line items. It would save time as you won't have to enter them manually. I'll relay this message to our team in concern here on my end and add your vote for this one. 

You can also share your thoughts and ideas through your account. Our product development team reviews all the feedback we receive to ensure we’re meeting the needs of our customers. 

Here's how:
 

1. Select the Gear icon at the top, then Feedback.
   
2. Enter your comments or product suggestions then select Next.
3. You'll be provided a list of suggested Help articles related to your comment. You can read through them or select Skip and send message.
4. From the drop-down, choose the appropriate category, then select Send message.

For your reference, check out this link: How to Submit Feedback. In the meantime, I suggest adding those invoices with negative line items manually.

Thanks again for reaching out and providing us with valuable feedback. We love hearing from you, @JaneS2021!

I share the same concern. It is very frustrating that negative values are not allowed in bulk invoice upload when we can do it manually. Quickbooks also does not allow bulk import of credit memos. These are very basic functionality that software like Quickbooks should provide given the cost of our annual subscription. This is something that Quickbooks need to address ASAP. 

I think I've found a solution today, by luck more than judgment.  When I imported the CSV I got the same error message when importing with a negative Quantity or ItemRate, I changed both of the these values to positive figures with the intention of changing them manually after I'd imported them but accidently left the ItemAmount as a negative (value not forumla).  It worked!!!  The result was a negative line item on imported invoices. 

Woohoo! This works! Thank you for missing that detail and stumbling across this solution!

THANK YOU!!! This has saved me so many hours every month. I'm doing cartwheels!

Thank you.  You saved me some time.  Without this solution it would make no sense for me to use import.

Hello there, DM93. 

I'm glad the solution provided on this thread works for you. Anyway, If you have any other concerns about importing invoices or anything with QuickBooks, let us know so we can get back to you.

We're always right here to make sure everything is covered. Have a nice day ahead!

You are a major lifesave! Thanks for sharing.