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BGMDI
Level 1

Importing Excel Spreadsheets to create purchase order

I have been asked by our purchasing department if there is a way to import an excel file into QB that contains non inventory parts.  We do all purchases by Purchase Order so we have many  many items that we have to enter for a very large project.  

 

Is there a way to take the current spreadsheet we have with the various vendors and items we need to purchase (100s of items) and import that into QB so we don't have to retype everything under each vendor ?? 

12 Comments 12
AlexV
QuickBooks Team

Importing Excel Spreadsheets to create purchase order

Hi BGMDI!

 

Allow me to help you in importing your purchase order transactions.

 

The only way we can import purchase orders to QuickBooks Desktop is through an IIF file. You'll want to look for a third-party application that can convert your Excel file to IIF.

 

Once done, follow these simple steps:

  1. Go to the File menu and select Utilities.
  2. Select Import, then select Import IIF.
  3. Locate and select the IIF file you want to import, then select Open.
  4. Tap OK to confirm.

 

In addition, you'll want to check this link: Import and export data in QuickBooks Desktop. This will explain more about exporting and importing data into QuickBooks Desktop.

 

Do you need vendor-related reports? Check this link: Customize vendor reports.

 

Leave a comment below if you need anything else. I'll be here!

Fiat Lux - ASIA
Level 15

Importing Excel Spreadsheets to create purchase order

@BGMDI 

Prepare the Purchase Order data with the following template

VendorTransaction DatePO NumberClassShipTo EntityBillTo Line1BillTo Line2BillTo Line3BillTo Line4BillTo CityBillTo StateBillTo PostalCodeBillTo CountryShipTo Line1ShipTo Line2ShipTo Line3ShipTo Line4ShipTo CityShipTo StateShipTo PostalCodeShipTo CountryTermsDue DateExpectedShip MethodFOBVendor MessageMemoVendor Acct NoItemQuantityDescriptionRateCustomerService DateTo Be PrintedTemplate NameVendor EmailTo Be E-MailedItems ClassOther1_HeaderOther2_HeaderOther1Other2Unit of MeasureManuf Part NumberCurrencyExchange Rate
John's Lumber01/09/20208  John's Lumber1 Main Street  NewtonNY12345USAJohn's Lumber1 Main Street  NewtonNY12345USA        Cabinets10Cabinets200               
John's Lumber01/09/20208  John's Lumber1 Main Street  NewtonNY12345USAJohn's Lumber1 Main Street  NewtonNY12345USA        Hardware20Hardware10               
Jane's Landscape Design02/09/20209  Jane's Landscape Design200 Smith Street  AnytownNY11111USAJane's Landscape Designe200 Smith Street  AnytownNY11111USA        Door Frame1Door Frame1000Baker, Chris Y            
ABC Roofing Company03/09/202010  ABC Roofing Company1 North Street  NewtonNY12345USAABC Roofing Company1 North Street  NewtonNY12345USA        Black Tiles100Black Premium Tiles25               
ABC Roofing Company03/09/202010  ABC Roofing Company1 North Street  NewtonNY12345USAABC Roofing Company1 North Street  NewtonNY12345USA        Red Tiles100Red Premium Tiles25               

 

then utilize one of these importer tools

https://transactionpro.grsm.io/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

BGMDI
Level 1

Importing Excel Spreadsheets to create purchase order

Thank you so much - This is exactly what I needed. B

BGMDI
Level 1

Importing Excel Spreadsheets to create purchase order

Thank you so much ! This is exactly what I needed. B

BGMDI
Level 1

Importing Excel Spreadsheets to create purchase order

Thank you so much! B

melkad
Level 1

Importing Excel Spreadsheets to create purchase order

Is there a way to do this with Quickbooks online?

Fiat Lux - ASIA
Level 15

Importing Excel Spreadsheets to create purchase order

@melkad 

Prepare your PO data with the following template

RefNumberAPAccountVendorPrintOnCheckNameTxnDateDueDateSalesTermPOStatusShipMethodNameClassAddressLine1AddressLine2AddressLine3AddressLine4AddressCityAddressStateAddressPostalCodeAddressCountryPrivateNoteCurrencyExchangeRateExpenseAccountExpenseDescExpenseAmountExpenseBillableStatusExpenseBillableEntityExpenseClassLineItemLineDescLineQtyLineUnitPriceLineAmountLineBillableStatusLineBillableEntityLineClass
101 Staples ################## OpenUPS 100 Houston StreetSuite 2000  San DiegoCA12345 Internal Use  Office SuppliesFor Anne25.1           
101 Staples ################## OpenUPS 100 Houston StreetSuite 2000  San DiegoCA12345 Internal Use  TelephonePhone Cards50.25           
101 Staples ################## OpenUPS 100 Houston StreetSuite 2000  San DiegoCA12345 Internal Use  Office FurnitueNew Chairs300.18           
185 Green's Taxi Service ######### Net 30Closed  1 Main Street   San DiegoCA12345    Transportation 125.13           

 

then utilize an importer tool

https://transactionpro.grsm.io/qbo

 

marinfoiler
Level 1

Importing Excel Spreadsheets to create purchase order

Was there an answer for Quickbooks online and importing a purchase order or a sales order?

MariaSoledadG
QuickBooks Team

Importing Excel Spreadsheets to create purchase order

Allow me to provide you with some information about importing purchase orders or sales orders, marinfoiler.

 

As mentioned by my colleague @AlexV, you can only import PO or SO through an IIF file. You'll want to send a request to our developers' team so they'll know how this will benefit your business. To do that, you can follow the steps below: 

  1. Go to the Help menu.
  2. Send Feedback Online.
  3. Choose Product Suggestion.

Additionally, learn from this article how you can record the transactions that you need to pay at the future date:

 

Keep me posted if you have any concerns about POs. I'll be here to help.

Fiat Lux - ASIA
Level 15

Importing Excel Spreadsheets to create purchase order

@marinfoiler 

QBO doesn't offer the Sales Order feature. You need to have another 3rd party app to integrate with QBO.

adroit31
Level 1

Importing Excel Spreadsheets to create purchase order

So you are saying that to get Quickbooks to be able to import a purchase order we have to PAY for another software? Is there not a FREE way to import excel documents into quickbooks? 

Fiat Lux - ASIA
Level 15

Importing Excel Spreadsheets to create purchase order

@adroit31 

You must convert your XLS files to IIF formats and import them for free.

https:// quickbooks.intuit.com/learn-support/en-us/help-article/list-management/iif-overview-import-kit-sample-files-headers/L5CZIpJne_US_en_US?uid=l65b35c6

 

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