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Import custom invoice data

Hello!

 

QuickBooks Online Advanced.

 

I would like to import excel files worth of invoice data into my QBO account. Additionally, I need to create custom data headers fields in order to map my excel data fields. A lot of the excel data headers in my invoice data files will not align to the default QBO invoice data fields. 

 

Can someone please tell me how to import invoice data into QBO Advanced? I tried using the “Import Data” section and selecting “Invoices,” however, I get an error telling me that SalesTax is not supported and it will not allow me to continue to the import screen. 

 

Also, can someone confirm that the “Custom Data Fields” is where I need to create the data fields to use for importing my invoice data?

 

I would rather not use a third party application, and I’m hopeful I can accomplish this through using the QBO platform.

 

What I’m Trying to Accomplish:

 

I am attempting to automate an invoice and commission data entry process. Today, we have an administrative assistant whose job is to input this data manually. We use this data for reporting purposes and tracking orders across our account base for historical reference. We also use this data to understand our commissions outstanding balance that our manufacturer’s owe us (we are a manufacturer’s representative agency). 

 

I’m leas interested in accounting for these transactions from an accounting perspective, and more interested in logging sales and commissions.

 

 

Thanks!

 

14 Comments
Moderator

Re: Import custom invoice data

Thanks for the details, Scott32.

 

First, the reason why you're getting an error upon importing is your Sales tax. In QuickBooks Online, importing Sales tax isn't possible.

 

What you're going to do is modify your CSV file and then remove the Sales tax column. Then, import your invoices again. Once the invoices were imported, you can edit it to add the Sales tax.

 

Next, you'll have to turn on the custom field you've created. This way, it helps you align the headers of your invoices inside QuickBooks. 

 

Here's how to create a custom field:

  1. Click the Gear icon, then select Custom fields.
  2. Select Create or Add custom field.
  3. Choose either Customer info or Transaction info.
  4. Select Text, Number, Date, or Drop-down list from the Type drop-down.
  5. Then, choose where you want your custom field to appear.
  6. Click Save.

To turn on this field:

  1. Click the Gear icon then, select Account and Settings.
  2. Go to the Sales tab.
  3. Select the edit (pencil) icon on the Sales form content.
  4. Put a check () mark on the Internal and Public columns.
  5. (Optional) Enter the custom field name.
  6. Click Save.
  7. Then, Done.

Lastly, you're right about the Custom Data Field. It is where you can create the fields when importing your invoices.

 

This steps will help you continue your work inside QuickBooks. Have a great day!

Not applicable

Re: Import custom invoice data

Hello:

 

I resolved the Invoice Import Data issue. I had to cancel my free trial and then create a new free trial. Apparently, I selected the "automate sales tax" when I created the account. Therefore, it assumed my CSV file would contain Sales Tax.

 

Now that I've resolved that issue, when importing my CSV file, I don't see the custom fields that I created as fields I can map my CSV headers to.

 

Can you please tell me how to enable my custom fields in the Invoice import process?

 

 

Drew

QuickBooks Team

Re: Import custom invoice data

Hello, @Scott32.

 

Allow me to join the thread and help provide additional clarification about importing invoices to QuickBooks Online (QBO).

 

QuickBooks set fields that you can map when importing invoices or transactions. These are the following:

k4 1.PNG

As of now, you won't be able to map or enable those custom fields added, you need to track it or them manually after the importing process.

 

You may check this article for further details about importing invoices: Import invoices in batches.

 

If you have any other questions about importing custom invoice in QBO, just add a comment below. I'm always here to help.

Frequent Explorer *

Re: Import custom invoice data

Please, can you explain from the begining, how I can import invoice or bill (excel file) to QB online. Because when I choose "Import data", I dont have button "Invoice". I only have buttons: Bank data, Customers, Suppliers, Chat of accounts, Products and Services

QuickBooks Team

Re: Import custom invoice data

Thanks for joining this thread, @Malika24.

 

Importing invoices by batch is only available if you're a QuickBooks Online Advanced user. If you're currently subscribed to our Simple Start, Essentials, or Plus, you can upgrade your subscription within your account:

  1. Go to the Gear (Settings) icon and choose Account and Settings.
  2. Select the Billing & Subscription menu.
  3. In the QuickBooks Online section, hit Upgrade
  4. Choose the plan you want, and select Upgrade.
  5. Confirm your payment information and select Save.

If you wish to stay with your subscription, you'll have to enter the transactions manually.

 

Keep me posted if there's anything else you need or you have follow-up questions. I'm still here to help you more. Have a wonderful day.

Community Explorer **

Re: Import custom invoice data

Hello, 

 

I am using QBO and having a similar issue. We just upgraded and it says we have the ability to upload invoices. When we try it gives an error that QuickBooks does not support sales tax. We have called support with very little luck. Does this mean since we set our company up with sales tax we have no option to upload invoices? We are fine leaving it blank or 0, but we cannot even get to the upload screen or the mapping part. 

QuickBooks Team

Re: Import custom invoice data

Yes, you're right, Srolon. Sales tax isn't supported when importing invoices in batches. This means, you'll have to manually enter the transactions.

 

I'll walk you with entering invoices:

  1. Click the Plus sign (+) icon.
  2. Select Invoice.
  3. Fill in the necessary fields.
  4. Click Save and close.

When your customer paid them already, you're now ready to receive and record the payments

 

If you need anything else, we're just around to help you. 

Community Explorer **

Re: Import custom invoice data

Thank you!

 

Do you happen to know if there are any 3rd party apps that support importing with sales tax?

QuickBooks Team

Re: Import custom invoice data

You're welcome, Srolon. I'm glad I was able to help.

 

Regarding your question, we're unable to recommend any third-party apps. I'd suggest exploring our website so you can choose an app which best suits your needs.

 

If anything arises, please don't hesitate to visit us. Have a good one! 

Frequent Explorer *

Re: How to upgrade QB Plus to QB Online Advanced

Hello mam\sir!

 

I'm  currently subscribed to QB Plus, and I want to upgrade my  subscription to QuickBooks Online Advanced.

How can i do this? Because when I 

  1. Go to the Gear (Settings) icon and choose Account and Settings.
  2. Select the Billing & Subscription menu.                                                                                       There is no button  Upgrade, only Downgrade.  What can I do in this case?                     Thank you, Malika!

Pic.JPG

Frequent Explorer *

Re: How can I convert currencies in QB?

 
Hello, please advice me!  
The supplier has sent us an invoice in pounds. We paid it from the  EURO account  in pounds. How can I do this operation in QB? How can I convert currency from euro account to pounds?  Is it possible if I subscribe to QB Plus?
Thank you, Malika!
QuickBooks Team

Re: How can I convert currencies in QB?

Hi Malika

 

We appreciate you have stated that you paid a Sterling transaction from your Euro account in Sterling however we would be grateful if you can inform us which currecny the transaction is showing as on you bank statement/banking page.

Frequent Explorer *

Re: How can I convert currencies in QB?

Hello,

 

On my bank statement/banking page the transaction is showing as EURO

 

 Thanks for your reply, I look forward to further information.

 

Regards, Malika.

Established Community Backer ***

Re: Import custom invoice data

hi @srolon ,

You may explore any 3rd party data import tools. One of them is TP.

https://transactionpro.grsm.io/fl-qbo

 

Hope it helps.

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