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Community Explorer **

Square Import

I am having issues with importing my products from Square into Quickbooks Online. I have several products that use variations. When I try to import my CSV from Square into Quickbooks Online if gives me an error telling me to change the name of my product. Based on what the help document from Sync with Square says:

 

  • "The Sync with Square app lets you import products or services into the proper accounts. To make this work, you need to set up your QuickBooks Items just the way you have them in Square. 

    To do so, go to your Square account and export your items (that is, products and services) as a .csv file. Then, import this file into QuickBooks under the option to Import Products & Services. After you do so, the app automatically imports your transactions with their respective product or service name."
  • https://community.intuit.com/articles/1207310-sync-with-square-hub#CFB4
 
I don't want to change the name of the product because then Quickbooks Online won't know which product from the Square sale is which.
 
How do I get my products over from Square so that Sync with Square will know which product is sold and communicate the information to Quickbooks Online without removing variations within Square?
Solved
Best answer 09-03-2017

Accepted Solutions
ProAdvisor

Re: Square Import

@ryannoel

 

"Is there a setting that could change this?"

Sorry, you can't!

 

Sync with Square or Sync with Paypal app is not currently designed for all business types, especially for tracking multiple variations of inventories into QBO. These apps will work better for service type businesses.

Check out the overall review ratings, that will give some clues.
    Square (2 out of 5)
    PayPal (2 out of 5)
And these apps have been around for a while.

Unfortunately, I don't have any better suggestions, other than sending them feedback request.

15 Comments
Established Community Backer ***

Re: Square Import

Hi ryannoel, 

 

Let's work together to get the list imported properly. 

 

Can you please send me a screenshot of the product names, the error message, and how you have the variations set up? This will allow me to find the source of the issue, so we can troubleshoot from there. 

 

I look forward to your reply. 

Community Explorer **

Re: Square Import

I have three screenshots.

 

The first is of the CSV I exported from Square to use as an import to QuickBooks like I was instructed in the Sync with Square hub (https://community.intuit.com/articles/1207310-sync-with-square-hub#CFB4).

Screenshot_1.png

 

The second is when I go to QuickBooks to import the products to select how they line up. There is no option for Variations, so I import without them.

Screenshot_2.png

 

The final screenshot is of the error I receive because the product with variations has the same name now in the QuickBooks import. 

Screenshot_3.png

Community Explorer **

Re: Square Import

The main issue I have with them not coming over correctly is we intended for Quickbooks to be the central hub of where all our transactional information. I need the sales coming from Square to come through to QuickBooks correctly, including updating inventory and registering sales numbers, taxes, fees, etc.

 

I am almost wondering if it would be easier for me to just create a new CSV with information to match QuickBooks formatting, but I am worried without the same name it won't sync. Do you know if the sync is based on the name or the SKU? If it is the SKU then I can play with the name all I want and it won't matter, but I don't want to mess up the sync if it is based on the name.

Established Community Backer ***

Re: Square Import

I appreciate your detailed response. 

 

At this time, there cannot be duplicated products in QuickBooks Online, which is indicated by 2 or more products/services having the same name. Since we want to map things correctly, is there a way to change the product name on Square's end so that the transactions are still tied to the same product? If so, you could add the variation to the name so that once they're imported, QuickBooks Online can differentiate between the two. 

 

Please let me know, and we'll continue from there. 

 

 

Community Explorer **

Re: Square Import

Hey Alicia,

 

Creating separate products in Square would completely defeat the purpose of variations as Square treats each product name as a separate item and then adds variations on top of them. So it wouldn't make sense for us to have blue-shirt, black-shirt, etc. for 18+ different variations. This would be overwhelming for anyone and make our POS hard to navigate. 

 

I am assuming by your response that QuickBooks matches the products from Square transactions by the name and not the SKU? Is there a setting that could change this?

ProAdvisor

Re: Square Import

@ryannoel

 

"Is there a setting that could change this?"

Sorry, you can't!

 

Sync with Square or Sync with Paypal app is not currently designed for all business types, especially for tracking multiple variations of inventories into QBO. These apps will work better for service type businesses.

Check out the overall review ratings, that will give some clues.
    Square (2 out of 5)
    PayPal (2 out of 5)
And these apps have been around for a while.

Unfortunately, I don't have any better suggestions, other than sending them feedback request.

Community Explorer **

Re: Square Import

@vpcontroller I saw the bad reviews but most of them were issues that the user could have prevented in the setup stage or reading what the app can and can't do. I saw a post from a year ago about my exact issue and they said SKU matching was coming. I am guessing it is still not here then??

Frequent Explorer *

Re: Square Import

So in square are you saying that every color and size shirt would have to be set up separately for it to pull correctly from Quickbooks? 

Moderator

Re: Square Import

Hello everyone,

 

We can only import the product items with standard fields, @ryannoel. Most of the fields you're trying to import aren't yet supported. Please see the sample Excel screenshot below. After you've uploaded the CSV file, you'll then edit each items manually.

For now, we don't have the exact details about the SKU matching from Square and PayPal. However, you can send us product suggestions about it by clicking on the Gear icon and selecting Feedback.

 

Regarding about your concern, @loriparsons. That is correct. You'll need to set up different items for every t-shirt with different colors and sizes. 

 

If you need any thing else, please let us know. We're happy to help. 

Community Explorer **

Re: Square Import

“Standard Fields”? Quickbooks Desktop has had the ability to add sub-items for decades. It’s literally one more field in your database, but it’s a standard part of conventional inventory management practices. For example, EVEN SQUARE HAS IT. Why would you take it out for this “feature”? The last thing I needed right now was to redo a whole month’s accounting. Very disappointed. 

QuickBooks Team

Re: Square Import

Hi there, Bhughes.

 

The option to enter or import sub-items is still there. The format is you'll place the sub-items in the next lines after the parent item. Then, name them with the parent item and separate them with a colon.

 

Example: 

     Widgets
     Widgets:Widget001
     Widgets:Widget002
     Widgets:Widget003

 

Here's an article for additional reference: Import/export CSV Files.

 

Please get back to us here if there's anything else you need.

Community Explorer **

Re: Square Import

Thank you! I hunted all over for that last night. It would perhaps be helpful to add more description to the QB online article

Community Explorer **

Re: Square Import

So, that adds my parent item as a category, which means that I now have actual categories (events, public support, inventory sales, etc.) at the same level as items. Any suggestions?

Community Explorer **

Re: Square Import

I see now that I can make sub-categories. So, my Category - Item - Variation can become Category - Sub-Category - Item. Can't believe it took me all night to find that...

Established Member

Re: Square Import

God bless you, Bhughes! This was driving me crazy! so, to be clear, did you map things in the following way:

 

Square                 ->      QuickBooksOnline

 

Category             ->      Category

Item Name          ->      Sub-Category

Variation Name   ->    Name  

 

Thanks in advance...I can't tell you how happy I was to find someone who had investigated this!