Below is a step-by-step guide on how to import Invoice data into QuickBooks Online using Autymate | Transactions.
To get started with importing your data to the Autymate | Transactions app, use the side menu to select the New Import option as shown below.
What is your source?
If you are creating a new integration from a previously uploaded import file source, locate your desired file under Choose from your existing connections.
If you are connecting to a new data source, begin by specifying the file type of your source import data.
This will navigate you to the Name your Connection page.
Name Your Connection
You can specify the name of your connection here. Click inside of the text box to change the default name of this connection. The default connection name will always be the type of the source that you have selected in addition to a unique integer value.
Specify a connection name that is easy for you to remember. The name of your connection can always be changed later.
Drag and Drop File below or Upload
Once you have named your connection, you will be asked to upload your file. This can be done by either dragging and dropping a compatible file or by selecting the "SELECT FILES..." button in the file upload window.
Once all of the desired files are successfully imported, select the CREATE option.
After your file has finished uploading, specify the sheet within that file that you would like to map data from in QuickBooks Online.
Multiple File Uploads
Autymate | Transactions supports simultaneous uploads of multiple files. In order to do this via drag and drop, highlight multiple files of compatible types and drag them to the target box. Alternatively, use the SELECT FILES button again to open the File Explorer and select multiple files to be uploaded.
In the case that a file fails to be imported, the problematic file will be highlighted in red as shown below.
If this occurs, you will be given the option to attempt the import again but selecting the Refresh icon. You can also remove the problematic file from the upload window using the X button.
What is your destination?
Now it's time for you to select your destination connection from the available options. Autymate | Transactions supports QuickBooks Online, QuickBooks Desktop, and QuickBooks Point of Sale.
How do you want to import?
To view only Customer Transactions, select the Customer Transactions filter option at the top of the screen:
Customer Transactions include the following entities:
- Received Payments
- Credit Memos
- Sales Receipts
- Refund Receipts
Each QuickBooks field that you may map your imported data to is denoted with a dropdown box and cog button as shown below:
A red asterisk next to a field name indicates that this is a field that must contain data to ensure a successful import. All fields that are not denoted with a red asterisk can be ignored.
Field Dropdown Menu
The field dropdown menu contains all recognized column headers in your imported data spreadsheet. If the column header directly matches the QuickBooks field name, the dropdown will automatically populate the matching column header in its corresponding field. This automatic mapping can be overridden if desired. If a QuickBooks field item name does not match any column headers found in the imported spreadsheet, simply use the dropdown menu to select the desired column header for that field.
Advanced Field Options
Selecting the cog icon will bring up a description along with the advanced options of that field.
QuickBooks Online has many different data fields that can be populated within each of its Customer Transaction forms. In order to streamline the import process, Autymate | Transactions offers both a simple and a complete view of data fields in its Mapping pages. The simple view is selected by default and is comprised of only the necessary and/or most commonly populated fields for that transaction form.
You may use the Enable Complex Form slide bar at the top of the form to toggle between the simple and complete view at any time during the mapping process.
How to Import Invoices
In the What would you like to import? step, select the Invoice option as shown below.
You will be navigated to the Invoice Mapping page. For ease of use and familiarity, this page was designed to emulate the QuickBooks Online Invoice form.