Import data from other sources into QuickBooks

Select the QuickBooks version for log on. Choose one of the selections as shown in the picture above

Current QuickBooks accesses the QuickBooks file which is currently open.

QB Online Edition accesses the Web version of QuickBooks. Please follow the instructions on the screen.

QB Point of Sale accesses the Point of Sale version of QuickBooks. Please follow the instructions on the screen.

Company File accesses a QuickBooks Company File. Remember, you have to authorize QImport to work with QuickBooks.

Select an existing template or <New> for creating a new mapping.

With Create / Change template a new dialog as shown will appear.

The left tree view shows all items / fields you can import into QuickBooks

The right tree view will show the structure of your input data source.

The list control at the bottom will show your mapping from input source fields to QuickBooks fields.

Match selection from both tree views, the source tree and the target tree. The matched selection is shown in the list view at the bottom of the display.

If more than one entry for invoice-items etc. is needed, this button just creates the appropriate number of entries. The button is visible only, if multiple entries are allowed.

Delete the selected entry from the matches list.

Edit the selected entry from the matches list. This opens up a window, where the values for the target field are edited. You can enter here a constant or a XSL expression.

Generate Template

Create a template out of the matches list. After all matches between target and source data are done, a template for further use is generated. A list of available templates is shown in the combo box on the left.

File

Loads the file containing the source data. The name and the path of the file is displayed above the right tree view. That tree view shows the structure of the import file. A valid import file is either in a XML format or in a CSV ( comma separated values) or TXT ( same structure as CSV) format including a header row.

For each import, a log file is generated which shows the detailed results of the import process.

Tools

After all matches between target and source data are done, a template for further use is generated. A list of available templates is shown in the combo box on the left.

After selecting a template, all source data is imported into QuickBooks. A log file is created which contains all relevant information for monitoring the import process

About

Display this information

Open a dialog where you can contact our support. All necessary support information is compiled and transmitted to our support.

Activate this product. A purchase of QImport is done via our website. You must enter the Activation Code, you obtain during the purchase process. If you plan to use this copy of QImport on another computer, please de-activate this product first. Then you can use the same activation code on the other computer.

Information about this product, Version and release number

Select the QuickBooks field in the left tree-view. Then select the first filed from the input-fields. Press shift and select the next input fields. After selecting all input fields, Press the Match button.

Sequence of operations

Determine the sequence of operation.

Usually the view of matches is sorted alphabetically. This is not always appropriate. For a change of that sequence, first finish the entire matching process. Then double-click that operation that will be moved. Scroll to the target position. Press ctrl and click the target. Then generate the template.

With 'Load Import File' choose as input an IIIF file. With IIF, you cannot make any matches. Everything is done automatically. Just import the file. If there are errors during the import, these errors are listed in the log file including the line number of the failed transaction.

You would like to add a discount line to an invoice only when there is a discount (Just ignore empty discounts). This can be done as follows:

1. Create a new InvoiceLineAdd for the discount item. Quantity usually is 1, itemref/fullname usually is Discount and the amount is one of your import fields( i.e. DiscountAmount).

2. Scroll down the mapping listbox until you see InvoiceAdd\InvoiceLineAdd\Amount. Now right scroll the mapping listbox. It appears a new heading named 'condition'. Press the edit button and the edit dialog appears. In the lower half a 'condition' input field appears.Now enter the following condition: oIF: DiscountAmount != '0.00' and press ok.

3. Generate the template. As result, you generate the following behavior: When the DiscountAmlount is not equal 0.00 then an invoiceline for the discount will be added. Otherwise it will be omitted.

There are other samples where we can use this type of conditions.

The syntax is a follows:

CONDITIONTYPE:CONDITION

CONDITIONTYPE are IF, oIF and MLINES

The CONDITION for IF and oIF is: fieldname = 'constant' or fieldname != 'constant#

The difference between oIF and IF is: IF will be executed for the line, where the condition is set to. oIF (out if)  will be executed to the outer level of the line where the condition is set to. In the above example, oIF is set to the amount, but will be executed at the InvoiceLineAdd level, while an IF will be executed for the amount field only.

The CONDITION for MLINES is as follows:

MLINES creates a template where an invoice consists of several lines of your import file. I.e. you have several invoice items spread over 5 lines. The syntax is:

MLINES:ChangeField

ChangeField is the field, where you define when an invoice ends. I.e. change of invoice number or customer name.

We will attach an example in the sampleTemplates.zip where conditional programming is shown.

The combo box at the top shows the already defined SQL connections. To define a new connection, select <NEW> in the combo box. You can either enter manually a connection string or just click Create Connection. A dialog box pops up where you can define and test the connection to your database. The resulting connection string is then shown here.

Next, define the SQL statement which will collect the data for import from your database. You may test the statement. The number of records shown will be displayed. If everything is ok, save the connection. It is saved with the extension .qsql. Then close the dialog.

To continue, please load this .qsql file via the load import dialog. It behaves just like an XML or CSV file.

Without activation, there is still all functionality available. The only restriction is, that you import the first line only.

1.

2.

3.

4.

Select in the left tree view i.e. Name and select in the right tree view the related field which represents the name in your source data. Both items are highlighted now. Press the button between the tree views and the match selection appears in the match view at the bottom.

Similarly choose all fields you like to import. You may delete or edit entries in the match view with the buttons and .

5.

6.

7.

Batch

QImport3.exe %1, %2, %3 where

* The template file MUST reside in the installation directory.
Usually c:\Program Files\QImport\QBImport3

If you experience problems when connecting to the QuickBooks Point of Sale, please download the following executable from here. It will install the proper access to the QuickBooks Point of Sale. After installation, try to log in via Q-Import and follow the instructions.

If you have any questions or suggestions please visit our support page or contact us by email.