How to Set Up Transaction Pro Importer

Transaction Pro Importer migrates your invoice and bill files to QuickBooks Desktop. Learn how to set up Transaction Pro Importer.

On this page:

Set Up QuickBooks Desktop

Purchase Transaction Pro Importer

Transaction Pro Importer general settings

Create your invoice map

Invoice import settings

Create your bill map

Bill import settings

FAQ

Set up QuickBooks Desktop

Ensure you have set up QuickBooks Desktop, including adjusting client names, supplier names, and tax items, before you set up Transaction Pro Importer.

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Purchase Transaction Pro Importer

Transaction Pro Importer for QuickBooks Desktop enables you to save time by eliminating duplicate data entry. You can take advantage of Transaction Pro's free trial before your purchase, but please note that the free trial does not import transaction dates or allow in-app editing. 

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Transaction Pro Importer general settings

Follow the directions below to set up Transaction Pro Importer's general settings:

1. Export an invoice and bill from commonsku
2. Open QuickBooks Desktop, then open Transaction Pro Importer
3. In Transaction Pro Importer's welcome screen, click Browse to open the invoice or bill CSV file > select the file > then, click Open
4. On the welcome screen, set up the drop-downs with Field: Comma, Record: CR/LF, Import Type: Invoice, or Bill
5. Click the Options button
6. In the basic options, select the boxes beside:
   
   • Import Options - Truncate import field data that exceeds maximum length allowed by QuickBooks.
   • Import Options - Generate Transaction Log - outputs all processed and failed transactions to a log window.
7. Click Save
8. Click Next to view the invoice/bill details
9. Ensure that the box at the bottom for "File has field names in first row" is checked
10. Click Next to open the map window, then follow the steps below to create your invoice/bill map.

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Create your invoice map

The mapping screen shows three columns:

• QuickBooks Fields - QuickBooks Desktop's import fields.
• Import Film Columns - Data from the invoice/bill CSV file.
• Static Value/Formula - Customizable fields to combine data from the invoice/bill CSV file.

You can create your custom map by clicking the Field Match button to load the general Import Film Column fields, then add data as need, or you can click Load Map and use one of commonsku's maps.

• Invoice without SKUs - includes the default fields plus the customer name, invoice number, and no product SKUs.
• Invoice with project number - includes the fields from the "Invoice without SKUs" map and will also create sub-jobs with each project number.
• Invoice with number and project name - includes the fields from the "Invoice without SKUs" map and will also create sub-jobs with each project number and project name.

Once you've uploaded or completed your map:

1. Click Next for a preview of what's being imported (errors are highlighted in yellow and can be fixed in-app on Transaction Pro Importer's paid version)
2. Click Next again, then follow the steps below to finalize your invoice import settings

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Invoice import settings

The import settings only need to be set once if your team isn't importing product SKUs; if your team is importing product SKUs, you'll need to ensure these settings are consistent each time you import invoices.

Follow the directions below to finalize your invoice import settings:

1. In the "QuickBooks Item Settings" screen, set up the drop-downs with Item Type: Non-Inventory Part, Account: (select your income account), Sales Tax Code: Tax
2. Select the box beside "Save All Settings"
3. Click Finish to complete your import

Double-check the invoice in QuickBooks Desktop and ensure everything looks the way you need. If you'd like to make a change, delete the invoice and re-do your mapping. If you have any questions, reach out to the Support Team at support@commonsku.com for further assistance.

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Create your bill map

The mapping screen shows three columns:

• QuickBooks Fields - QuickBooks Desktop's import fields.
• Import Film Columns - Data from the invoice/bill CSV file.
• Static Value/Formula - Customizable fields to combine data from the invoice/bill CSV file.

You can create your custom map by clicking the Field Match button to load the general Import Film Column fields, then add data as need, or you can use one of commonsku's maps.

• Bill without SKUs - includes the default fields, but without SKUs
• Bill with customer name and project number - includes default fields, customer name, project number, and no product SKUs.
• Bill with customer name, project number, and project name - includes default fields, customer name, project number, project name, and no product SKUs.

Once you've uploaded or completed your map:

1. Click Next for a preview of what's being imported (errors are highlighted in yellow and can be fixed in-app on Transaction Pro Importer's paid version)
2. Click Next again, then follow the steps below to finalize your bill import settings

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Bill import settings

The import settings only need to be set once if your team isn't importing product SKUs; if your team is importing product SKUs, you'll need to ensure these settings are consistent each time you import bills.

Follow the directions below to finalize your bill import settings:

1. In the "QuickBooks Item Settings" screen, set up the drop-downs with Item Type: Non-Inventory Part, Account: (select your expense account), Sales Tax Code: Tax or Non, if not taxable
2. Select the box beside "Save All Settings"
3. Click Finish to complete your import

Double-check the bill in QuickBooks Desktop and ensure everything looks the way you need. If you'd like to make a change, delete the bill and re-do your mapping. If you have any questions, reach out to the Support Team at support@commonsku.com for further assistance.

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FAQ

• Do I have to use Transaction Pro Importer?
• Can I import product SKUs on my invoices or bills?
• How do I move Transaction Pro Importer to a new computer?
• How can I learn more about Transaction Pro Importer?

Do I have to use Transaction Pro Importer?

Not necessarily, but our Support Team can only provide training and mapping support with Transaction Pro Importer. If you prefer not to purchase Transaction Pro, you can use any importing service that migrates CSV files to QuickBooks Desktop, or you can re-key invoices/bills manually. 

Can I import product SKUs on my invoices and bills?

You can import SKUs on invoices or bills, but not both. Importing SKUs on both the invoices and bills will create duplicates and affect your reporting.

To import product SKUs:

• In the invoice or bill mapping screen, scroll down to the QuickBooks Field titled Items Item
• Delete the text from the Static Value/Formula Field
• Click the drop-down in the Import File Columns field and select Items Item

How can I move Transaction Pro Importer to a new computer?

To transfer Transaction Pro Importer to a new computer:

1. Open Transaction Pro Importer as normal and pretend like you're going to import a bill
2. When you get to the mapping screen (the one with the three columns), click Save Map and save your bill map
3. Follow the same process to save your invoice map
4. Uploaded your bill and invoice maps to the cloud, so that you can access them from your new device
5. Open Transaction Pro Importer's welcome screen > click in the bottom left corner (it says "Activated") > click Deactivate from this computer
6. Download Transaction Pro Importer onto your new computer and reactivate it using the activation code Baystate consulting sent when you signed up
7. Open Transaction Pro Importer on your new computer and redo the general settings
8. Import your invoices/bills as normal

How can I learn more about Transaction Pro Importer?

The Transaction Pro team has an extensive Knowledge Base of help articles that will provide walkthroughs and solutions to common issues. You can access their Knowledge Base here!

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