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Update or Create New Items Using Transaction Pro Importer in QuickBooks Pro

In QuickBooks, the items are used to post transactions to the chart of your accounts and are required on the sales transactions or may be used in purchase transactions if you want to use job costing.  By this article, you will get to know about- how to either import new items or update existing items quickly and easily in QuickBooks Pro, or even in Premier or Enterprise by using Transaction Pro Importer.

This article will provide you knowledge about how to import the below item types:-

  • Inventory Part
  • Non-inventory Part
  • Service
  • And Other Charge

If you don’t see your item type, then here listed below an additional item list that has their own separate import type within the Transaction Pro Importer:-

  • Item Assembly
  • Item Fixed Asset
  • Price Level List
  • Item Group

Here are some common questions that we receive from clients:-

Question 1 – Can I update the information on existing items in QuickBooks?

The answer is yes. You can update most of the fields on the existing items with the exception of accounts. Some common updates include the following:

  1. Add or update custom fields
  2. Add or update reorder point
  3. Add or update price or cost
  4. Change the status between Active or Inactive
  5. Add or update unit of measure

You need to fill the following fields when doing the updates such as Item Name, Item Type and the other fields that you want to have updated.

Question 2 – Can I import the sub-items?

The answer is yes, map Item : sub-item to QuickBooks field, Item Name; on the ‘Transaction Pro Importer’ mapping screen.

Question 3 – Can I import the custom fields?

Yes, you can import the custom fields but you have to be sure that you first enable the Transaction Pro Importer option to enable the custom fields on the Advanced Tab.

Question 4 – Can I import quantities?

Yes, you can import your item list first and then you can do an inventory adjustment import.

You have to note that you can also use the sample import files and maps if you want and they are located in the following directory on your system – c:/ documents/ o1 Transaction Pro Importer 6.0. Then you have to make a note of the header row as this is what use on the mapping screen.

Now, open QuickBooks company file that you want to import and then start the Transaction Pro Importer. Then you will browse for the Excel file and you have to choose an import type of Item List, and select next to go to the next screen of the Transaction Pro Importer.

The next screen will be the File Contents screen and it will be where you can view the data in the Excel file that you’ve selected to import. Since this file has a header row, so make sure that you check the box which is in the lower left next to the File that has field names in the first row. Then click on next.

The next screen will be Mapping screen.  The first column is all QuickBooks field and the field that required are Item Name, Item Type etc. Then, put your cursor in the middle column and select the column from your import file that you want to have mapped to that particular field and then click on Next.

Then you’ll see the popup and you should select Yes. The next screen will be ‘Import file’ fields that mapped to QuickBooks fields.  You should note that this shows how the data in your import file will be married to the QuickBooks fields.  Select Next.

The last screen will be ‘QuickBooks Items Settings‘ screen and the info on that screen is used to set up new items on the transactional imports.  You will need to complete that screen in order to start the import. However, the info on this screen will not be ever used on the item list import as we will use the accounts that you have provided in your import file.  Select the finish button to start the import.

After importing a transaction, then the log will be generated if the Status column says- ‘Imported’. If there is any other value in that column, then the line will not import and there will be a detailed reason for that.  You can either save the file or you can just select Cancel.

We hope, now you’ve understood how to create/update items in QuickBooks Pro by using transaction Pro importer. To have an hassle-free experience, you can also opt for QuickBooks Pro hosting service. You can have a lot of benefits with a hosted QuickBooks Pro.

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