How to import Bill Payment into QuickBooks Desktop


How to import Bill Payment into QuickBooks Desktop

Connect QuickBooks Desktop and Business Importer Desktop applications.

Step 1:


Use Select File button to select your file (Excel) containing Bill Payment. You can set up the sheet with the help of the Business Importer Desktop excel sample file, which was saved on your desktop when you installed the application.
* If you need to pay several Bills with one Payment, please specify the same RefNumber/DocNumber in the lines on import file, including numbers of the Bills paid by that Payment. The app will join all the lines with equivalent RefNumber/DocNumber to one transaction.

Step 2:


Select the appropriate sheet for the import and coinciding QuickBooks transaction or list type from the application dropdown list.

Step 3:


Edit application settings, if needed. In settings you can apply reference number from the import file to transaction (tab General), products (Product tab), Vendors or Customers auto creation (Vendor/Customer tab). Click Next.

Step 4:


To set up the mapping, connect your labels to QuickBooks Desktop labels. Save your Mapping to use it in subsequent imports, or upload the saved import.  You can also set default values to the fields, and they will be applied to all lines of your transaction.  Click Next.
Note: The fields marked red are required, they are should be filled in for minimal successful import.

Step 5:


Preview the Bill Payment information you are importing into QuickBooks Desktop. Make sure all labels are mapped in a correct way. You can make changes in the preview table, if needed. Click Start Import.
Note: If you have changed information in your import file you need to start your import again and upload the file one more time.
Import Results
Results from QuickBooks company
Possible variants of the result in the app:
Most common errors during Bill Payment import:
Problem Error Solution Correct example
The specified number of linked transaction cannot be found in the quickbooks company Transaction with RefNumber = ” CH 1111″ is not found in your QuickBooks company. Check whether you wrote the number of linked transaction correctly, specify number that exists in your QuickBooks company. Bill-001
Name of the currency was mapped to the Exchange rate field. ExchangeRate with name ‘USD’ not found in your company. Map the name of currency to the Currency field, specify exchange rate and map it to the Exchange Rate field. USD
Payment Method was not specified during the import Required field PaymentMethod is NULL Specify the payment method as Check or CreditCard in the field Payment Method on the mapping step Check
The account with the specified name cannot be found in your QuickBooks company. Account with name ‘ Checking ‘ not found in your company. Check the name of the account specified, it should be identical to the one you have in your QuickBooks company, no extra spaces allowed. Checking
In one of the lines the value expected is missing. Cannot get property ‘log’ on null object Please, check the amount in the import file, and also required fields, they must be not only mapped but filled in with values. 20
Bill Payment mapping fields:
Business Importer Name Description Example
Bill Payment Number The reference number of the  payment transaction BP-001
Line: Linked Bill Number The number of the Bill, the payment is associated with. Bill-001
Payee Name Refers to a payee who is a customer, vendor, employee, or person on the “other names” list. Janice Johnson
Payment Method The method the payment was made by. Use Check or CreditCard values. Check
A/P Account Refers to an accounts payable account in the QuickBooks file. (The AccountType of this account will be AccountsPayable.) AccountsPayable
Bank Account The name of bank account the payment is applied to. Checking
Credit Card Account Refers to the credit card account to which this payment is being charged Credit Card Account
Currency Name of the currency of transaction. USD
Exchange Rate The exchange rate is the market price for which this currency can be exchanged for the currency used by the QuickBooks company file as the “home” currency. 1.23
Line: Discount Account Refers to the account where this discount is tracked. Checking
Line: Discount Amount Reduces the receivable amount 5
Line: Discount Class Name The name of Discount class Clothing
Line: Payment Amount Represents the amount assigned to a particular receivable. The sum of all PaymentAmount elements in any given receive payment transaction must not be greater than TotalAmount. 20
Memo Additional information That is a bill payment entity for import.
To be printed Select ‘true’ or ‘false’ value for that field. true
Transaction Date The date of the transaction. 05.05.2018
Update Bill Payment Check If you are updating the payment use ‘true’ value if this field, otherwise use ‘false’ value of leave the field unmapped. false
Do you have any questions? We would love to hear from you. Contact us via our in-app chat to start a conversation or send an email to the address specified in the footer of this page.

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