How to Import Bills into QuickBooks Online using the CSV File?

Import Bills into QuickBooks Online

Most users may require to import the data such as bills, transactions, and other details into their QuickBooks account. However, there is a certain limitation and capabilities to import files into QuickBooks. If you are willing to import the purchase bills, learn with us how to import bills into QuickBooks Online using a CSV file with relevant information.

In this guide, we will show you how to import bills into QuickBooks Online with step-by-step instructions. Besides that, we will provide other information regarding bills import in QuickBooks Online.

What All Data Can Be Imported into QuickBooks Online?

Before importing any bills, users should know all data they can import into QuickBooks Online. The following items can be imported easily into your QuickBooks account:

  • You can import bills with multiple line items. In addition, the total value for each of your bills can also be imported.
  • Multicurrency is also supported.
  • In QuickBooks Online, GST codes are already mapped. Thus, you don’t have to modify the GST codes to QB Online GST code format before you proceed with the import.

Must Read: How to Import Journal Entries into QuickBooks Online with Steps?

How to Import Bills into QuickBooks Online?

QuickBooks Online lets you import the batch of bills. However, it is suggested to import bills not more than 100 bills at once. To get started with importing bills, you are required to pursue a series of steps.

First of all, you will have to create a CSV file with relevant columns created. Then, upload this CSV file to QuickBooks and open it to import the purchase bills. Thereafter, you can map the column headings and proceed with import to view the result. To know how to import bills into QuickBooks online in detail, read the following steps:

1: Prepare a CSV or Excel File

The first step is to create an Excel or CSV sheet so that you can create columns that are required. Make sure you add the following columns to the sheet:

  • Supplier
  • Bill No.
  • Bill Date
  • Account
  • Due Date
  • Line Amount
  • Line Tax Code

During the bills import flow, you can easily map each of the column headings to the QB bills fields. You can see the example of the data file that is available to download.

Note: If the CSV file contains new accounts and suppliers then you should add or import the new accounts, customers, and suppliers before you upload the CSV file into QuickBooks Online.

2: Upload the CSV File

Once the CSV file is created, you can upload it to the QuickBooks account. Uploading the sheet will give you all the necessary columns or fields. To understand better, you can have a look at the following steps:

  • Click on the “Settings” icon.
  • Then, click on the “Import Data” option.
  • Press the “Bills” button.
  • Now, you can review what all is required to import the bills. For this, you can view the example data file available for you to download.
  • When you see all the necessary fields, you can click on the “Browse” button.
  • After this, select the “.csv” file.
  • Thereafter, you can click the “Open” button.
  • Now, press the “Next” button.

This is how you can open the CSV file after uploading it to QuickBooks Online. But, remember that you have to populate a field of Line Account even if you import the bill totals. Please note that if the CSV file contains new accounts and suppliers, make sure you add or import the new accounts, customers, and suppliers before uploading the CSV file into QuickBooks Online.

Must Read: How to Import IIF Files into QuickBooks?

3: Map the Column Headings

As you have opened the CSV sheet into your QuickBooks Online, you can now map the column headings. Please note you will have to complete the fields with an asterisk sign.

  • Click on the date format and use it in a way you want such as D/M/YYYY.
  • Now, you can choose the option Inclusive or Exclusive (if applicable). This option will appear only if you have set it up in QuickBooks Online.

If the sheet detects any errors in mapping, it will be highlighted. Then, you can go back to repair the issues.

4: Get Started with Import and Check the Results

Now that you have already mapped the fields so you can continue starting the import and check your results.

  • When you see the import summary, click on the “Start Import” button. This will initiate the import process.
  • After the process is done, you will see the import summary on your screen.
  • Here, if you see any bill that did not import, you can note down those bills and reasons.
  • Once done, click on the “Done” button.
  • When you see the final summary of completion, you can press the “OK” button.

These are the four main steps that will help you to import the bills into QuickBooks Online. All you have to do is create a CSV file with required columns, upload it to QuickBooks, map the columns headings, and start the import.

Retain the Bill Numbering in CSV File

If you want to retain the bill numbering in the Excel or CSV file then you have to make sure that the Custom transactions numbers option is enabled. To enable this feature, you have to go through the Account and Settings. After that, move to the Sales menu and click the Edit button to enable the Custom transaction numbers. Here is the step by steps guide for the same:

  • Click on the “Settings” icon.
  • Then, move to the “Account and Settings” option.
  • After this, you can click on the “Sales” button.
  • Here, you need to move to the “Sales form content” section, press the “Edit” button.
  • From here, you can change the “Custom transaction numbers” option from off to on.
  • Once done, select the “Save” and “Done” buttons respectively.

As you perform these steps, the custom transaction number option will be enabled and no onwards it will show its action in the CSV sheet to retain the bill numberings.

What Do You Need to Know about Import in QuickBooks Online?

There are a few limitations and capabilities of importing data into QuickBooks Online. Hence, we are going to inform you what you need to be aware of while you import the bills. Check the following points:

  • If you are planning to import the supplier or customer contacts from Excel, Gmail, and Outlook then this should be only done when having a large volume of suppliers.
  • Adjustment notes, negative amounts, and discounts are not supported.
  • If you import the new supplier and no currency is mentioned then QuickBooks will consider their home currency.
  • Bills at least require one line item.
  • Line Items Accounts will have to be present before importing into the QuickBooks Online.
  • If bills have numerous line items then you have to be sure that each line entry has the Supplier, Bill Date, and Bill Number specified as shown in the .csv example file.
  • If the Item Details is not imported then you won’t be able to import the Product or Service section. Due to this, you will not be able to import items that would increase stock automatically.
  • You have to make sure that GST should be enabled if you are importing the transactions along with GST amounts.
  • If the GST is inapplicable or turned on in your QuickBooks Online, the GST amounts and GST codes will not be required. In addition, the sample file will not be containing any GST columns.
  • But, if the GST is applicable or turned on in your QuickBooks account, it will require the GST coding. The sample file will also contain the GST columns.
  • Please note that GST will be calculated by QuickBooks based on your GST code (if there is no GST amount specified).
  • When you see the GST amount is already specified, the amount will automatically override the calculation that would be made by QuickBooks Online. This will also allow for the rounding differences between third-party applications and QuickBooks Online.

To Sum Up

QuickBooks Online allows you to import multiple line items and the total value of each bill. Here we have shown you You just need to prepare how to import bills into QuickBooks Online using a CSV file. You just need to prepare a CSV file with required columns, upload it, map the headings and start importing bills into QuickBooks. There are a few limitations of importing data into QuickBooks which we have already shared above.

Also, read about how to find company ID in QuickBooks Online to access QuickBooks data.

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