• Updated

How to setup Transaction Pro for QuickBooks

The Transaction Pro Importer enables you to export Bills from Procurify to QuickBooks Desktop and QuickBooks Online. Once the initial connection and mapping are established, it is simple to regularly export your Bills to QuickBooks.  It is recommended that you Export a single practice Bill before importing All Bills. The mapping portion of the following instruction only needs to be completed once, and then Bills can be exported and imported easily. Ensure that no one is accessing the QuickBooks Account, during the setup process, in order to access single user mode. Please review the following Troubleshooting article if you are experiencing issues with setup.

QBD_-_Bills_-_TransPro_Diagram.png

  1. Log into QuickBooks. Ensure you are logged in as the Administrator, in single-mode user. This is the required login format for Transaction Pro to work.
  2. Log into Procurify and select the Accounts payable module → Manage Bills → Approved. Click the checkbox next to the Approved Bill you wish to Export or select the top checkbox to export all Approved Bills and select Export CSV Items. 
  3. The Approved Bills file will be sent to the Procurify user’s email in CSV format. Save the file to your computer, so it is easy to locate. 
  4. Open Transaction Pro. A pop-up window will appear in QuickBooks asking to allow this application to access the company file. 
  5. In Transaction Pro, choose Yes, whenever the company file is open and select the Admin user as the user to connect to QuickBooks (if this pop-up does not appear this step has already been completed)
  6. On the next pop-up page: 
    1. For the dropdown field titled Field select Comma 
    2. For the Import Type drop-down field select Bill 
    3. Upload the Procurify Bill CSV file by selecting Browse
      • Transaction_Pro.PNG
  7. Select Next (The pop-up window will display the overview of the file you are about to import)
  8. Check the checkbox File has field headings in first row located at the bottom of the left-hand side of the pop-up window
  9. Click Next and it will take you to the field mapping section 
    • TP3.PNG
  10. For each QuickBooks field on the left, click into the cell titled Import File Column on the right (Procurify data) to map the corresponding fields. See the image and links below for mapping examples. The red QuickBook fields are mandatory meaning you must match them with the appropriate Procurify column data. Continue selecting the Import File Column to map all the appropriate data points.  
  11. Select Save As to save the mapping. The .dat mapping file should be saved somewhere accessible and with a descriptive name (especially if you are creating different maps for different transaction types)
  12. Select Next and under Item Settings, Item Type = Non Inventory Part, Account = Uncategorized Income, then select Finish
  13. A message will appear to tell you that the Bills have been imported into QuickBooks. 
  14. Locate the bill in QuickBooks (via the Vendor Center) to ensure all fields have mapped correctly
  15. Delete the test bill in QB (this is not required if using a QB test file)
Important: If the Account Code or Vendor exists in Procurify and not in QuickBooks, by default it will create a new Account Code or Vendor in QuickBooks. The names must match exactly. To change this setting, go to the first Transaction Pro page → click Options → on the Basic tab under List Items, tick checkboxes: Do not add vendors & Do not add accounts. 

Notes

  • Once the initial connection has been completed, users of Transaction Pro are not required to have Administrative rights. However, Transaction Pro users must have read/write access to the Chart of Account in QB as well as to any section in QBDT into which the user will be importing or any section out of which the user will be exporting.
  • QuickBooks Bills has two tabs - Expense and Item. Items are only relevant if the QuickBooks Inventory module is being used. For most, it will almost always be Expense Accounts/Classes and no item-related fields that map. 
  • Please review the following Troubleshooting article if you are experiencing issues with setup.
  • Transaction Pro has a web application for QuickBooks Online.
  • If you have the terminal server version of Transaction Pro or you would like to import Journal Entries, contact your Customer Success Manager for assistance.
  • Learn more about Transaction Pro and QuickBooks.
  • Setting up Multiple users to access a server installation in Transaction Pro