Import the purchases export into Xero or QuickBooks
This article starts after you download the file. To make the file, see Export purchases to QuickBooks or Xero.
Which path you use depends on your accounting system and plan:
| You use | Bills file | Vendor-credits file |
|---|---|---|
| Xero | Native import | In the same file |
| QuickBooks Online Advanced | Native import | Importer app, or type by hand |
| QuickBooks Online Simple Start, Essentials, Plus | Importer app | Importer app |
Xero
Choose Xero as the format before you export. You get one file.
- In Xero, open Business → Bills to pay.
- Select Import, and upload the CSV.
Xero shows each bill as a draft. Look at the tax rate on the lines. The export writes a default tax type, and you can change it to the rate your organization uses.
- Approve the drafts.
Credits come in the same file. If every line of a document is negative, Xero imports it as a credit note. If a bill has positive and negative lines, Xero applies the reductions to the bill.
QuickBooks Online Advanced
Choose QuickBooks Online as the format before you export. You get a bills file, and a vendor-credits file when the range includes credits, shorts or returns.
- In QuickBooks, open Settings → Import data, and choose Bills.
- Upload the bills file.
Match each column to its QuickBooks field. The table in the next section shows the matches.
- Look at the preview, and import.
The bill import does not take vendor credits. Import the vendor-credits file with an importer app, or type each credit into QuickBooks as a Vendor credit. Most ranges have only a few.
QuickBooks Online through an importer app
SaasAnt Transactions and Transaction Pro connect to your QuickBooks Online company and import bills and vendor credits on any plan. The steps below use the names SaasAnt uses. Transaction Pro works the same way.
- Connect the app to your QuickBooks Online company.
- Start a new import, choose Bills, and upload the bills file.
Match each column to its QuickBooks field with the table below. If the app asks for the date format, choose
YYYY-MM-DD.- Save the mapping as a template. The next import then needs no mapping.
Import. Then start a second import, choose Vendor Credits, and upload the vendor-credits file with the same mapping.
Every line in the vendor-credits file has a positive amount. The file itself is the credit, so QuickBooks subtracts it from what you owe that supplier.
Column matches
| Rinvy column | QuickBooks field | Notes |
|---|---|---|
BillNo | Bill number (Ref no.) | The invoice number, or R- and a short receipt id |
Supplier | Vendor | Must match the vendor name in QuickBooks |
BillDate | Bill date | The day you received the delivery |
DueDate | Due date | Same as the bill date. Rinvy does not track terms |
Terms | Terms | Always empty |
Location | Location | Always empty |
Memo | Memo | For a credit memo, names the invoice it corrects |
Account | Expense account | The QuickBooks account name from your GL category |
LineDescription | Line description | Quantity, unit and product, for example 2 case Ground Beef |
LineAmount | Line amount | Two decimal places |
LineTaxCode | Line tax code | Always empty |
Lines that share a BillNo, Supplier and BillDate become one bill with several lines.
Common mistakes
A vendor or account is not found
QuickBooks matches the vendor and the expense account by exact name. If the import stops on a name, fix the name in Rinvy (the supplier, or the QuickBooks account name on the GL category) or add it in QuickBooks. Then export again with Include receipts already exported before on.
The vendor-credits file is left behind
If you import only the bills file, you pay for short and credited items. Import both files for the same range.