Importing Your Vendor Listing into QuickBooks

  • QuickBooks lets you easily import suppliers and vendors in bulk from other sources.
  • You can transfer vendor data to and from bookkeeping software, Excel files, and elsewhere.
  • Make sure you've gathered all relevant vendor details, such as their name, employer identification number, and rates.
  • This article is for small business owners and bookkeepers just starting out with QuickBooks to manage finances.

QuickBooks has powerful features that make it easy for business owners, or their accountants or bookkeepers, to handle all aspects of business accounting. With QuickBooks' integrated vendor management function, you can easily track vendors, payables, and other relevant details.

While you can set up vendors manually in QuickBooks, it's very easy to bulk import existing vendor data. This guide will show you how to import vendor information from Excel and CSV files into the QuickBooks you are using, including QuickBooks Online and QuickBooks Pro.

TipTip: If you have more complex finance and accounting needs, consider the features of QuickBooks Online Advanced, which include smart reporting and the ability to enter invoice transactions from a CSV file.

Adding Sellers to QuickBooks Online

If you're using the cloud-based QuickBooks Online application, which can be accessed from a web browser, it's easy to add and import vendors.

With all of your vendor information in QuickBooks Online, you'll save time when entering bills and transactions. Instead of entering details manually, you'll select a vendor from a drop-down list that already has several fields filled in. It's also easy to track expenses through accounting reports, providing managers and business owners with important insights.

QuickBooks Online Vendor Setup Checklist

Whether you are entering vendors manually or importing them, gathering important information about your vendors is essential.

It's easy to collect information in a CSV file or Excel spreadsheet. If you are using another accounting software program to manage your suppliers, you can easily transfer the details to QuickBooks.

You should have the following information for all of your vendors:

  • company's name
  • email address
  • phone number
  • contact name
  • employer Identification Number
  • Amount outstanding before importing into QuickBooks
  • rate paid to seller
  • rate charged to customers for services

Bulk Import vs. Manual Vendor Setup in QuickBooks Online

If you only have a few vendors to add to QuickBooks Online, it makes sense to enter them manually. It works like this:

  1. Choose Expenditure , new seller.
  2. In vendor centerChoose new seller.
  3. Fill in your vendor information and select save when you're done.
  4. You can edit the details anytime by selecting the seller and then selecting Edit.

If you have more than a few vendors, it's very easy to import them into QuickBooks Online by using an existing vendor list in Excel or other bookkeeping software.

did you know?did you know? QuickBooks also has powerful payroll and time and attendance tools for small businesses. Read our QuickBooks Payroll review and QuickBooks Time review for more information.

Import Vendors into QuickBooks Online Using a CSV or Excel File

There are a few steps to import your vendor data into QuickBooks Online via a CSV or Excel file. You must prepare your spreadsheet and then begin and complete the import into QuickBooks Online.

Step 1: Prepare the spreadsheet.

Each spreadsheet column corresponds to the field you want to import into QuickBooks Online, and each row contains details about an individual vendor.

QuickBooks allows you to import the following fields, but you don't have to have data for each field:

  • company's name
  • contact name
  • phone number
  • email address
  • mobile number
  • Website
  • fax number
  • Street address
  • city
  • Pin Code
  • State
  • Country
  • tax identification number
  • opening balance
  • balance opening date

Your spreadsheet should have labels for each column in the first row. However, these label names do not have to be the same as the field names in QuickBooks Online. The import process gives you the opportunity to map each column in the vendor list to a separate field. Avoid columns for fields you don't want populated.

The vendor information spreadsheet should be on the first Workbook tab in Excel. QuickBooks Online will only consider the first tab.

TipTip: If QuickBooks isn't right for your business, consider some feature-rich and affordable QuickBooks alternatives. Read our review of Xero, our Sage review, and our Zoho Books review to learn more.

Step 2: Import the file into QuickBooks Online.

  1. Launch QuickBooks Online and select Expenditure , sellers.
  2. In vendor center, go to new seller drop-down arrow and select import seller.
  3. in the labeled box Choose CSV or Excel File to UploadChoose Browse.
  4. Navigate to your csv or excel file and click open.

  1. Choose next To continue.
  2. Feather map data Map your fields from the imported file to QuickBooks Online Fields. The software automatically selects if your column headers match the fields in QuickBooks Online. These are just suggestions; You can always make changes.
  3. It's fine if your imported sheet has extra headers, and you don't need to match for all vendor columns in the software. Choose no match If you don't have a match. Choose next When you are ready to continue.

  1. Review your data. Confirm that the number of imported records is equal to the number of rows in your spreadsheet excluding the header row. If you see any problems, fix them here or select Back To make any necessary mapping changes. Deselect any records that you do not want to import.
  2. When you're satisfied, choose Import To move forward.

  1. When the import is complete, you will see a message about the vendors that you imported successfully. Your vendors are now available in the Seller Center of QuickBooks Online.

TipTip: Read our full review of QuickBooks Online accounting software to learn more about the powerful features of this cloud-based tool.

How to Import Vendors into QuickBooks Pro

It's also quick and easy to import your vendors into QuickBooks Pro, the QuickBooks accounting desktop application.

Like QuickBooks Online, QuickBooks Pro lets you import a spreadsheet CSV to add supplier details manually or add vendors in bulk.

Here's how to import vendors from an Excel spreadsheet into QuickBooks Pro.

Step 1: Select your vendors.

  1. Launch QuickBooks Pro and select vendors To go on Vendor Center.
  2. Choose excel , Import from Excel.
  3. under Select the type of data you want to add to QuickBooks, Choose sellers.
  4. You will be taken to a screen with a formatted Excel sheet. If you are using an Excel file in the same format as the QuickBooks Pro Vendor Import Template, skip this step.
  5. Choose advanced import to complete your imports.
  6. You will see a pop-up warning that you cannot undo an import. Click Yes To continue.

Step 2: Get your vendor data.

Copy the data from your Excel vendor file into the QuickBooks template. Your Excel data is on the right, and the QuickBooks template is on the left. Hovering over the cell displays instructions for what type of data you should add. Above the column headers, you'll see cell-formatting examples.

QuickBooks lets you add the following vendor information:

  • company's name
  • first name
  • last name
  • Street address
  • city
  • State
  • Pin Code
  • Country
  • phone number
  • Alternate Number
  • fax number
  • Account Number
  • email address

Step 3: Resolve any errors.

When your file is ready to be imported, you will have the opportunity to check for and fix errors. If the program finds a problem, you'll see a message in the error box in the top left and a red warning triangle in the corner of the affected cell. If there is an error, QuickBooks will explain it and tell you how to fix it.

Step 4: Save your changes.

  1. After verifying that everything is correct, select add my data now To fill in the vendor information in QuickBooks Pro.
  2. You will see an error message warning that you have not saved your changes yet. Choose Save and add data now.
  3. Save the file on your computer. You should automatically see the file name in the box. If not, select browse and select the file.

Step 5: Import the file.

  1. Choose Add my data now. You will see a screen with all your successfully completed steps along with the number of records you have added to your seller list.
  2. Your vendor import is complete. Visit the Seller Center to view your seller list.

How to Delete a Vendor in QuickBooks

You may want to remove a seller at some point. However, if you have already used vendor details in a transaction, you cannot delete the vendor from QuickBooks. However, you can make the supplier inactive so that you can't see it in the vendor center.

To deactivate a seller:

  1. Navigate to the Seller Center.
  2. Find the seller you want to deactivate.
  3. Select the drop-down menu and select make it inactive
  4. Choose Yes to confirm.
  5. If you're trying to deactivate a supplier with dues, QuickBooks will warn you. to select No And record the amount owed before deactivating the seller.

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