QuickBooks™ Point of Sale: Data Import Wizard Instructions
Note: Basic users cannot import item pictures.
Following is the basic procedure for using the wizard to import data. Select Help on each page of the wizard for additional information about the choices on that page.
- (Basic, Pro) If in network mode, the Data Import option can be accessed from the File Utilities menu on the Server Workstation only.
- (Multistore) Remote stores can import only customers.
To use the Data Import Wizard:
It is recommended that you backup your company data file before importing.
Export the data from another application, if necessary, to an Excel or comma-delimited text file. Refer to the application’s 3rd party documentation for instructions. On your Point of Sale Server Workstation, select Utilities –> Import from the File menu.
The Data Import Wizard is displayed. Read the overview material and select Next. Select a data type to import, Inventory Items, Item Pictures, Vendors, or Customers and select Next. You can only import one data type at a time.
Select the file type being used: the Default Template (Excel) provided with Point of Sale, a Custom File (Excel or text file), or Vendor Catalog (on item imports only), then select Next. What is the difference between these choices?
We need to know the file type being used to continue:
Use the default template
- 1) Read the information about how the tool works and then select Open Import Template.
- 2) Enter information on the data worksheets included in the template (Vendors, Customers, and Inventory) as appropriate. Clear any information left in the template from a previous import. Otherwise, you may create duplicates in Point of Sale
- a) Clear any information left in the template from a previous import. Otherwise, you may create duplicates in Point of Sale and/or get error messages.
- b) View the general instructions on the Instructions worksheet, and follow the specific instructions on each data worksheet to complete it (click here for additional tips about entering data). You do not need to use all three worksheets and only the data you actually enter into the template is imported (some fields are required as specified on the worksheets).
- c) Don’t leave blank rows and ensure you have entered values in the required fields (bright green).
- d) Do not enter formulas in the fields; they will not work during the import.
- e) Do not change the format of the field. For example, if a numeric field is changed to a text format, the import will fail.
- f) You can close the Data Import Wizard while you work on your spreadsheet and return to the same page when ready to continue.
- 3) When done entering information, Save the template and close it. Do not change the template name
- 4) Return to theData Import Wizard, and select Next.
- 5) Select the options for how you wish the wizard to identify duplicate records and how you want to handle them and then select Next.
- 6) The Wizard analyzes the import file and displays the status, including any errors found.
- 7) Review the information on this window and the notes below for help in resolving errors before continuing.
- 8) If errors were found, click the link to view them in the Import Log. If the errors are serious you will want to cancel the import and go back and fix them in the import file. If they are not serious, you can continue at your discretion and make minor edits later in Point of Sale.
- 9) If you did not back up your company data before beginning, it is strongly recommended that you select the checkbox to do so now
- 10) If ready to continue, have other workstations exit Point of Sale, and then select Import.
- 11) After the import is complete, select Utilities –> View Data Import Log from the File menu,if you want to review the import information, including errors and records not imported.
Use a Custom File or Vendor Catalog
The following are useful tips, and answers to frequently asked questions, regarding the Data Import Wizard:
- 1) Browse to the file containing the data you wish to import and select it. If importing from a text file, the file must have a .csv extension.
- Select which sheet contains the data to import (Excel format only) and which row on the sheet contains the first line of data to import (Excel or .csv format, do not include any heading rows.).
- 2) Choose a file mapping to use or selectAdd New and specify how the Data Import Wizard is to import your data. When done defining mappings, select Next to continue.
- 3) Select the options for how you wish the wizard to identify duplicate records and how you want to handle them and then select Next.
- 4) The Wizard analyzes the import file and displays the status, including any errors found.
- 5) Review the information on this window and the notes below for help in resolving errors before continuing.
- a) If errors were found, click the link to view them in the Import Log. If the errors are serious you will want to cancel the import and go back and fix them in the import file. If they are not serious, you can continue at your discretion and make minor edits later in Point of Sale.
- b) If you did not back up your company data before beginning, it is strongly recommended that you select the checkbox to do so now.
- 6) If ready to continue, have other workstations exit Point of Sale, and then select Import.
- 7) After the import is complete, select Utilities –> View Data Import Log from the File menu,if you want to review the import information, including errors and records not imported.
- Check your import template to ensure required fields are filled (denoted on the default template and in the custom mappings page of the wizard).
- Save and close the import template before beginning the import.
- Do not enter monetary symbols ($) in currency fields or change the format of the fields. These things will cause the import to fail.
- If doing your first or a very large import, you may find it helpful to create a new company data file and import to that file to test before importing into your real company file. It is also strongly recommended you make a backup of your company data before an import (the wizard will give you the chance to do so).
- If the template file you are using has been provided by a vendor or outputted from another application, the field names (columns) may not match the Point of Sale field names. You will have to do one of these things in this case:
- Rename the fields/columns in your custom template to match those in Point of Sale (look at the default template for the data you are importing and match the names exactly).
- Copy and paste the information from the custom file into the default template provided with Point of Sale.
- Create a custom import mapping, this tells Point of Sale how to match up the field names. If you import frequently from the same file format, such as from a vendor catalog, save the mapping file and associate it with the vendor for reuse.
- Refer to the documentation in other applications for directions on how to export data to a file. Choose an Excel option or a comma delimited text file (.csv extension).
- Because different programs often store data differently, review the data before importing to make sure it is in the correct format for Point of Sale. For example, your previous software may have stored full customer names in one field. Point of Sale stores customers’ first and last names separately in different fields. Edit the data as necessary in the import file so that it is in the correct format. If using Point of Sale’s default template you can get additional information about each field by placing your cursor on the red triangle in the upper-right corner of the applicable column heading.
- If an imported item contains the same department, vendor, item name, attribute, and size as an existing item in Point of Sale, then the item will be imported with a number appended to the end of the Item Name field (e.g. “Hammer” and “Hammer1”).
- If you use the default template file more than once to import data, make sure to clear any old data before entering new data and importing again. Otherwise, you may create duplicate records in Point of Sale.
- If you need to change a value for a large number of records, consider exporting the records to Excel, doing a global find and replace to update the value in Excel, and then re-importing. This procedure can be used to change the department name for a large group of items for example.
- (Pro) If you have enabled the multiple unit of measure feature, individual fields for each unit (UPC, alternate lookup, price, etc.) are added to the custom file mappings options.
- (Multistore) You can enter on-hand quantities for all of your stores on the template at one time, saving time and effort.