Import A/R Data from QuickBooks

Owned by Michelle Cabaya
Last updated: Aug 29, 2022
2 min read

You can import A/R data from QuickBooks into the Operations App. This is also used when setting up and using credit limits for customers. See How to Set Up and Use the Credit Limits Feature.

Exporting from QuickBooks

The configuration of the export done in QuickBooks is important for a successful import into the Operations App.  Once a payment has been applied in QuickBooks to the customer(s) you are updating in the Operations App take the following steps to export the file: 

These steps are taken from QuickBooks Pro 2015 and may be different with each version.

  1. In QuickBooks navigate to Report > Customers & Receivables > AR Aging Detail.

  2. Open Customize report and select the Filters tab.

  3. From Filters select Account.

  4. From the Filter choices select Paid Status.

  5. From Paid Status click the Either radio button.

  6. Select OK which will close the window.

  7. From the menu select Memorize then enter in a name to save the filter with and click OK. 

  8. With the A/R Aging Detail form is still open, click the Excel drop-down button.

  9. Select Create New Worksheet.

  10. Export the comma separated CSV file with a File Name of your choosing.

Use this memorized report with the set Filters to export each time for use in the Operations App.    

Importing to the Operations App

  1. In the top menu, go to Action > Import A/R Data.  

  2. Select the file to be imported and click Open. 

  3. When the "Import complete" popup displays, click OK to close the window.



The newly imported A/R data will be queued to be updated according to the specific interval set in the Credit Calculations X Stream Definition. Once the X Stream Definition is run, the Outstanding Invoiced aging data is updated inside the customer record. 

Quick Tip: Update A/R QuickBooks data as often as possible to keep the the Operations App customer records up to date.

For assistance updating the Operations App queue interval, please contact Customer Support.

Troubleshooting

If you encounter the following message after importing a CSV file through Action > Import A/R Data, follow the instructions listed in the message and verify the file is correct.  If you are unsure why you are receiving the error, re-export the file from QuickBooks and try again.  The error is commonly caused by a footer for the last category that was not included in the source file.