In order to upload data in QuickBooks, you need to be logged in into current QuickBooks account. Upload functionality is built on top of QuickBooks Online API functionality and utilize the structures that QuickBooks API supports.
The first step is to create a template.
How to create a template?
This is one time process. The easiest way to map your data to QuickBooks object fields is to go to Add-ons -> G-Accon for QuickBooks -> Get Accounting Data and pull the headers for QuickBooks object that you would like to update. This gives you the structure that can be easily mapped and post into QuickBooks account.
In our example, we are retrieving Invoices from one of our QuickBooks account. Here is the result of the execution.
Let’s assume we need to create a new deposit record in Google spreadsheet and upload it into QuickBooks. We have entered a new invoices with the line items, types, statuses, and so on.
Next step is to create Upload Template. In order to create the Upload Template, you need to go to Add-ons -> G-Accon for QuickBooks -> Upload QuickBooks Data to ‘Account Name’.
How to select object, operation, start cell and rows mode?
You will see the Upload Accounting Data to ‘Your Company’ screen where you can specify what are you planning to change in Row Selection Mode, what accounting table you are working on, what operation you need, the address of the first table header cell and, where your result will be displayed in your google sheet.
Row Selection Mode give you the ability to make the following selection (Notice: you do not need to select all data area):
– You can work on ALL Rows
– Only New Rows
– Currently Selected Rows
– You can also specify data range and in this case you need to select Rows in the Specified Data Range
– Or you can specify the row number Specified Row Number
The next step is to select the QuickBooks table where you want to upload your data. Select the Invoices table and choose the operation from the Select Operation drop down box. G-Accon for QuickBooks supports Insert, Update, and Delete operations for Invoices object.
The Address of the First Table Header Cell is the identifier of the top left corner of the DataSet and needs to be set up in case the data is not starting from A1, for example, in our case our template starts in A2. The Result Column field is used to set the position of upload results.
Where Id is object id, Success will be true in case operation was fulfilled successfully, Created will be true in case insert was successfully, Error displays a error in case error happens and Timestamp is the time when operation was performed.
How to MAP fields?
Option 2, Map table column headers and object fields, allow to you to map fields from your template to QuickBooks fields. Fields in QuickBooks table display the list of available QuickBooks fields that can be entered or updated. QuickBooks object fields CANNOT be changed. The goal is to map DataSet headers to the QuickBooks object fields. G-Accon provides field data types and discrete values. Column mapping contains the headers of your DataSet.
As our unique feature we also support custom field mappings. There are no restrictions on how your input DataSet headers are named. If any mandatory fields during the upload process are missed, you would be notified with the error message. For your convenience, we provide data types and values in case QuickBooks object field has fixed values such as “name”, “domain”, etc. Please note that majority of fixed values have the internal QuickBooks format and they are different from QuickBooks user interface values.
You have the ability to DRAG a field from Fields in QuickBooks table above and DROP to the column you want to map it to.
How to schedule automatic UPLOAD?
To schedule the auto upload, you can create a workflow thru the option Create Workflow and schedule auto upload and notification processes. Automatic workflow allows users to create different workflows, include specific templates, set up the different schedules for different workflows, notify the customers, clients, and the team members using different automatic notifications within the same spreadsheet. See the Automation process for further explanation.
You also have the ability to simultaneously upload data from the multiple G-Accon templates to multiple QuickBooks accounts.
This is the updated google spreadsheet in our Invoices example and the corresponding Invoices screen in QuickBooks.
UPLOAD in One Click
G-Accon offers the amazing ability to upload your financial data in ONE click. You just need to go to Add-ons -> G-Accon for QuickBooks -> and select Upload to QuickBooks based on Template for Current Sheet. As a result your data will be uploaded to QuickBooks accounts right away without any delay.
How to modify your query and your upload template at the same place?
You are in the middle of the upload process and you realize you need more data to be uploaded into your QuickBooks accounts or something needs to be modified or deleted. There is a very easy way to modify your query and your upload template. You need to select Add-ons -> G-Accon for QuickBooks -> Update/Modify/Delete Templates for Current Sheet
The Queries section will allow you to modify your query and Upload Template section will bring the Upload Template window where you can modify your upload process.