Spreadsheet Import Tool

SpreadSheet Tool: How do I import expenses?

You can use a spreadsheet to import expenses into QuickBooks, so your items have a value and QuickBooks produces COGS. You must map fields and set-up your account. 


Field Matching

After you upload the spreadsheet, here is a sample mapping. Please note the is expense field has a field mapped. The is expense instructs Connex that you are importing expenses.

Here is a sample:

Customer Matching and Sync Direction

In this example, we will match the shipping address company to the QuickBooks customer name. In this case, we will map the customer's full name to the company:

  1. On the Connex configure page, expand customer.
  2. Select shipping address company.
  3. Expand sync direction.
  4. Choose sync bills to QuickBooks.
  5. Click sync now.

What does the expense look like in QuickBooks?

Here is an example.

How do I map merchant fees?

Here are the steps:

  1. Login to Connex .
  2. Click configure.
  3. Expand merchant fees.
  4. Enter a merchant fees item.
  5. In QuickBooks, create the item as a non-inventory part. 
  6. Select 'I purchase this product/service from a vendor.'
  7. Choose an expense account.
  8. Click save.

For my non-inventory items, how do I add an expense account?

If your expenses contain a discount, create a non-inventory part orderdiscount. If they contain shipping, create an item called shipping in QuickBooks. Next, add an expense account:

  1. Open the item in QuickBooks.
  2. Select 'I purchase this product/service from a vendor.'
  3. Choose an expense account.
  4. Click save.

How do I change non-inventory parts to inventory parts in QuickBooks Online?

Purchase orders, bills and expenses require inventory items to appear under item details. If your item is a non-inventory or service item, you will receive this message:

Item X is a non-inventory item. Please login to QuickBooks, go to your products area, and change its item type. Only inventory items can be used on purchase orders.

You must change the item type:

  1. Log into QuickBooks.
  2. Click the gear box.
  3. Click products and services.
  4. On top, click change type.
  5. Select inventory.
  6. Add accounts for income, COGS and the expense.
  7. Click save.

How do I report COGS?

The expense will increase the value of inventory, but the product must sell to increase COGS and decrease the value of inventory. Here is an example:

  1. Create the attached expense in QuickBooks.
  2. On the left of QuickBooks Online, click sales.
  3. On the top right, add a new sales receipt for the item 704555.
  4. Save the receipt.
  5. In QuickBooks, click the gear.
  6. Select products and services.
  7. Search for item 704555.
  8. On the right, click the down arrow.
  9. Click run report.
  10. Here are the results.

Can I add expenses, after I add sales?

Yes, QuickBooks will add the expense after the sale in the report and make the journal entries. Here is an example.

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