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B
BGMDI
July 14, 2021
Question

Importing Excel Spreadsheets to create purchase order

  • July 14, 2021
  • 3 replies
  • 56 views

I have been asked by our purchasing department if there is a way to import an excel file into QB that contains non inventory parts.  We do all purchases by Purchase Order so we have many  many items that we have to enter for a very large project.  

 

Is there a way to take the current spreadsheet we have with the various vendors and items we need to purchase (100s of items) and import that into QB so we don't have to retype everything under each vendor ?? 

3 replies

AlexV
AlexV
Level 10
July 14, 2021

Hi BGMDI!

 

Allow me to help you in importing your purchase order transactions.

 

The only way we can import purchase orders to QuickBooks Desktop is through an IIF file. You'll want to look for a third-party application that can convert your Excel file to IIF.

 

Once done, follow these simple steps:

  1. Go to the File menu and select Utilities.
  2. Select Import, then select Import IIF.
  3. Locate and select the IIF file you want to import, then select Open.
  4. Tap OK to confirm.

 

In addition, you'll want to check this link: Import and export data in QuickBooks Desktop. This will explain more about exporting and importing data into QuickBooks Desktop.

 

Do you need vendor-related reports? Check this link: Customize vendor reports.

 

Leave a comment below if you need anything else. I'll be here!

B
BGMDIAuthor
July 15, 2021

Thank you so much ! This is exactly what I needed. B

Fiat Lux - ASIA
Fiat Lux - ASIA
Level 14
July 15, 2021

@BGMDI 

Prepare the Purchase Order data with the following template

VendorTransaction DatePO NumberClassShipTo EntityBillTo Line1BillTo Line2BillTo Line3BillTo Line4BillTo CityBillTo StateBillTo PostalCodeBillTo CountryShipTo Line1ShipTo Line2ShipTo Line3ShipTo Line4ShipTo CityShipTo StateShipTo PostalCodeShipTo CountryTermsDue DateExpectedShip MethodFOBVendor MessageMemoVendor Acct NoItemQuantityDescriptionRateCustomerService DateTo Be PrintedTemplate NameVendor EmailTo Be E-MailedItems ClassOther1_HeaderOther2_HeaderOther1Other2Unit of MeasureManuf Part NumberCurrencyExchange Rate
John's Lumber01/09/20208  John's Lumber1 Main Street  NewtonNY12345USAJohn's Lumber1 Main Street  NewtonNY12345USA        Cabinets10Cabinets200               
John's Lumber01/09/20208  John's Lumber1 Main Street  NewtonNY12345USAJohn's Lumber1 Main Street  NewtonNY12345USA        Hardware20Hardware10               
Jane's Landscape Design02/09/20209  Jane's Landscape Design200 Smith Street  AnytownNY11111USAJane's Landscape Designe200 Smith Street  AnytownNY11111USA        Door Frame1Door Frame1000Baker, Chris Y            
ABC Roofing Company03/09/202010  ABC Roofing Company1 North Street  NewtonNY12345USAABC Roofing Company1 North Street  NewtonNY12345USA        Black Tiles100Black Premium Tiles25               
ABC Roofing Company03/09/202010  ABC Roofing Company1 North Street  NewtonNY12345USAABC Roofing Company1 North Street  NewtonNY12345USA        Red Tiles100Red Premium Tiles25               

 

then utilize one of these importer tools

https://transactionpro.grsm.io/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

B
BGMDIAuthor
July 15, 2021

Thank you so much - This is exactly what I needed. B

T
TimotiSbr
September 5, 2025

QBO has limited PO import in the UI. If you need bulk creation use an API based importer. I have used Skyvia to load purchasing data from Excel into QBO with custom field mapping.

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