Table of Contents
Before Getting Started
- Download Transaction Pro for Quickbooks Desktop
- Send Canix:
- A list of all Customer Names in Quickbooks
- A list of all Item Names in Quickbooks
Canix will need to upload all of these Names from Quickbooks into Canix, as Quickbooks requires the Item and Customer Name to be EXACT when uploading the invoices.
Canix will update:
- Quickbooks Item Name into Canix Item Notes
- Quickbooks Customer Name into Canix Customer Notes
Download the CSV from Canix
Download the CSV
- Go to Reporting > Transaction Pro → Quickbooks Enterprise Invoices
- Filter for only the sales orders that you want to import into Quickbooks
- Click “Download as CSV”
Prepare the CSV for Import
Open the CSV, and delete the “Data Extract Produced By….” and all lines until the Column Headers (the bolded text below)
Ensure the Column Headers are in the first row. It should look like the below.
- Move the CSV to your “Right Networks” area on your computer
Start the Import
- Open Transaction Pro
Select the CSV that you downloaded from Canix in the File Source Field
- Select field as “Comma” for a CSV import
- Click “Next”
- Leave record as “CL/RF”
- Ensure that “Invoice” is selected as Import Type
- Note - it sales "Sales Receipt" above - it should be INVOICE
Option Selection
Next, ensure that your options are correct. Only the following should be selected.
- DO NOT ADD NEW CUSTOMERS TO QUICKBOOKS: When importing your Invoice, this option will not allow a new Customer to be setup in QBDT if Importer finds a Customer in the import file that does not previously exist in QBDT.
- DO NOT ADD NEW ITEMS TO QUICKBOOKS: When importing Items on your Invoice, this option will not allow a new Item to be setup in QBDT if Importer finds an Item in the import file that does not previously exist in QBDT.
- GENERATE TRANSACTION LOG: This option should be selected for all imports. It will generate a log after the import is finished running that will show what transactions imported and any that failed and the reason that they failed.
Reviewing the Import is Set Up Properly
- If the file type is .csv or .txt and on the second window of Importer the data does not appear in columns, then the wrong FIELD delimiter has been selected.
- Click BACK, select a different FIELD delimiter, and click NEXT to return to Window 2 of Importer. See images below for an example of data not lining up into columns correctly and data lining up correctly.
- Select “My data has headers” in the small checkbox on the screen
- Click “Next”
Auto-Match Fields
- When you reach this screen on Transaction Pro, Select “Field Match”. This automatically matches all fields from the csv download with the Quickbooks fields.
7. You should see the “Import File Columns” populate
8. Click “Next”
9. Click “Field Match”
You should now see the:
- Canix Customer
- Customer
- Transaction Date
- RefNumber
- Terms
- Ship Date
- Due Date
- Tax
- Discount
- Canix Item
- Item
- Quantity
- Price
- Bill To
- Ship To
- P.O.
- FOB
Fields populate on the importer. These are the fields that are going to be imported into Quickbooks Enterprise.
If any fields do not update, see “Manually Match Fields” below.
Manually Match Fields
If any fields do not automatically populate from the importer, click on the empty field.
You will be able to select the column that you want to match in the CSV.
Rest of the Wizard
Click Next, and okay if you receive this error
Click Next. When you get to this screen, say “Other Charge” for Item Type, and the Account as “Other Expenses”
Ensure that you click “Save All Settings” before clicking “Finish”
Begin the Invoice Transfer to Quickbooks
Click FINISH.
A message confirming that you wish to begin the import will appear. Click OK.
Once the import is finish, one of two messages will appear.
If the data imported without any issues, the message will display saying that the transactions were imported.
Click OK to display the Import Log.
When the log opens, it is suggested that you check the box in the lower left-hand corner to FILTER FOR RECORDS THAT DID NOT IMPORT to be certain no records failed to import.
To save the log, click SAVE in the lower right-hand corner, and the log will be saved as an Excel file in the location that you indicate. Once you close the log, it cannot be retrieved within Importer to view or save later.
If any issues are encountered during the import, a message will appear. Since you have selected to have Importer generate a log at the end of the import, you may click YES to ignore future messages during the import.
Verify the Invoices were Imported in QBD
Log into your QBD. You should now see your invoices that you imported into QBD.
Troubleshooting Errors
Quickbooks Unable to Find Customer X or Item X
This occurs when you do not have an exact match between your Customer name in Canix / Quickbooks.
As a reminder, Canix inputs the Quickbooks Customer Name in the “Notes” field, and the Quickbooks Item Name in the “Notes” field
To correct, go back to the Notes fields and ensure it matches the QB Customer Name exactly
Fields not Populating when Hitting “Field Match”
This might occur if you did not delete the data extract at the top of the CSV (the bolded text below).
- Delete the data extract, “Data extract produced by xxxxxx on 2/6/25….”
- Ensure that all of the columns are in the first row of the CSV
- Save the CSV
- Move it to the correct section of the “Right Networks” on your computer
- Go back to the screen when you select the File
- Select the updated CSV in the “File Source”
- Try to “Field Match” again on the later screen
Incorrect field type for a certain column
This might occur if you did not delete the data extract at the top of the CSV (the bolded text below). Same instructions as above
- Delete the data extract, “Data extract produced by xxxxxx on 2/6/25….”
- Ensure that all of the columns are in the first row of the CSV
- Save the CSV
- Move it to the correct section of the “Right Networks” on your computer
- Go back to the screen when you select the File
- Select the updated CSV in the “File Source”
- Try to “Field Match” again on the later screen
Customer Not Found, "No Matching XREF for Customer"
This might occur if the Customer does not exactly match the spelling in Quickbooks.
On the import screen, where you select the Customer Dropdown, select the Blank Dropdown instead.
Where it says "Static Field", type the name of the customer EXACTLY as it appears in Quickbooks.
I.e., "Blue Sky Cannabis".
Try the Import again