Spawtz contains three reports by default that you can use to export your customer and financial data into QuickBooks.


In order to do the actual import on the QuickBooks side, you will also need to download and purchase a license for a small importer tool called "Transaction Pro Importer".  This QuickBooks add on can be found here:


http://download.cnet.com/Transaction-Pro-Importer/3000-2066_4-10451114.html


Once you have installed Transaction Pro Importer, you can follow these steps to import your data into QuickBooks:




TO IMPORT CUSTOMER DATA:



First, export the data from Spawtz:


  1. Log in to Spawtz
  2. Click "Reports"
  3. Click "Export users and teams"
  4. Enter a start date and end date.  The report will display only users and teams created between the start and end dates you specify
  5. Click "Generate Report"
  6. Once the report has been displayed, click the "Export data to Excel" button
  7. Save the resulting file to somewhere on your computer

Then, you can import the data into QuickBooks


  1. Open QuickBooks and open the company file that you would like to import the data into
  2. Select File -> Utilities -> Import -> Excel Files.
  3. Browse to the location of the file you exported in the steps above.
  4. Select "Sheet1".
  5. Select "Add New" in the mapping drop down menu which will display the mappings window.
  6. Choose a name for your mapping (for example, "Spawtz Users and Teams mapping")
  7. Select "Customer" as the "Import Type"
  8. Now map the Quickbooks columns to the imported data columns.
  9. When you are done, hit the Save button.  You will only need to perform this mapping step once.
  10. Click the import button to finish.


TO IMPORT PAYMENTS MADE VIA SPAWTZ:



First, export the data from Spawtz:


  1. Log in to Spawtz
  2. Click "Reports"
  3. Click "Payments received"
  4. Enter a start date and end date.  The report will display only payments created between the start and end dates you specify
  5. Click "Generate Report"
  6. Once the report has been displayed, click the "Export data to Excel" button
  7. Save the resulting file to somewhere on your computer

Then, via Transaction Pro Importer, you can import the data into QuickBooks:


  1. Open QuickBooks and open the company file that you would like to import the data into
  2. Open "Transaction Pro Importer".  When you open Transaction Pro Importer for the first time, a QuickBooks dialog box will appear asking you to grant permission for Transaction Pro Importer to access your QuickBooks data.  Under "Do you want to allow this application to read and modify this company file?" select "Yes, always; allow access even if QuickBooks is not running" and then click "Continue"
  3. Click on the "Transaction Pro Importer" window, if it is not already in focus
  4. Click the "Browse" button and select the payments file which you exported in the steps above
  5. Select "Receive Payment" from the Import type drop down list and then click "Next"
  6. "Transaction Pro Import" will display the data it found in the Excel file you specified. Verify that the data is the data you want to import, and then click "Next".
  7. If Quickbooks Field are not auto-mapped with imported file columns then download the mapping file "Spawtz Receive Payment Mapping.dat" attached to the bottom of this KB article then click the "Load Map" button and then select the downloaded map file
  8. Click the "Next" button and "Transaction Pro Importer" will validate the data
  9. Click Finish. All of the data will be imported to Quickbooks.



TO IMPORT LINE ITEMS CREATED IN SPAWTZ:



First, export the data from Spawtz:


  1. Log in to Spawtz
  2. Click "Reports"
  3. Click "Statement charges"
  4. Enter a start date and end date.  The report will display only line items created between the start and end dates you specify
  5. Click "Generate Report"
  6. Once the report has been displayed, click the "Export data to Excel" button
  7. Save the resulting file to somewhere on your computer

Then, via Transaction Pro Importer, you can import the data into QuickBooks:


  1. Open QuickBooks and open the company file that you would like to import the data into
  2. Open "Transaction Pro Importer".  When you open Transaction Pro Importer for the first time, a QuickBooks dialog box will appear asking you to grant permission for Transaction Pro Importer to access your QuickBooks data.  Under "Do you want to allow this application to read and modify this company file?" select "Yes, always; allow access even if QuickBooks is not running" and then click "Continue"
  3. Click on the "Transaction Pro Importer" window, if it is not already in focus
  4. Click the "Browse" button and select the statement charges file which you exported in the steps above
  5. Select "Statement Charge" from the Import type drop down list and then click "Next"
  6. "Transaction Pro Import" will display the data it found in the Excel file you specified. Verify that the data is the data you want to import, and then click "Next".
  7. Click the "Next" button and "Transaction Pro Importer" will validate the data
  8. Click Finish. All of the data will be imported to Quickbooks.