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Pat775
February 29, 2024
Question

Can you customize the data pulled from Uploaded Bills in QBDT Enterprise?

  • February 29, 2024
  • 1 reply
  • 0 views

We are trying to streamline our bill entry process, and we are looking at uploading the .PDF files of bills from our vendors into QB.

So far, we can get them uploaded, but QB does not pull all the data we need (Vendor name, Reference #, Memo) from the uploaded bill.  Is there a way to customize (or map) the fields of the uploaded file that QB includes in the bill?

1 reply

M
MirriamM
February 29, 2024

Hello there, Pat.

 

Thanks for bringing this concern about uploading bills to our attention. I'm here to get the help you need.

 

There are different ways to upload a bill in QuickBooks Desktop. It could be one of the following:

 

  • Upload bills from QuickBooks Desktop
  • Upload bills from QuickBooks Desktop iOS mobile app
  • Upload bills from QuickBooks Desktop Android mobile app
  • Email your bills to QuickBooks Desktop
  • Use Google Drive to upload bills

 

To be sure we're on the same page, I'd like to verify how you upload the bill. Did you try all the ways? Or does the issue only happen in a specific way? Any extra information is much appreciated.

 

In the meantime, you can visit this article to learn more details about capturing your bills and uploading them to QBDT: Upload bills to QuickBooks Desktop Pro Plus, Premier Plus or Enterprise.

 

In addition, please know that the data that QBDT recognizes depends on the bill information you uploaded. Thus, I recommend ensuring that the bill is clear before uploading.

 

In case you'll receive a refund from a vendor in the future, here's an article that you can check for guidance on what to do: Record a vendor refund in QuickBooks Desktop.

 

Get back to me here should you need additional assistance when uploading a bill, I'm always here to answer them for you. Have a great day!

P
Pat775Author
February 29, 2024

Thanks for looking into this!

 

I have tried a couple way to upload the files, and they both seem to get the same result. The PDF files of the bills are clean and easy to read. I have uploaded the files directly from my computer (Browse to Upload Icon) and also via Google Drive. Both procedures seem to upload the files fine, but not all the significant data is included when you open the bill that is created.

 

On the Upload & Review Bills page, the Vendor is listed, and is correct along with the Date and Amount Due.  The Reference Number and Memo fields remain blank.  (Using the Settings Icon, I have checked the Memo and Reference Number fields, both before and after uploading.) I would like to have the Reference Number field pick up the Invoice Number off the bill, and the Memo Field pick up the PO Number, (both of which are printed on the bill)  

 

When I select to Import This Data, the new bill opens an Enter Bill page with the PDF attached.  There is a second window with the Bill Image.  The new bill only shows the Date and Amount Due (Vendor Name is not filled in on this page).

 

 

C
Carneil_C
February 29, 2024

Thanks for getting back on this thread, @Pat775.

 

I'll add some alternatives to get around this issue about uploading your bills in QuickBooks Desktop.

 

First, we can try uploading the file to your sample company. If the Reference numbers and Memo fields show up, we can run the Verify and Rebuild Data tool to identify and resolve the most commonly known data issues. 

 

Here's how:

 

  1. Choose Window, then Close All.
  2. Go to the File menu, and then click Utilities.
  3. Select Rebuild Data.
  4. Follow the onscreen instruction to back up your data.
  5. When the tool finishes, select OK.
  6. Navigate to the File menu, then click Utilities.
  7. Click Verify Data, then tick Rebuild Now once QuickBooks finds an issue with your company file.

 

I'll add this resource for additional guide: Verify and Rebuild Data in QuickBooks Desktop.

 

But if the persists, I suggest contacting our QuickBooks Desktop Support Team. They can access your account in a safe environment during a screen-sharing session to investigate your concern and give you a possible fix for this query.

 

For future reference, here's an article for more details about deleting bills or bill payment checks in QBDT: Void or delete a bill or bill payment check.

 

Please feel free to get in touch for more questions or concerns about uploading data, or queries about your vendors or customer transactions in QBDT. Keep safe always.

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