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kobrien4
March 26, 2024
Question

Is there a way to import a multi-line ITEMDESCRIPTION in an invoice CSV file? The file has 5 separate lines in the column but when it imports, the lines run together.

  • March 26, 2024
  • 2 replies
  • 0 views
Our invoices have multiple lines of information for the description on the invoice. I have a program that generates our invoices in a CSV file, which I have successfully used for years in QB Desktop. Each line of the description is on its own line in the CSV file. Since moving to QBO, a zero amount is added for each line so the invoice now looks unprofessional. It would be fine if the 0 didn't print on the invoice or show when viewed (like in QB Desktop), but it does show in QBO. QB Support suggested I put the entire description on one line. I tried this by adding multiple lines in the ITEMDESCRIPTION column of the invoice CSV file. However, when it imports the lines all run together.

Any ideas on how to format the CSV file to force multiple lines when it imports? I'm trying to have it import correctly so I don't have to manually add the lines breaks in the item description.

Thanks for any help.

2 replies

S
ShyMae
March 26, 2024

Hello there, kobrie. Yes, there's a way to import a multiple-line item description on the invoice in QuickBooks Online. Let me help you achieve this. 

 

Importing multiple invoices at once is possible in QuickBooks Online, but there are things you should keep in mind. You can only import a maximum of 100 invoices at a time with a 1,000-row limit per spreadsheet. You can also import with single or multiple line items. 

 

QuickBooks will solely rely on the data provided in your CSV file during the import process. Follow the correct mapping and remove any zero amount if you don't want it to be visible when opening the invoice.

 

To import an invoice with multiple descriptions, you'll need to add another row with the same invoice number and enter other descriptions in the ItemDescription column. 

 

Please refer to the attached screenshot for visual reference.

 


You can also read the common questions about importing data for more in-depth information. 

Additionally, QuickBooks allows you to customize your invoices to make them look unique and professional. 

 

As always, I'm here to help whenever you require assistance importing and managing your invoices to QuickBooks Online. You can utilize the reply button below to enter your queries. 

K
kobrien4Author
March 26, 2024

Thanks for the response. The issue is if I put each line of the description on its own line on the invoice it shows a zero in the amount fields next to each line (each item doesn't have a billed amount). Your screenshots do not show the zeros. My goal is to have several lines of description on one invoice without showing any amount next to each line. It would be nice if QB didn't print $0.00 when there is no amount entered on the invoice.

C
CamelleT
March 26, 2024

Allow me to chime in and guide you on how we can remove the zero in the amount field on your invoice, kobrien4.

 

In QuickBooks Online (QBO), you can add multiple lines of description on one invoice. In the old layout, if the lines have a 0.00 value, you can manually take out the zero. I'll add a visual reference below. 



When you delete the zero manually, the amount field will become empty.


However if you're using the new invoice experience, the 0.00 can't be manually removed.

 

Moreover, to make your sales forms personalized and professional-looking, you can check out this resource: Customize invoices, estimates, and sales receipts in QuickBooks Online.

 

This thread's still open, so feel free to add a reply if you have other concerns about your invoices. My team and I are always here to assist you.  

H
Henk DeJong
April 24, 2024

Inserting a linebreak worked perfectly fine for me up until April 16. We create multiple lines in the ItemDescription field using a linefeed character (ASCII 10) in our CSV import file (generated by our proprietary info management software). Since the April 16, the linefeeds are replaced by spaces once imported into QBO. Using a delimiter like a hyphen as suggested is both unsightly and untenable because we already use hyphens in our descriptions.

 

Not sure why this behaviour has changed--perhaps something to do with the new invoice experience (which we don't have)? Whatever the reason, can it please be corrected? We don't have time to manually adjust every invoice; importing is supposed to expedite things, not slow it down!

R
Rasa-LilaM
April 25, 2024

Thank you for raising your invoice concern here in the Community, Henk.

 

Dealing with unexpected issues in a previously smooth process can be challenging. Let me provide some clarity on why line feeds are being replaced with spaces for imported invoices. 

 

We've received similar cases or reports about this matter. In the meantime, sign in to your company using incognito mode or a private window. This is to determine if a webpage is causing the change from line feeds to spaces in QBO (imported invoices). 

 

Below are the shortcut keys for each browser:

 

  • Google Chrome: Ctrl + Shift + N
  • Mozilla Firefox: Ctrl + Shift + P
  • Microsoft Edge: Ctrl + Shift + P
  • Safari: Command + Shift + N

Once you're logged in, import the sales forms again and check the line feeds. If this works, clear the cache and cookies to remove outdated files and optimize the browser's performance. Additionally, utilizing a different supported browser can be a great alternative to enhance your browsing experience.

 

If none of these suggestions work, I advise reaching out to our QuickBooks Online (QBO) Care Team to subscribe to the notification list for impacted users. 

 

To learn more about adding specific information to your sales forms and tailor the look to add branding to your business, explore this article to learn more about the process: Customize invoices, estimates, and sales receipts in QuickBooks Online.

 

Furthermore, these links will take you to our self-help articles where you can find resources and solutions for questions about managing sales transactions, processing payments, modifying sales forms, and other customer-related tasks:

 

Keep in touch if you still run into any hurdles importing your invoices and have other product-related concerns or questions. I'll get back to make sure you're well taken care of, Henk.

H
Henk DeJong
May 4, 2024

A support case was opened for this problem, and I'm wondering how to track progress? So far the behaviour hasn't changed. Thanks!

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