Need to export your payments from Parting Pro to import into your Quickbooks software? Or just export for reporting in Excel? Please see below for instructions!
**Please note - only users with the role of Administrator will be able to utilize this feature.**
**Important Disclaimer:
We are not accountants nor an accounting institution and, therefore, cannot provide accounting advice. This tool provides data from our system in a format designed for use with the QuickBooks Online version via the SaasAnt platform.
For basic setup, we offer a general recording guide. However, all detailed inquiries and accounting questions should be directed to your accountants or financial advisors for specific guidance and support.
Need More Help?
For assistance with the export functionality within Parting Pro, please reach out to our support team at [email protected].
For assistance with functionalities within SaasAnt, please reach out to their support team at https://support.saasant.com/support/home. We will do our best to support you through any clarifying questions for this process, however the SaasAnt team will be more knowledgeable on their product and, therefore, better able to provide support and answer questions specific to their platform.
Accessing the Data Export Page in the Parting Pro Dashboard
Click on your name in the upper right corner of the dashboard and select Payments from the dropdown:
You'll notice in addition to the Payments history and Payouts tabs (the Payouts tab is only available to our customers who use Stripe - if you use Payrix, you will not see this tab) you have a Finance data export tab. Click on this tab to access the page to export:
Setting Up Accounts
The export can be used for reporting purposes in Excel (the file created is in Excel .xls format), but if you're wanting to import the data into QuickBooks Online version using the SaasAnt tool, you'll need to enter account names for mapping purposes (if you're only creating an export to manipulate the data in Excel for a report, no names are needed). These names are case-sensitive and MUST match what you have in QuickBooks exactly to ensure a successful import of data:
First, you want to name the accounts associated with Products & Services. You should have accounts related to merchandise and non-merchandise items. Copying the account names from QuickBooks to the associated field will help ensure a match in names:
Next, you'll want to name the accounts associated with Payments. You should have an account to which deposits are credited and refunds are debited. Copying the account names from QuickBooks to the associated field will help ensure a match in names:
**Please Note** Should you prefer to create an entirely separate Accounts Receivable account in QuickBooks for your Parting Pro file imports in order to keep your imported invoices separate before transferring to another A/R account, please do the following prior to completing the export process.
In QuickBooks, navigate to Menu on the left side and select Transactions → Chart of Accounts:
Click on New to add a new account. In the window, select/enter values similar to the example below:
Account Type = Other Current Assets
Details Type = Other Current Assets
Name = PartingPro AR
Click Save and Close to create the new account:
Based on the above example, you would assign PartingPro AR for the Deposit to and Refund from account name fields under the Account Setup portion of the page. Funds will be imported to the new PartingPro AR account. From there, you can move funds to the correct A/R account.
Setting Export Criteria
The criteria for export only involves a date range. Simply select a Start date and End date and hit the green Export button to create a file:
The resulting file will be displayed below. Once it has a status of Success, a download button will appear to the right in the Result column. Simply click on that button to download the file to your PC:
Once the file has been downloaded, you should then be able to upload it to your QuickBooks Online software or open in Excel to manipulate the data to your preference. Not sure how to get the data imported into QuickBooks Online? See the following instructions for guidance.
Setting Up Quickbooks to Import the Exported Data File
In order to use this export to import the data into QuickBooks Online, you must first purchase SaasAnt; a third-party tool that converts the data in order to easily import the Parting Pro financial data into QuickBooks Online. The minimum subscription (Launch) will suffice for this process. (Click here to be directed to the SaasAnt page for purchase.)
If you collect sales tax, you'll need to ensure that the automatic tax rate in your QuickBooks Online settings has been turned off. Because taxable items are already accounted for in Parting Pro, you won't want QuickBooks Online to add additional tax to the data you are importing. In order to disable the automatic tax rate in QuickBooks, expand Menu on the left and then navigate to Taxes → Sales Tax in the menu. Click on the Sales Tax Settings button to the right:
Click on the Turn off sales tax button in order to disable the sales tax prior to importing the file:
If you have previously collected sales tax on items in your QuickBooks Online account, you will likely run into the following error when attempting to turn off the sales tax:
This simply means that when importing your Parting Pro financial data file, you'll need to check your invoices carefully to ensure that the sales tax amount on the imported invoice matches the amount on your Parting Pro invoice. Don't fret, though - you will have the opportunity to correct any discrepancies before completing the SaasAnt import. For now, just click on OK and continue with the remaining steps below to import the file.
Installing the SaasAnt Application
Under Menu on the left side, click on Apps and then Overview. Type saasant in the search field and then select Bulk Import Excel - SaasAnt Transactions (the one with the tr icon in the screenshot below):
Click on the Launch link to be redirected to SaasAnt to ensure that you can access the application:
Once you confirm that can access the application, continue with the steps below to import the file.
Importing Customers Using SaasAnt
Under Menu on the left side, click on Apps → Overview and select SaasAnt. Click on the Launch link to be redirected to the SaasAnt application:
Once in the SaasAnt application, click on the New Import button in the left menu under MANUAL. Scroll to the List section and click on Customers:
This will take you to the Upload files page in which you can Drag 'n Drop or Browse to select the file you wish to import:
Next, in the Select Sheet field, select Customers from the dropdown menu. This step will ensure that the correct tab is selected from the file you are importing:
Next, you will proceed with mapping the data from your spreadsheet to the appropriate fields in QuickBooks:
Identify the primary customer used for tracking invoices, payments, or managing the case overall. You will need to choose between Informant, First Contact, Decedent, or Next of Kin as the primary customer and make the appropriate selections for each dropdown.
The Display Name As field must have the full name option from the dropdown (I.e. if selecting Informant, choose Informant full name):
Notes field - you can map the Funeral Director or Case Manager to the Notes field for reference. Once all fields have been assigned, click on the blue Save and Continue button in the lower right corner:
Next, you will need to review the imported content thoroughly. After doing so and confirming that everything appears correct, click on the Upload button to import the data to your QuickBooks Online account:
If the data is imported successfully, you will see the numbers of successes and errors. Click on the Show Results button to review:
In order to view the data just imported into QuickBooks, go back to the QuickBooks dashboard and select Sales under Menu on the left side. Click on Customers and you should see the new data recently imported:
Importing Products & Services Using SaasAnt
While in the SaasAnt application, click on New Import in the left menu under MANUAL. Scroll down to List and click on Products/Services:
This will take you to the Upload files page in which you can Drag 'n Drop or Browse to select the file you wish to import:
**Please Note** If you just uploaded a file, it may still be available in SaasAnt to use rather than uploading it again. If it is, simply select the file from here:
Once the file has been uploaded (either by selecting a previously uploaded file or uploading a new one), select the Products & Services option from the Select Sheet dropdown as this will ensure that the correct tab is selected from the uploaded file:
Next, you will proceed with mapping the data from your uploaded file to the corresponding QuickBooks fields:
The Name field in Quickbooks will be auto-mapped with the Name field from the uploaded file.
The Category field in QuickBooks should be mapped with the Subcategory field from the uploaded file. (Subcategory will provide more specific data than the broad categories of Funeral Services, Merchandise, or Cash Advance.)
The Income account will be matched automatically:
Once the fields have been assigned properly, click on the blue Save and Continue button in the lower right corner to save your work. Once saved, you will be given the opportunity to review the imported content prior to importing the data. After reviewing, click on the Upload button to import the data to your QuickBooks Online account:
Once imported, you will need to review the uploaded data and address any failures flagged by SaasAnt (they will walk you through the failures and provide guidance on how to resolve them.):
After all failures have been resolved, navigate back to your QuickBooks Online dashboard. Under Menu on the left side, click on Sales → Products & services to view the data you just imported from SaasAnt:
Importing Invoices Using SaasAnt
While in the SaasAnt application, click on New Import in the left menu under MANUAL. Under Transactions, click on Invoice:
This will take you to the Upload files page in which you can Drag 'n Drop or Browse to select the file you wish to import:
**Please Note** If you just uploaded a file, it may still be available in SaasAnt to use rather than uploading it again. If it is, simply select the file from here:
Once the file has been uploaded, select the Invoices option from the Select Sheet dropdown, ensuring that the correct tab is selected in the uploaded file:
Next, you will need to map the data from your spreadsheet to the appropriate Quickbooks fields.
Invoice No field - for accurate mapping, we recommend using Invoice/Order ID - unique instead of Invoice number when importing invoices (Why, you ask? Our system allows duplicate invoice numbers which can result in merged invoices in QuickBooks. Invoice/Order ID - unique is a reliable identifier without duplicates. When importing payments, use the same field as for invoices). If the Case number is important to keep track of in QuickBooks, you can map it with the Memo field and it will appear on the invoice in QuickBooks.
Customer field - Ensure that the selection here is the same as you made when importing customers. For instance, if you selected Informant when importing Customer data, you must make that same selection here.
Use the full name option from the selector (For example, if selecting Informant, choose Informant full name)
Product/Service & Product/Service Description fields - Select the same field here that you selected when you mapped and imported Products & Services
Product/Service Rate field - select Line item invoice rate (this should ensure the calculated subtotal in QB will match what you see in Parting Pro)
Once the fields have been mapped, click on the blue Review button in the lower right corner to review before importing. Once reviewed, click on the blue Upload button in the lower right corner to import the data to your QuickBooks Online account:
Once imported, you will need to review the uploaded data and address any failures flagged by SaasAnt (they will walk you through the failures and provide guidance on how to resolve them.):
After all failures have been resolved, navigate back to your QuickBooks Online dashboard. Under Menu on the left side, click on Sales → Invoices to view the data you just imported from SaasAnt:
Importing Payments Using SaasAnt
While in the SaasAnt application, click on New Import in the left menu under MANUAL. Under Transactions, click on Received Payments:
This will take you to the Upload files page in which you can Drag 'n Drop or Browse to select the file you wish to import:
**Please Note** If you just uploaded a file, it may still be available in SaasAnt to use rather than uploading it again. If it is, simply select the file from here:
Once the file has been uploaded, select the Received Payments - Orders-Invoices option from the Select Sheet dropdown, ensuring that the correct tab is selected in the uploaded file:
You will now proceed with mapping the data from your spreadsheet to the appropriate QuickBooks fields.
Customer field - Ensure that the selection here is the same as you made when importing customers. For instance, if you selected Informant when importing Customer data, you must make that same selection here.
Use the full name option from the selector (For example, if selecting Informant, choose Informant full name)
Note: The name on the credit card used for payments may not always match the name of the customer
Ref No (Receive Payment No) field - Select a field that works best for your records, or leave the selector empty to have QuuickBooks assign a reference number.
Payment method - leave empty or select a corresponding payment method from the dropdown (this will only work if you have the same list of payment methods in QB):
Within the Invoice Details sections, make sure to double-check the Invoice No mapping:
Consider mapping the Cardholder name to the Memo field to ensure you have it for reference in case it's different than the recipient/customer name.
Check that the Accounts Receivables account is correct (Deposit To Account Name):
Once the fields have been mapped, click on the blue Review button in the lower right corner to review before importing. Once reviewed, click on the blue Upload button in the lower right corner to import the data to your QuickBooks Online account:
Once imported, you will need to review the uploaded data and address any failures flagged by SaasAnt (they will walk you through the failures and provide guidance on how to resolve them.):
After all failures have been resolved, navigate back to your QuickBooks Online dashboard. Under Menu on the left side, click on Sales → All sales to view the data you just imported from SaasAnt:
**Please Note** Consider checking the Customers tab at this time as well, to see that their balances have also updated. You previously imported the invoices, assigning balances due to each customer. Now, after payments have been imported, their records should be updated and the balances should reflect that accordingly.
Importing Credits & Refunds Using SaasAnt
While in the SaasAnt application, click on New Import in the left menu under MANUAL. Under Transactions, click on Credit Memos or Refund Receipts depending on which transaction type you prefer to import:
This will take you to the Upload files page in which you can Drag 'n Drop or Browse to select the file you wish to import:
**Please Note** If you just uploaded a file, it may still be available in SaasAnt to use rather than uploading it again. If it is, simply select the file from here:
Once the file has been uploaded, select the Credits-Refunds option from the Select Sheet dropdown, ensuring that the correct tab is selected in the uploaded file:
You will now proceed with mapping the data from your spreadsheet to the appropriate QuickBooks fields.
Credit Memo No or Refund Receipt No field - leave this empty so that QB will assign this automatically.
Customer field - Ensure that the selection here is the same as you made when importing customers. For instance, if you selected Informant when importing Customer data, you must make that same selection here.
Use the full name option from the selector (For example, if selecting Informant, choose Informant full name)
Item Details section (with all Product related fields) should be left empty since we do not have direct relations to specific items when refunds are issued.
Consider mapping the Cardholder name to the Memo field to ensure you have it for reference in case it's different than the recipient/customer name.
For Credits:
Check that the Discount Account field is empty since it might be auto-mapped with the value from ‘Refund from’ column in your export file. If it is, remove the mapping so that it is empty.
For Refunds:
Check that the Refunded From field is properly auto-mapped with the Account name column value from Exported file.
Once the fields have been mapped, click on the blue Review button in the lower right corner to review before importing. Once reviewed, click on the blue Upload button in the lower right corner to import the data to your QuickBooks Online account:
Once imported, you will need to review the uploaded data and address any failures flagged by SaasAnt (they will walk you through the failures and provide guidance on how to resolve them.):
After all failures have been resolved, navigate back to your QuickBooks Online dashboard. Under Menu on the left side, click on Sales → Customers to view the data you just imported from SaasAnt.
The methods by which the credits/refunds are imported/applied vary by the professional (accountant/bookkeeper)
Once the credit memos appears within the customer details, they can be applied towards the customer's balance
As stated before, Parting Pro is unable to provide accounting advice as we are not licensed CPAs. Please consult with your accounting professional for guidance in accounting matters. If you have questions about the import process, please reach out to our Customer Support team at [email protected]!