A Guide to Importing Dependent Transactions with Multi-File Upload

For accounting professionals, efficiency and accuracy are paramount. Core bookkeeping functions often rely on a sequence of dependent transactions, where one transaction must exist in the system before a second, related action can be performed. The traditional method of importing these transactions one file at a time creates process bottlenecks, consumes valuable time, and increases the risk of manual error.

This article provides a formal guide on how to resolve this challenge using the Multi-File Upload feature in SaasAnt Transactions Online. By understanding and implementing this tool for sequential imports, firms and bookkeepers can fundamentally streamline their most critical workflows.

The Challenge: The Inefficiency of Sequential, Single-File Imports

Standard accounting procedures are built on transactional relationships. An invoice must be created before a payment can be applied. A vendor bill must be recorded before a bill payment can be issued. When importing this data from external sources, professionals are typically forced into a tedious, multi-step process:

1. Upload File A (e.g., Invoices).

2. Wait for the import to process and verify its success.

3. Manually begin a new process to Upload File B (e.g., Payments).

4. Map and apply File B's data against the records created from File A.

This "upload-wait-upload" cycle is a significant drain on productivity, especially when dealing with high volumes of transactions for multiple clients or entities.

The Solution: Batch Processing for Dependent Transactions

The Multi-File Upload feature in SaasAnt Transactions Online is engineered to eliminate this inefficiency. It allows users to queue up a primary transaction file and its corresponding secondary file in a single, consolidated session.

While the system processes the files in a logical sequence to maintain data integrity, the user benefits from a single point of setup. This transforms a disjointed, multi-step task into one streamlined, automated operation.

Key Use Cases for Sequential Transaction Imports

Here are the primary workflows where the Multi-File Upload feature delivers maximum value:

1. Accounts Receivable: Importing Invoices and Applying Payments

• Workflow: Invoices must first be imported to create open balances for customers. Subsequently, a separate file of payments is imported and applied to close out those specific invoices.

• Multi-File Solution: Upload the Invoices file (File 1) and the Payments file (File 2) in the same batch. The system ensures the invoices are created before applying the payments, turning a two-stage accounts receivable process into a single, efficient task.

2. Accounts Payable: Importing Bills and Applying Bill Payments

• Workflow: Vendor bills must be imported to accurately record liabilities. Following this, a file containing bill payment data is imported to mark those bills as paid.

• Multi-File Solution: Queue the Bills file (File 1) and the corresponding Bill Payments file (File 2) together. This is exceptionally useful for weekly or monthly payment runs, allowing firms to record both the obligation and its settlement in one seamless operation.

3. Procurement Management: Importing Purchase Orders and Corresponding Bills

• Workflow: The process begins by importing Purchase Orders (POs) to vendors. When the vendor invoice arrives, a bill must be created in QuickBooks and linked to the original PO.

• Multi-File Solution: Upload the Purchase Orders file (File 1) and the related Vendor Bills file (File 2) in the same session. This ensures the entire procurement-to-pay record is captured efficiently and maintains a clear audit trail.

Step-by-Step Guide to Importing Multiple Dependent Files

Follow these formal steps to execute a sequential import:

1. Log in to SaasAnt Transactions Online.

2. Navigate to the "Bulk Upload" feature from the main dashboard.

   

3. When prompted, select the option "Do you want to process Multiple Files?".

4. Click "Browse Your Files" to upload your transaction files. For a sequential import, select both the primary file (e.g., Invoices.xlsx) and the secondary file (e.g., Payments.xlsx). You can upload up to five files.

5. For each file listed, select the specific Excel sheet that contains the data to be imported.

1. Assign the correct Transaction Type from the dropdown menu for each file (e.g., "Invoices" for the first file, "Payment" for the second).

2. Select the appropriate saved mapping template for each corresponding transaction type. This ensures data is correctly mapped to the fields in QuickBooks Online.

3. Once all files are configured, initiate the upload process. Your transactions will be processed and imported into QuickBooks Online.

By adopting this methodology, accounting professionals can transform their most common and time-consuming data entry tasks into a streamlined, accurate, and highly efficient process, freeing up valuable time to focus on higher-value client services.