QB Issue Resolution:

User Uploaded Styles work by allowing users to “import” Microsoft Word documents (*.docx) into QBO where a guided 3-Step process converts successful imports into QBO Styles that can then be used like regular QBO Styles.

Important Notes:

  • Unlike regular QBO Styles, no further customization is possible on imported Styles. You start the process by invoking the Import Styles Wizard.
  • Only Invoice Documents are supported at this time..

Use this table of contents to navigate this article:

How to use the Upload Styles feature:

Invoking Import Styles Wizard
If you are in a company with the feature enabled, you will see “Import Style” as a choice in Custom Form Styles. Choosing this option takes you to through a guided process starting with upload of a document and ending with document being converted to a Style.

Select Import Style

Import Style Process
Importing Styles into QBO is a three step process: (1) Document Upload (2) Mapping Data and (3) Preview and Save. Before you invoke “Import Style”, you must have your target Form created using Microsoft Office Word 2010(docx) format AND marked out fields in the document, that you want replaced with data from QBO. You may also use the Samples provided to get a head start.
In the sample document below, the highlighted areas contain sections where chevrons are placed around dynamic data. Dynamic data is any data that needs to be provided by QBO when the invoice is created. After this marking is complete, you are ready to upload the document into QBO.

sample document

Uploading the Document
Uploading a document is the first step in the import process. The Import Style Wizard allows you to upload a document created using the step above into QBO.

Upload the file

The uploaded document is then analyzed and scanned for marked fields prior to mapping. Upon successful upload you should see a screen that looks as below. If this process is not successful you will see errors.
Upload errors are documented under Document Upload-Errors section.

Preparing your document

After the upload is successful, you are ready to move to data-mapping phase described below.

Data Mapping
The data mapping phase allows you to map marked areas in your document to QBO data fields. Initial mapping is performed using a auto-mapping algorithm, which tries to predict QBO Data with which mapped areas must be mapped. As a sample, note the mapping of fields highlighted in screen for the Sample Document shown above:

Map your fields

Please review the mappings and correct any that need to be changed. A complete list of QBO data-fields available for mapping and shown below, using a QBO Standard Style – Friendly.
If the mapping process is successful, users will see a Preview of the newly created Style populated with dummy (sample) data.

Watch out for these possible Document Upload-Errors

Step1: Document Upload Page Errors


ERRORS
WHAT HINTS TO OVERCOME
size_validation_error Your file is too large to upload Document size must be <= 2MB
extension_format_error The file you selected isn’t of a type we support Only Microsoft Office 2010 (*.docx) is supported at this time

Step2: Mapping Page Errors


ERRORS
WHAT HINTS TO OVERCOME
Fetching preview failed An attempt to create a Preview after mapping using the dummy data failed or document failed to render The marking process could have errors. Please attempt to Chevrons could be in wrong places or applied incorrectly. Though painful, please try to reduce fields marked with chevrons until Preview succeeds and then add additional chevrons to isolate the mapping error
Save Mapping failed The selected mappings could not be saved It could be an environmental issue. Please try again or contact support
No Mapping found The wizard could not find any field that required mapping Please mark at-least one data element with chevrons in order for mapping to work
Multiple Page Document The document uploaded has multiple pages Please restrict the Style to a single page document

FAQs

The Basics:
STOP, if you are doing any of this in the document that you upload into QBO. A PDF cannot be generated under this situation.

  • Having the following elements in your uploaded document:
    • Audio
    • ClipArt, WordArt
    • Animated GIFs
    • Embedded files that work using Microsoft OLE/Active X, for ex., Excel or Powerpoint, etc
  • Adding or updating merge-fields (Field codes in Word 2010 or Word for Mac 2011)
  • Adding or updating any other hidden links
  • Renamed any older format MS Word documents or other documents as *.docx

Why do my Mappings fail?

  • All columns of a table element were not mapped at the same time
  • Marked Data element was of type simple field whereas field mapped to it was not
  • Marked Data element was inside a table but a simple field was mapped to it
  • Activity Table was merged with other tables, ex. Subtotal section
  • The chevrons straddled Paragraphs
  • A multi-line field (ex. Address) was marked using separate set of chevrons – ex. An address field was mapped as <Address Line1>, <Address Line2>, <City> etc..
  • The chevrons started in one column of a table and ended in another
  • The chevrons started in one row of a table and ended in another

Print from my Uploaded Style does not show all data. Why?
If you’ve used QBO before, you will know that Company Settings and Custom Form Styles, as shown below, are two entry-points which allow you to control how Forms are generated.

entry point 1

entry point 2

Choices made in Standard Style in Company Settings affect Form output. This is true regardless of whether Style being used is QBO Standard Style or Uploaded by end-user.
For ex. When Service Date or Shipping Field is turned off in Settings, Service Date and Shipping Fields (Date, Tracking number, destination Subtotal) do not show up in printed output of transactions. Similarly, if Standard Style in Custom Form Styles has columns turned off in Activity Table, the same will not show up in printed output of transactions.

Best Practices

  • Avoid marking static data: It does not make sense to mark Data that doesn’t change for your business – ex. Your Company Name, Address, Contacts, Identification numbers and such. These may be added as static data in your Style. Most fields of a typical Form header fall into this category
  • Use MS Word Table Styles: While designing Tables, use MS Word Table Style elements over images and other graphic elements set up for specific content. Use of non-Table style elements break during rendering as content is dynamic
  • Font Choices: For QBO to use a font to render, the font needs to be licensed for use. At this time, please use one or more of Adobe14 Standard fonts or Arial Unicode MS until more fonts are supported – Acrobat’s Base 14 Fonts are as follows:
    • Courier, Courier Bold, Courier Oblique, Courier Bold-Oblique,
    • Helvetica, Helvetica Bold, Helvetica Oblique, Helvetica Bold-Oblique,
    • Times Roman, Times Bold, Times Italic, Times Bold-Italic,
    • Symbol,
    • Zapf Dingbats

Note that other fonts used in your Style will not be used during rendering.. We do plan to increase our font repertoire over time

  • Keep Tables independent. For ex. Figure1 shows an example of a design that will lead to broken output and Figure 2 shows an example where tables are split into logical sections, a table design that will work.

    Figure 1:
    Figure 1

    Figure 2:
    Figure 2

  • Do not use MS Word Macro Syntax as it interferes with syntax used for marking
  • When marking Tables mark the entire row and each column separately
  • To avoid loss of time, mark only one row in a table

Details

Answer ID 6824
Products QuickBooks Online Simple Start (H)
QuickBooks Online Essentials (H)
QuickBooks Online Plus (H)
Categories Using This Product
Date Created 03/10/2015 04:03 PM
Date Updated 03/10/2015 04:56 PM
Allow Crawling? Yes

 

Resolution for Issue 'How to use User Uploaded Styles in QBO?' available: Yes (Solved).
Source: Intuit Community forum.

How to use User Uploaded Styles in QBO?: this issue or error code is a known issue in Quickbooks Online (QBO) and/or Quickbooks. Support for this issue is available either by self-service or paid support options. Experts are available to resolve your Quickbooks issue to ensure minimal downtime and continue running your business. First try to resolve the issue yourself by looking for a resolution described below. If it is a complex issue or you are unable to solve the issue, you may contact us by clicking here or by using other support options.

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