Importing invoices into QuickBooks

You can import invoices from text files or Excel spreadsheets directly into QuickBooks using the Zed Axis software.  Download and install the Zed Axis software on your computer.

1. Open your QuickBooks company file as Administrator and open Zed Axis
2. Select your text file or spreadsheet which contains the invoices that you want to import.
3. Set up the a Mapping of the columns in your invoice import file to the corresponding fields in QuickBooks
4. Click Import and your invoices will be directly added to your QuickBooks company file:

For more information about importing invoices into QuickBooks, search the Knowledge Base, watch the movies in the Learning Centre, or raise a ticket with Zed Support.  Help with troubleshooting imports .

Download a sample invoice import file tab delimited text file and a pre-configured map sample invoice import map.

QuickBooks Field	Format	Description
Customer Ref	str 209	MANDATORY FIELD  - Customer Full Name as appears in QuickBooks ie ACME Inc:Project 101:Job A ,colons are used as a separators. If Axis cannot find a Customer then it will create a new customer record.
Class Ref	str
Account Ref	str 159	Refers to an accounts receivable account in the QuickBooks file
Template Ref	str 31	templates specify how to print the invoice
Txn Date	date	The date of the invoice, If you leave TxnDate out the mapping, QuickBooks will prefill it with the date of the invoice that was most recently saved.
Invoice Ref Number	str 11	MANDATORY FIELD - Invoice Reference number, duplicate RefNumbers are accepted in QuickBooks, see also Auto Numbering
BillAddr1.. etc	str	Billing Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
Bill Note	str 41	written at the bottom of the address
Phone		If Update address details selected then customers Phone number updated
Fax		If Update address details selected then customers Fax number updated
Email		If Update address details selected then customers Email number updated
ShipAddr1.. etc		Shipping Address  lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
Ship Note	str 41	written at the bottom of the address
IsPending	bool	If IsPending is set to true, the invoice has not been completed. value accepted true or false
IsFinanceCharge	bool	a finance-charge item has been added to the invoice
Item Sales Tax Ref	str 31	Sales tax code item (US only) more on importing Sales Tax Codes into QuickBooks. Assigned to the entire transaction. A sales-tax item is used to calculate a single sales tax that is collected at a specified rate and paid to a single agency
Ship Method	str 15	A shipping method, for example, standard mail or overnight delivery
PO Number	str 25	Purchase order number
Terms Ref	str 31	Payment terms for the Customer, This will be an item on the DateDrivenTerms or StandardTerms list
Due date	date	Date payment due, if not mapped QuickBooks may calculate this based on Customers defualt terms
Sales Rep	str 5	Initials of the sale rep, A sales representative must be on the Employee, Vendor, or Other Names list within QuickBooks
FOB	str 13	QuickBooks uses the term FOB, ?freight on board,? to indicate the place from which the product is shipped
Ship date	date	Date the goods were shipped
Customer Msg	str 101	A standard message to a customer that comes from the QuickBooks list
IsToBe Printed	bool	Check box to prompt user to print the form
IsToBe Emailed	bool	Prompt user to email this invoice from QuickBooks, customer needs to have email address
IsTaxIncluded	bool	Flag to determine whether the amounts are inclusive or exclusive of tax. Only for CA, UK and AU editions of QuickBooks. More in importing tax transactions
CustomerSalesTax Code	str 3	Refers to the sales-tax code for sales related to this customer.
Other		Other field included in the header area of the invoice
Memo	str 4000
Exchange Rate	float	The exchange rate is the market price for which this currency can be exchanged for the currency used by the QuickBooks company file as the "home" currency. More on importing multi currency
Item Ref	str	MANDATORY FIELD - ItemRef can refer to an item on any Item list (ItemDiscount, ItemInventory, and so on excluding Group Items).  ZA will look for Items in QuickBooks, if not recognised then it will create a new item according to the settings
TxnID		Used to assign a ID to a transaction in QuickBooks so you can refer to it (see linking transactions)
TxnLineID		Used to assign a ID to a transaction line in QuickBooks so you can refer to it (see linking transactions)
Description	str 4095	A descriptive text field for the Item
Rate	price 13	The rate or price of the item.  If not mapped QuickBooks will use the default rate for the item. Decimal values include amounts, quantities, and percents. can be positive or negative
Line Class	str 159	Classes (at the line level) can be used to separate transactions into meaningful categories
Quantity	quan	a decimal value that refers to how much of something is sold
Unit Of Measure	str 31	The name of the unit of measure selected from within the items available units more on importing units of measure
Sales Tax Code	str 3	Each item on a sales form is assigned a sales-tax code that indicates whether the item is taxable or non-taxable, and why.
Amount		decimal value that represents an amount
Service Date	date	Indicates the date on which the QuickBooks user performs the service for the customer
Other1	str 29	The Other1 field exists at the line item level
Other2	str 29	The Other2 field exists at the line item level
Item Group Name	str 31	The name of the Group Item sold on the invoice
Item Group Quantity	quan	The quanity of the Group Item sold on the invoice
Item Group Unit Measure	str 31	The unit of measure of the group item sold on the invoice

 

 

Article ID: 52, Created On: 10/21/2011, Modified: 12/15/2011