You can
import receive payments from text files or from Excel spreadsheets directly into QuickBooks using the
Zed Axis software. Download and install the Zed Axis software on your computer
- Open your QuickBooks company file as Administrator and open Zed Axis
- Select your text file or spreadsheet which contains the receive payments that you want to import.
- Set up the a Mapping of the columns in your invoice import file to the corresponding fields in QuickBooks, as shown below
- Click Import and your invoices will be directly added to your QuickBooks company file.
NB. To import a payment that pays multiple invoices you need to have one row for each invoice paid, and to group them together by using the same reference number. Be sure that the Total Amount equals the sum of the payment amounts or discount amounts.
For more information about importing receive payments into QuickBooks, search the
Knowledge Base, watch the movies in the
Learning Centre, or raise a ticket with
Zed Support
The following fields are the principal fields when importing receive payments into QuickBooks:
|
QuickBooks field
|
Format
|
Description
|
|
CustomerRefFullName
|
StrType
209 Chars
|
MANDATORY FIELD FOR ZA
Customer Name as appears in QuickBooks, if ZA cannot find a Customer then it will create a new customer account.
|
|
ARAccountRef
|
StrType
159 Chars
|
Refers to an accounts receivable account in the QuickBooks file. Name must match QuickBooks
|
|
TxnDate
|
DateType
|
The date of the transaction. If missing QuickBooks will prefill TxnDate with the date of the last-saved transaction of the same type.
|
|
RefNumber
|
StrType
20 Chars
|
MANDATORY
A string of characters that refers to this transaction and that can be arbitrarily changed by the QuickBooks user.
|
| ApplyToInvoiceRef |
Str11 |
MANDATORY if IsAutoApply is not mapped. The Invoice reference number to which the payment will be applied, if paying multiple invoices you should have multiple lines in the same ReceivePayment transaction..more |
|
TotalAmount
|
|
Total amount of money received. The sum of the PaymentAmount amounts cannot be greater than the TotalAmount, or you will receive an error.
|
|
Payment Method
|
StrType
31 chars
|
A customers payment method, for example, cash, check, or Master Card. Should match the payment types set in QuickBooks.
|
|
Memo
|
StrType
4095 Chars
|
Description associated with the payment
The beginning of this memo will appear in reports that show details of this receive payment.
|
|
DepositToAccountRef
|
|
Refers to the account where these funds will be (or have been) deposited. If not provided, it will default to Undeposited Funds.
|
|
IsAutoApply
|
true or false
|
MANDATORY if Apply to is not mapped
If IsAutoApply is true, QuickBooks applies TotalAmount to any outstanding transaction that exactly matches TotalAmount. If no exact match is found, the payment is applied to the customer jobs outstanding transactions, beginning with the oldest one.
If IsAutoApply is false, QuickBooks receives the payment but does not apply it to any outstanding transaction. Instead, the amount will appear as a credit on the customer job’s next transaction...more
|
|
PaymentAmount
|
AmtType
10 digits
|
Represents the amount assigned to a particular receivable.
|
|
DiscountAccount
|
Strtype
159 chars
|
Refers to the account where this discount is tracked
|
Error - "You need to delete this transaction from the deposit before you can edit its name or amount." - This message is saying that the Receive Payment transaction you are trying to import has already been deposited into a bank account and QuickBooks is not permitting you to edit something that is already deposited, this is standard QuickBooks behaviour.
Article ID: 60, Created On: 10/21/2011, Modified: 10/21/2011