Import Sales Receipts into QuickBooks Online

You can import sale receipts from text, Excel or IIF files into QuickBooks Online using Zed Axis.  Follow these simple steps:
 
  1. Open Zed Axis on the desktop and select QuickBooks Online from the connection types and click connect.
  2. You will be prompted for your QuickBooks Online login details to give Zed Axis permission to connect to you file
  3. Once you are connected click on the Import tab 
  4. Browse to the file that you wish to import into QuickBooks Online, once open the content of the file will be displayed in the preview panel.
  5. Select the option to Add a New Mapping and then select the transaction type of Sales Receipt
  6. Map the columns in your import file to the corresponding fields in QuickBooks Online, and Save the mapping you can then use the mapping for subsequent imports
  7. Finally click Import and Zed Axis will validate and process your import into QuickBooks Online, during in the import process you will see a progress summary.
 
 
 
Description of the QuickBooks Online fields are below.
 
QuickBooks Online Field Format Description
DocNumber Str 21 MANDATORY FIELD - Sales Receipt Reference number, duplicate DocNumbers are accepted in QuickBooks, see also Auto Numbering
Txn Date date The date of the sales receipt, If you leave TxnDate out the mapping, the current date in QuickBooks Online will be used.
PrivateNote Str 4000 User entered, organization-private note about the transaction. This note will not appear on the transaction records by default.
TxnStatus Enum The status of the transaction. Possible values are Draft, Overdue, Pending, Payable, Paid, Trash, UnPaid
Line Description Str 4000 A descriptive text field for the Item
Line Amount Num 10.5 MANDATORY FIELD - The Amount of the line item ie Qty x Unit Price
Line SalesItem Ref   MANDATORY FIELD - The name of the item sold
SKU   The SKU identifier of the item sold, used as an alternative see SKU Lookup
Line SalesItem Class   Class for the line item
Line SalesItem Unit Price Decimal Unit price of the item
Line SalesItem Qty Decimal Number of items sold
Line SalesItem TaxCode   Tax code used for the item
Line SalesItem ServiceDate Date Date that the service was performed
Line Discount Amount   The amount of the discount
Line Discount PercentBased Boolean True if discount is a percent, False if based on amount
Line Discount Percent   Percentage by which amount due is discounted for 8.5% use 8.5
Line Discount Account   Account used to track discounts
Txn Tax Code Name   Reference to the transaction tax code
Total Tax   Total calculated tax for the transaction
Tax Line Amount   Amount fo
Tax Percent Based   True - sale tax as a percentage, False - sales tax as an amount
Tax Percent   Percentage of the tax line ie 8.5% use 8.5
CustomerFullQualified Name   Full name of the customer or job
Customer Memo Chars 1000 User entered message appears on the printed invoice
BillAddr1.. etc   Billing Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
ShipAddr1.. etc   Shipping Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
Class   Class associated with the entire transaction
Ship Method   Method of shipment used
Ship Date Date Date the transaction was shipped
Tracking Num Str Shipping providers tracking number
Print Status Enum Printing status of the sales receipt - NotSet, NeedToPrint, PrintComplete
Email Status   Email status fo the invoice - NotSet, NeedToSend, EmailSent
Bill Email   Email address where the Sales Receipt is sent
Payment Ref Number   Reference number for the payment
Payment Method   Reference to the method of payment
Deposit To Account   Bank account where the payment money is deposited, if not specified defaults to Undeposited Funds
Currency Ref   Reference to the currency used by the transactoin
Exchange Rate   Currency Exchange rate, only if company file is set to use Multi-Currency, recorded in number of home currency units
Global Tax Calculation   Method to which tax is applied - TaxExcluded, TaxInclusive or NotApplicable

 

By Steve Batten

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