Import Journal Entries into QuickBooks Online

With Zed Axis you can import journal entries from text files or Excel into QuickBooks Online.  Follow the standard import steps to browse to, map and import your file.  The following details specific details when mapping and laying out your data to import journals.
 
Please be aware of the following requirements when importing journal entries:
  • You will need a DocNumber (Journal Reference Number) to map and identify the rows that need to be grouped on the same journal.
  • The journal must balance ie the sum or the Debits and the sum of the Credits must be equal
  • Posting to Accounts receivable accounts you need to specify a Customer Name in the Entity field
  • Posting to Account payable accounts you need to specify a Vendor name in the entity field
 
 
 
QuickBooks Online Field Format Description
DocNumber Str 21 MANDATORY FIELD - Journal Entry Reference number, duplicate DocNumbers are accepted in QuickBooks, see also Auto Numbering
Txn Date date The date of the journal entry, 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.
Line Description Str 4000 Description for the journal line
Line Billable Status enum The billable status of the journal entry, values Billable, NotBillable, HasBeenBilled
Line Entity Type enum The type of Entity that the line is set to ie Customer, Vendor or Employee must be mapped if you are mapping Line Entity
Line Entity   Name of a customer, vendor or employee associated to the journal entry, when posting to the Account Receivable account you must have a Customer, and when posting to the Accounts Payable account you must have a Vendor name
Line Account   MANDATORY FIELD General ledger account the journal line is posted to. (not possible to post to Account Number please use Full Account Name as appears in QBO)
Line Class   Class associated to the journal entry line
Line Department   Department associated to the journal entry line
Line Tax Code str Tax Code to be used on this journal line (IN, UK, AU editions only)
Line TaxApplicableOn enum Whether the tax is on a sale or purchase, Possible values Sales or Purchase .Required if Line Tax Code mapped (IN, UK, AU editions only)
Line TaxAmount D Tax Amount of the line .Required if Line Tax Code mapped (IN, UK, AU editions only)
Adjustment Boolean Indicates if the journal is an adjustment value true or false
Debit 10.5 format MANDATORY FIELD The debit line amount
Credit 10.5 format MANDATORY FIELD The credit line amount
 
Tips for importing Tax on journals (QuickBooks Online UK, Australia and India users only):
  1. Make sure that the Tax Codes match what is in QuickBooks Online
  2. Make sure that you set TaxApplicableOn to the correct lines in the journal
  3. Make sure that the journal balances ie the Debit or Credit line amounts should not include tax and the total of the line is the Debit or Credit amount plus the TaxAmount
 
Troubleshooting

Error: AccountRef is missing in the request - This error indicates that one of the general ledger accounts that you have used on the journal lines is not found in QuickBooks Online.  Please make sure that the full name of the Account you are importing exists in QuickBooks Online, also please do not include the Account Numbers)

Error: Posting Type null is required and valid values are Credit or Debit - This error indicates that on the same row you may have a value for Debit and a value for Credit.  Please only have a value for either Debit or Credit on one row not both. Some time caused by zeros.

Error: Please balance your debits and credits - Please make sure that all the lines on the same journal (ie same DocNumber) that the sum of the Debits equals the sum of the Credits.

Error: When you use Accounts Receivable, you must choose a customer in the Name field - This errors occurs because QuickBooks requires a Customers name when posting to the Accounts Receivable account please set Line Entity Type = Customer and Lin Entity = the name of the Customer in QuickBooks Online

 

By Steve Batten

 

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