Importing Journal Entries into QuickBooks

You can import journal entries from text files and spreadsheets into QuickBooks using Zed Axis. Download and install the Zed Axis software on your computer
  1. Log into your QuickBooks company file as Administrator and open Zed Axis
  2. Select your text file or spreadsheet which contains the journal entries that you want to import.
  3. Set up the a Mapping of the columns in your journal entry import file to the corresponding fields in QuickBooks
  4. Click import and your journal entries will be directly added to your QuickBooks company file.

For more information about importing journal entries into QuickBooks, search the Knowledge Base, watch the movies in the Learning Centre, or raise a ticket with Zed Support. Help with troubleshooting imports. The following are the fields that you can import into QuickBooks.

Download a sample journal entry text file sample journal map 

Import Journal Entry QuickBooks

 

QuickBooks field Format Description
Txn Date date Date of the journal
Ref Number str 11 MANDATORY FIELD Reference number for the journal entry, more on how to group rows on a journal
Is Adjustment true or false Whether journal is adjusting a previous entered journal
Is Home Currency Adjustment true or false Is using home or foreign currency 
Is Amounts in Home Currency true of false Is using home or foreign currency 
Currency Ref  str 64 Name of the currency used (match QuickBooks) (not for QuickBooks AU)
Exchange Rate  float Exchange rate to be used (not AU)
Debit  amt MANDATORY FIELD Debit Amount should be positive (AU not including tax)
Credit  amt MANDATORY FIELD Credit Amount should be positive (AU not including tax)
Account Full Name  str 159 MANDATORY FIELD The General Ledger Account as appears in QuickBooks, should be full name. You can also use as an alternative the Account Number.
Memo  str 4095 Description of the journal line
Entity Ref  str 209 Name of the cusotmer if BillableStatus = Billable
Class  str 159 Class used to track the journal entries
Item Sales Tax Ref  str 31 Sales Tax code used on the transaction (QuickBooks CA, UK and AU only)
BillableStatus  enum The billing status of this line, Accepted values are Billable, NotBillable or HasBeenBilled if Billable then must include Entity Ref

Troubleshooting issues:

 

  • The journal must balance for an import to proceed, note that journals that included a tax code (QuickBooks Australia and New Zealand only) which calculate a tax net amounts might not appear to balance prior to import.
  • Out of balance errors - check that you have mapped the Ref Number field and that all rows that are on the same journal have the same Ref Number
  • QuickBooks Australia out of balance- You may receive this error from QuickBooks if after calculating gross amounts (including tax) the journal is out of balance. Please check your net amounts and if possible round your net amount calculations to 5 decimal places (QuickBooks will accept numbers in 8.5 (recent editions 10.5) format or 13 digits long.
  • Multi currency - if importing a multi currency journal all the accounts posted in the journal must have the same default currency.

By Steve Batten

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