Importing bills into QuickBooks

You can import bills from text files or from Excel spreadsheets directly into QuickBooks, or QuickBooks Online using the Zed Axis software.
  1. Download and install the Zed Axis software on your computer
  2. Open your QuickBooks company file as Administrator and open Zed Axis
  3. Select your text file or spreadsheet which contains the bills that you want to import.
  4. Set up the a Mapping of the columns in your bills import file to the corresponding fields in QuickBooks, as shown below.
  5. Click Import and your bills will be directly added to your QuickBooks company file.
When importing if the Vendor, Item or Expense account do not exist in QuickBooks then Axis will create them during the import.  For more information about importing bills 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 bills into QuickBooks.


Download a sample bill import tab delimited text file
 

Import bill QuickBooks

QuickBooks field  Type  Description 
 VendorName  Str41  Name of vendor company, MANDATORY
 APAccount  Str159  Accounts payable file, if not mapped will default to AP Account
 TxnDate  Date  Date of the bill
 DueDate  Date  Date the bill is due for payment
 RefNumber  Str20  Reference number of the bill
 Terms  Str31  Vendors payment terms
 Memo  Str4095  Memo for the bill
 IsTaxIncluded  Bool  true or false - When tax is included in amounts (CA, UK and AU only)
 ExchangeRate  Float  Exchange rate to home currency
 LinkToTxnID  Guid  Linking transaction ID
 Account  Str159  Expenses Account (from Chart of Account list), full name required
 ExpenseAmount  Amt  Amount for that line.
 ExpenseMemo  Str4095  Expense line memo
 CustomerName  Str209  CustomerJob name
 ClassName  Str159  Class name
 ExpenseSalesTaxCode  Str3  Sales Tax code for the Expense account line
 BillableStatus  Enum  Whether the line is Billable, NotBillable or HasBeenBilled
SalesRep FullName Str Name of the Sales Rep as appears in the QuickBooks Sales Rep list
DataExtName1 Str Name of the Custom field 1 read more
DataExtValue1 Str Value for the Custom field 1
DataExtName2 Str Name of the Custom field 2
DataExtValue2 Str Value for the Custom field 2
 ItemFullName  Str  Item purchased on the bill, full name required
 TxnID  guid  Transaction ID
 TxnLineID  guid  Transaction Line ID
 Description  Str4095  Description for the Item purchased
 Quantity  Quan  Quantity of the item purchased
 UnitOfMeasure  Str31  Unit of measure for the item purchased
 Cost  Price  Cost of the item purchased
 ItemAmount  Amt  Line total of the item
 ItemCustomer  Str209  CusotmerJob
 ItemClass  Str159  Class of line item
 ItemSalesTaxCode  Str3  Item sales tax code, true or false - When tax is included in amounts (CA, UK and AU only)
 ItemBillableStatus  enum  Item billable status Billable, NotBillable or HasBeenBilled
Item SalesRep FullName Str Name of the Sales Rep as appears in the QuickBooks Sales Rep list
ItemDataExtName1 Str Name of the Custom field 1 read more
ItemDataExtValue1 Str Value for the Custom field 1
ItemDataExtName2 Str Name of the Custom field 2
ItemDataExtValue2 Str Value for the Custom field 2
 OverrideItemAccount  Str209  
 Freight Amt  The amount of freight charge on the bill see more on shopping cart fields
 Insurance Amt The amount of insurance charged on the bill see more on shopping cart fields
 Link To Purchase Order    Specify the reference number of the purchase order that you wish to link to more

By Steve Batten

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Thanks to your help our company is now able to import all our monthly bills in about an hour or less. This procedure used to take us about a week, if you count all the errors that are prone to be made and the time spent on correcting them when you are manually entering hundreds of transactions . Zed Axis is a great program, but what it is even greater is the help that you provided. Thank you Steve!
Sincerely,
Francisco
(AFCLS)

Francisco Ortiz (August 19, 2015 at 3:54 PM)

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