Importing bill payments into QuickBooks

You can import bills payments from text files or from Excel spreadsheets directly into QuickBooks using the Zed Axis software. 
  1. Select your text file or spreadsheet which contains the bill payments that you want to import.
  2. Set up the a Mapping of the columns in your bill payment import file to the corresponding fields in QuickBooks, as shown below.
  3. Click Import and your bill payments will be directly added to your QuickBooks company file.

Important factors to consider when import bill payments are:

  • Bill payments you must specify the bill that is being paid.
  • The payment can be less than, equal to or greater than the amount due, if an overpayment a credit will be created by QuickBooks.  
  • To import a payment that pays multiple bills you need to have one row for each bill 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 bill payments into QuickBooks, search the Knowledge Base, watch the movies in the Learning Centre, or raise a ticket with Zed Support.

Sample Bill Payment Check import file
Sample Bill Payment Credit Charge import file

The following fields are the principal fields when importing bill payments into QuickBooks.

Import bill payments into QuickBooks

 
QuickBooks field Format Description
Payee Entity Str 209 MANDATORY - Payee who is on the customer, vendor, employee or other names list
AP Account Str 159 Accounts payable account, if not mapped Axis uses the default AP account
Txn Date Date Date the bill was paid
Bank Account Str159 MANDATORY - Name of Account (Bank type for BillPaymentChecksor Credit type for CreditCardCharges) the funds are drawn from
IsToBePrinted Bool Whether Check has been printed (true or false)
Ref Number Str11  Reference number for the Bill Payment
ApplyToBillRef Str MANDATORY - Reference number of the bill being paid, should already be in QuickBooks (Export field name ATRTxnRef)
Memo Str4095  Memo of for the payment
ExchangeRate Float Exchange rate against the QuickBooks Home currency
AppliedToTxnID IDType GUID of the bill if known (Export field name ATRTxnID)
Payment Amount  Amount Amount being paid
Discount Amount  Amount Discount amount
Discount Account Str159 Chart of Account for the discount to be allocated to
 
Troubleshooting tips 
 
  • Error: ApplyToBillRef does not exist in Bill - Check that the bill reference number exists in QuickBooks, if the ApplyToBillRef is blank then you will also get this error. Also check that the Payee name is correct and matches what is in QuickBooks
  • Error: Object does not exist -  If you have confirmed that the bill and Payee both are correct then check the Accounts Payable account that the bills is posted to as if this is not the default Accounts Payable account then you will need to map the AP Account field and make sure it matches what is on the bill that is being paid. 

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