Import checks into QuickBooks Desktop

Overview of importing checks into QuickBooks desktop

In QuickBooks a check is used to record expenses (via expense accounts) or purchases of items or services when the payment is made at the time of purchase. You can import checks into QuickBooks or QuickBooks Online from text files or from Excel spreadsheets using Zed Axis software.

Steps to import checks

Follow these steps:

Open your QuickBooks company file as Administrator and open Zed Axis
Select your text file or spreadsheet which contains the checks that you want to import.
Set up the a Mapping of the columns in your check import file to the corresponding fields in QuickBooks
Click Import and your checks will be directly added to your QuickBooks company file.

Note: As in QuickBooks when importing a check it should either be associated to an Item purchased or an Expense Account or a combination of both. You must also set the bank account from which the check is drawn.

Need to import refund checks and apply to a credit memo?

If you need to create a refund of a payment to a customer for a credit then use use the fields for Apply Check to Txn ID (ie the reference number of the credit memo) and Apply Check to Txn Amount in order to apply refund amount to the Credit Memo, you will also need to map the Expense Account to the Accounts Receivable account and the Expense Amount as the amount of the refund.

More help?

For more information about importing checks into QuickBooks, search the Knowledge Base, watch the movies in the Learning Centre, or raise a ticket with Zed Support

Download a sample check import file.

Watch a demonstration of how to import checks

Where the fields appear on checks

Import checks into QuickBooks

Detailed descriptions of the fields

QuickBooks Field	Type	Description
Account Full Name	Str 159	Mandatory. Refers to the account from which the funds are being drawn for this check, for example, Checking or Savings. FullName is required
Payee Entity	Str 209	Refers to the person or company to whom the check is written
Ref Number	Str 11	Refers to this transaction and that can be arbitrarily changed by the QuickBooks user
Txn Date	Date	The date written on the check
Memo	Str 4095	The memo that is printed on the check itself
Address		Address block
Is To Be Printed	Bool (true or false)	If IsToBePrinted is true, this transaction is on a list of forms to be printed later
Is Tax Included	Bool (true or false)	If IsTaxIncluded is true, this transaction includes Tax (CA, UK, AU only)
Exchange Rate	float	the market price for which this currency can be exchanged for the currency used by the QuickBooks company file as the "home" currency
Apply Check to Txn ID	Str	Refers to the Credit Memo so you can create a refund check
Apply Check To Txn Amount	Amt	The amount of the Refund Check
Expense Account	str 159	You must include AccountRef if the “Require accounts” check box is selected in the QuickBooks Accounting preferences. (It is selected by default.) Typically this is an expense, asset or liability account. Accounts should be specified as a full name format
Expense Amount	Amt	A monetary amount
Expense Memo	Str 4095	Additional information about this expense line.
Expense Customer Name	Str 209	If AccountRef refers to an A/P account, CustomerRef must refer to a vendor (not to a customer). If AccountRef refers to any other type of account, the CustomerRef must refer to a customer
Expense Class	Str 159	Classes can be used to separate transactions into meaningful categories.
Expense Sales Tax Code	Str 3	Tax code (CA, UK and AU only)
Expense Billable Status	Values: Billable, NotBillable, HasBeenBilled	The billing status of this expense line. No default value
Sales Rep FullName	Str	Name of the Sales Rep as appears in the QuickBooks Sales Rep list
Data Ext Name1	Str	Name of the Custom field 1 read more
Data Ext Value1	Str	Value for the Custom field 1
Data Ext Name2	Str	Name of the Custom field 2
Data Ext Value2	Str	Value for the Custom field 2
Item Full Name	Str 209	An Item is used to track any portion of a transaction that represents the purchase of an goods or services. ItemRef can refer to an item on any Item list. Full name required
Description	Str 4095	Description of the item
Unit of Measure	Str 31	Unit of measure for that item
Cost		If both Quantity and Amount are specified, QuickBooks will use them to calculate Cost. Likewise, if both Quantity and Cost are specified, QuickBooks will use them to calculate the total Amount
Item Amount	Amt
Item Customer Name	Str 209	Refer to a Customer or job, full name
Item Class		Classes can be used to separate transactions into meaningful categories.
Item Sales Tax Code	Str 3	Tax code (CA, UK and AU only)
Item Billable Status	Values: Billable, NotBillable, HasBeenBilled	The billing status of this expense line. No default value
Item SalesRep FullName	Str	Name of the Sales Rep as appears in the QuickBooks Sales Rep list
Item Data Ext Name1	Str	Name of the Custom field 1 read more
Item Data Ext Value1	Str	Value for the Custom field 1
Item Data Ext Name2	Str	Name of the Custom field 2
Item Data Ext Value2	Str	Value for the Custom field 2
Freight	Amt	Freight amount on Check, see more on shopping cart fields
Insurance	Amt	Insurance amount on Check, see more on shopping cart fields
Serial Number	Str 4095	The serial number for the item more
Lot Number	Str 40	The lot number of the item more

Troubleshooting error messages

QuickBooks Error Message: The currency of the account must be either in home currency or the transaction currency.

This error occurs when you are importing a transaction (ie Check) where the currency of the the Accounts Payable account is not the same currency that is used on the Payee or Vendor account in QuickBooks. Please check that the currencies match. QuickBooks will not permit a check where the currency is different for the AP account and the Payee.

Check RefNumber Empty after import - If after importing checks into QuickBooks the check ref number is empty or says To Print. This could be because one of the following:

The option To be Printed is checked in which case the ref number will appear once this option is deselected or if you map the IsToBePrinted field and set the value to false, or
if you are using Auto Numbering and the last Check number in QuickBooks was empty the sequence is not available,
finally it might be due to auto formatting feature which can be resolved by following these instructions

Error: Target is not reimbursable - This error occurs when you have mapped either the field ItemBillableStatus or BillableStatus and set the value to Billable but you have not mapped the corresponding ItemCustomer or CustomerName or the customer name you have provided is not recognized in QuickBooks. In order for QuickBooks to make the charges billable then a valid Customer must be provided.

Article ID: 100, Created: 10/21/2011 at 6:06 AM, Modified: 8/18/2021 at 1:20 AM