Import checks into QuickBooks

You can import checks into QuickBooks or QuickBooks Online from text files or from Excel spreadsheets using Zed Axis software.  Download and install the Zed Axis software on your computer then follow these steps:
  1. Open your QuickBooks company file as Administrator and open Zed Axis
  2. Select your text file or spreadsheet which contains the checks that you want to import.
  3. Set up the a Mapping of the columns in your check import file to the corresponding fields in QuickBooks
  4. Click Import and your checks will be directly added to your QuickBooks company file.

 
Download a sample check import 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.

Import checks into QuickBooks

 

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

QuickBooks FieldTypeDescription
AccountFullNameStr 159Mandatory. Refers to the account from which the funds are being drawn for this check, for example, Checking or Savings. FullName is required
PayeeEntityStr 209Refers to the person or company to whom the check is written
RefNumberStr 11Refers to this transaction and that can be arbitrarily changed by the QuickBooks user
TxnDateDateThe date written on the check
MemoStr 4095The memo that is printed on the check itself
Address Address block
IsToBePrintedBool (true or false)If IsToBePrinted is true, this transaction is on a list of forms to be printed later
IsTaxIncludedBool (true or false)If IsTaxIncluded is true, this transaction includes Tax (CA, UK, AU only)
ExchangeRatefloatthe market price for which this currency can be exchanged for the currency used by the QuickBooks company file as the "home" currency
Expense Accountstr 159You 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
ExpenseAmountAmtA monetary amount
Expense MemoStr 4095Additional information about this expense line.
Expense Customer NameStr 209If 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 ClassStr 159Classes can be used to separate transactions into meaningful categories.
Expense Sales Tax CodeStr 3Tax code (CA, UK and AU only)
Expense Billable StatusValues:
Billable, NotBillable, HasBeenBilled
The billing status of this expense line. No default value
SalesRep FullNameStrName of the Sales Rep as appears in the QuickBooks Sales Rep list
DataExtName1StrName of the Custom field 1 read more
DataExtValue1StrValue for the Custom field 1
DataExtName2StrName of the Custom field 2
DataExtValue2StrValue for the Custom field 2
Item Full NameStr 209An 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
DescriptionStr 4095Description of the item
Unit of MeasureStr 31Unit 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
ItemAmountAmt 
Item Customer NameStr 209Refer to a Customer or job, full name
Item Class Classes can be used to separate transactions into meaningful categories.
Item Sales Tax CodeStr 3Tax code (CA, UK and AU only)
Item Billable StatusValues:
Billable, NotBillable, HasBeenBilled
The billing status of this expense line. No default value
Item SalesRep FullNameStrName of the Sales Rep as appears in the QuickBooks Sales Rep list
ItemDataExtName1StrName of the Custom field 1 read more
ItemDataExtValue1StrValue for the Custom field 1
ItemDataExtName2StrName of the Custom field 2
ItemDataExtValue2StrValue for the Custom field 2
FreightAmtFreight amount on Check, see more on shopping cart fields
InsuranceAmtInsurance amount on Check, see more on shopping cart fields
Serial NumberStr 4095The serial number for the item more
Lot NumberStr 40The 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
 

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