Importing inventory items into QuickBooks

You can import inventory items from text files or from Excel spreadsheets directly into QuickBooks using the Zed Axis software. Download and install the Zed Axis software on your computer.

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

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


Import inventory item



QuickBooks field  Type  Description 
Name str 31 MANDATORY: The name of the inventory item as it appears in QuickBooks, name must be unique unless it has a Parent Ref. For example if the Item Full Name is Widgit:Green:Small then the Name = Small and the ParentFullName = Widgit:Green
Barcode Str 50 The barcode number for the item
IsActive true or false Whether the item is currently enabled for use by QuickBooks. The default is true
ParentFullName str The parent name of the inventory item name, referred to as Sub-item in QuickBooks item list, For example if the Item Full Name is Widgit:Green:Small then the parent name is Widgit:Green
Manufacturer Part Number str 31 The part number used by the manufacturer of the item
Unit of Measure Set Name str 31 The unit of measure set consists of a base unit and a number of related units
Is Tax Included true or false Whether Prices includes tax or not. Only supported in CA, UK and AU versions of QuickBooks
Sales Tax Code str 3 Tax code for the item used when selling
Sales Desc str 4095 Description used when the item is sold
Sales Price price Price charged for the item
Income Account str 159 MANDATORY: Refers to the Income account used when the item is sold
Purchase Desc str 4095 Description used for the item when bought
Purchase Price price Price of the item when bought 
Purchase Tax Code str 3 Tax code used when the item is bought 
COGS Account str 159 MANDATORY: Refers to the account that QuickBooks uses to track the original cost of the goods when bought
Pref Vendor str 41 Name of the vendor as appear in QuickBooks where the item is usually purchased from
Asset Account str 159  MANDATORY: Asset account for the inventory item
Reorder Point  quan Minimum quantity that stock falls to before item needs to be reordered
Quantity On Hand  quan Quantity held in available stock
Total Value  amt Total value of stock held
Inventory Date  date Date of valuation


Troubleshooting Common Errors

The COGS account cannot be changed - This error occurs when trying to modify an Inventory Item that has been used on a historical transaction in QuickBooks, due to the Inventory valuation calculations and the impact on balance sheet and on Closed Periods, restrictions are imposed by QuickBooks on modifying the COGS Account.  As a workaround you could modify the name of the item make inactive and then create a new Item with the required COGS Account.

Invalid Parent Specified - This error occurs when trying to modify a inventory item and the Parent Ref Full Name that has been specified does not exist or is not the correct parent for the item that you are importing.  Please check that the parent name appears correctly.  Further explanation of how parent names should appear is provided in the table above.



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Where is the option for max reorder point?
Frimet Guttman (August 4, 2017 at 4:46 PM)
The field Max has been added to the V12.1 release of Zed Axis
Steve (March 8, 2018 at 3:17 AM)
How do I import into Custom Fields?
Yvonne L. Gomez (March 5, 2018 at 1:31 AM)
Hi Yvonne, you can import custom fields on inventory items but you need to do it as a separate import type called Custom Fields you will find a detailed explanation on how to do that here:

Steve (March 8, 2018 at 1:11 AM)

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