How to import non inventory items into QuickBooks

Overview of importing non inventory items

In QuickBooks Desktop an non inventory item is used to track item that are purchased and sold but are not recorded as being in stock.  Using Zed Axis you can import non inventory items into QuickBooks from text files or Excel spreadsheets.

Steps to import non inventory items

Follow these steps:
  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 non inventory items that you want to import.
  4. Set up the a Mapping of the columns in your non inventory item import file to the corresponding fields in QuickBooks, as shown below
  5. Click Import and your non inventory items will be directly added to your QuickBooks company file.

More help?

Sample template Item_NonInventory.txt

Where the fields appear in QuickBooks Desktop

Detailed description of the fields you can import

QuickBooks fieldType Description 
 NameStr 31  Name of the non inventory item
 Bar Code ValueStr 50 Bar code value for the item
 Is Active true or false Whether the item is active
 Class Ref Full NameStr 159 Full class name for the item
 Parent Str Parent name of the non inventory item (ie Subitem of)
 Manufacturer Part Number Str 31 The part number used by the manufacturer of the item
 Unit of Measure Str 31 Unit of measure for the item
 Is Tax Included true or false Whether the price includes tax (CA, UK, AU only) 
 Sales Tax Code Str 3 Sales tax code
 Sales Or Purchase Desc Str 4095 Description for the non inventory item (not purchased)
 Sales Or Purchase Price Price Price
 Sales Or Purchase Price Percent Percent Percentage
 Sales Or Purchase Account Str 159Account associated with the item 
 Sales And Purchase Sales Desc Str 4095 Sales description used on item
 Sales And Purchase Sales Price PriceSales price 
 Sales And Purchase Income Account Str 158Income account for the item
 Sales And Purchase Purchase Desc Str 4095 Purchase description used on item
 Sales And Purchase Purchase Cost Price Cost to purchase
 Sales And Purchase Tax Code Str 3 Tax code used on purchases
 Sales And Purchase Expense Account Str 159 Expense account used on purchases
 Sales And Purchase Pref Vendor Str 41 Preferred vendor for the non inventory item

Troubleshooting Errors

There was an error when modifying a ItemNonInventory. Cannot use SalesAndPurchaseMod aggregate when the item is not reimbursable. - The non-inventory item that you are modifying has purchase information information active, you should not use the SalesAndPurchase fields instead use the SalesOrPurchase  fields


What do you enter for the IsActive column shown above? Thanks Marty
Heidi Goedecke (12/10/2015 at 1:37 AM)
You can enter either true or false
Steve (4/26/2019 at 5:12 AM)