Import purchase orders into QuickBooks Desktop

Axis

Overview of importing purchase orders

In QuickBooks Desktop purchase orders are orders for products or services that are submitted to a Vendor.  You can import purchase orders into QuickBooks from text files or from Excel spreadsheets using the Zed Axis software. 

Steps to import purchase orders

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 purchase orders that you want to import.
  4. Set up the a Mapping of the columns in your purchase order import file to the corresponding fields in QuickBooks, as shown below
  5. Click Import and your purchase orders will be directly added to your QuickBooks company file.

More help?

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

Purchase Order Sample Template

Where the fields appear in QuickBooks


Import purchase orders into QuickBooks

Details of fields

QuickBooks fields FormatDescription
Vendor RefStr 41(Mandatory) A vendor is any person or company from whom a small business owner buys goods and services. (Banks and tax agencies usually are included on the vendor list.)
Class Full NameStr 159Classification list as appears in QuickBooks
Ship To Full NameStr 209The name of the person to whom the order is to be shipped. Can be a name in the customer, vendor, employee and other names list. Full name possible
TemplateStr 31The name of the customised template to be used in QuickBooks
Txn DateDateThe date of the purchase order
PO Ref NumberStr 11(Mandatory) The reference number for the purchase order
Vendor Address (Block) The address of the Vendor. More on importing address blocks
Vendor Note Str 41The note to appear at the bottom of the Vendor address block
Phone Phone Number of the Vendor (see updating address)
Fax Fax number of the Vendor (see updating address)
Email Email address of the Vendor (see updating address)
 Ship Address (Block) The address the order will be shipped to. More on importing address blocks
 Ship Note Str 41The note to appear at the bottom of the Ship address block
 Terms  Str 31The payment terms
 Due date DateThe date payment is due
 Expected date DateThe date the shipment is expected
 Ship Method Str 15The shipping method should match the shipping method list in QuickBooks
 FOB Str 13Free on board field
 Memo Str 4095Memo field
 Vendor MsgStr 99Message for the Vendor, should match list in QuickBooks
 IsToBe Printed Bool Whether PO is to be printed (accepted values true or false)
 IsToBe Emailed Bool Whether PO is to be emailed (accepted values true or false)
 IsTaxIncluded Bool Whether amounts include tax or not (not available in US editions)
 SalesTax Code Str 3 Sales tax code (only for CA and UK editions)
 Other1 Str 25 Other1 field
 Other2 Str 29 Other2 field
 Exchange Rate float If multi-currency transaction then the exchange rate used
 Item RefStr(Mandatory) Full name of the item on the purchase order
 Manufacturers Part NoStr 31 Manufacturers part number or reference
 DescriptionStr 4095 Description used for the item purchased
 Quantity Quan Quantity
 Unit of Measure Str 31 Unit of measure used, preference must be switched on
 Rate Price Rate for the item purchased
 Line Class Str 159 Class used at the line level
 Amount Amt Amount for the item
 Customer Ref Str 209 Customer job the PO is for
 Service Date Date Service date specified for the purchase order
 Line Tax Code Str 3 Sales tax code (CA, UK and AU only)
 Line Item Account Override  
 Line Other1 str 25 Other1
 Line Other2 str 29 Other2
 OwnerID  
 Data Ext Name str 31 Custom value name more here
 Data Ext Value  Custom value

By Steve Batten

Article ID: 171, , Modified: July 31 at 5:18 AM

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If I am understanding your "Knowledge Base" articles per this page and the information on this page (http://support.zed-systems.com/kb/a120/how-to-export-purchase-orders-from-quickbooks.aspx?KBSearchID=39099)...in order to actually import purchase orders into QuickBooks you must have the Export feature of your software? Is that correct?
Benji Wise (October 26, 2016 at 7:58 PM)
HI Benji, No you dont need to have the export feature to import purchase orders, all you need is a file with the mandatory fields and data.
Steve (February 3, 2017 at 5:13 AM)
I have imported purchase orders/vouchers successfully but it creates duplicates of every item imported. I have UPC matches but item names &/or descriptions do not match my vendors invoice. Is there a way around this?
dustin bessine (January 1, 2018 at 1:46 PM)
I'm trying to manually close a large batch of purchase orders. When I export them, the data point is there under the heading "IsManuallyClosed" but I don't see it as an option in the import mapping. Am I missing something?
Michael Harper (May 1, 2018 at 8:09 PM)
Hi Michael, We will add that field into the V15 release of Axis, thanks for the feedback.
Steve (June 5 at 5:48 AM)
What type of custom values can be used in the field "DataExtName"? Can I use it to import values to custom fields on the Purchase Oder? If not, what is the best way import values to custom fields on a Purchase Order?
David Gittins (November 15, 2018 at 7:12 PM)

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