Import purchase orders into QuickBooks Desktop

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

Watch a demonstration of importing purchase orders

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
Inventory Site Ref

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
Purchase Order Ref NumberStr 11(Mandatory) The reference number for the purchase order
Vendor Address (Addr1-5...) 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 (Addr1-5....) 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
 Is To Be Printed Bool Whether PO is to be printed (accepted values true or false)
 Is To Be Emailed Bool Whether PO is to be emailed (accepted values true or false)
 Is Tax Included Bool Whether amounts include tax or not (not available in US editions)
 Sales Tax 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
 Data Ext Name str 31 Custom value name more here
 Data Ext Value
 Custom value
Item Group Full Namestr 31Group item full name
Item Group QuantityQuanGroup Item quantity 
Item Group UOMStr 31group item unit of measure
Item Group Inventory SiteStr 31group item site location
Item Group inventory Site LocationStr 31
group item bin location
Item Group Custom Field Name ..Str 31
Custom field name used on the Group Item
Item Group Custom Field Value ..Str 31
Custom field value used on the Group item

By Steve Batten


If I am understanding your "Knowledge Base" articles per this page and the information on this page ( order to actually import purchase orders into QuickBooks you must have the Export feature of your software? Is that correct?
Benji Wise (10/26/2016 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 (2/3/2017 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 (1/1/2018 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 (5/1/2018 at 8:09 PM)
Hi Michael, We will add that field into the V15 release of Axis, thanks for the feedback.
Steve (6/5/2020 at 5:48 AM)
Is V15 out yet? I really need this functionality as well.
Adam Haney (9/11/2020 at 8:55 PM)
Hi Adam, Yes V15 is available.
Steve (10/19/2021 at 6:25 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 G (11/15/2018 at 7:12 PM)
Hi David yes you can import custom fields on purchase order, if you search the knowledge base on custom fields it will describe how you map those correctly.
Steve (12/14/2020 at 5:23 AM)
What is Item Group Full Name? I don't think this was a mandatory field before but it's now mandatory. Could you confirm where this field appear in QuickBooks?
Sally Lee (10/15/2021 at 5:17 PM)
Hi Sally it is specifically for Group Item types (In QuickBooks Desktop a group item is used track groups of items that you buy and sell in a group). It is only manadatory if you dont map the Item Ref Full Name. Steve
Steve (10/19/2021 at 6:25 AM)