Import purchase orders into QuickBooks

You can import purchase orders from text files or from Excel spreadsheets directly into QuickBooks using the Zed Axis software.
  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.

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

Purchase Order sample file
Import purchase orders
QuickBooks fields  Format Description
Vendor Ref Str 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 Name Str 159 Classification list as appears in QuickBooks
Ship To Full Name Str 209 The 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
Template Str 31 The name of the customised template to be used in QuickBooks
Txn Date Date The date of the purchase order
PO Ref Number Str 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 41 The 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 41 The note to appear at the bottom of the Ship address block
 Terms   Str 31 The payment terms
 Due date  Date The date payment is due
 Expected date  Date The date the shipment is expected
 Ship Method  Str 15 The shipping method should match shipping method list in QuickBooks
 FOB  Str 13 Free on board field
 Memo  Str 4095 Memo field
 Vendor Msg Str 99 Message 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
 ExchangeRate  float  If multicurrency transaction then the exchange rate used
 ItemRef  Str (Mandatory) Full name of the item on the purchase order
 Manufacturers Part No  Str31  Manufacturers part number or reference
 Description Str4095  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 purhased
 Line Class  Str 159  Class used at the line level
 Amount  Amt  Amount for the item
 CustomerRef  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
 DataExtName  str 31  Custom value name
 DateExtValue    Custom value

By Steve Batten


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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 (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)
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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