Import Sales Receipts into QuickBooks Online

Overview of importing sales receipts into QuickBooks Online

In QuickBooks Online a sales receipt is used to record a payment from a customer for product or services at the time of sale. You can import sales receipts into QuickBooks Online from text, Excel or IIF files using Zed Axis.  

Steps to import

Follow these simple steps:
  1. Open Zed Axis on the desktop and select QuickBooks Online from the connection types and click connect.
  2. You will be prompted for your QuickBooks Online login details to give Zed Axis permission to connect to you file
  3. Once you are connected click on the Import tab 
  4. Browse to the file that you wish to import into QBO, once open the content of the file will be displayed in the preview panel.
  5. Select the option to Add a New Mapping and then select the transaction type of Sales Receipt
  6. Map the columns in your import file to the corresponding fields in QuickBooks Online, and Save the mapping you can then use the mapping for subsequent imports
  7. Finally click Import and Zed Axis will validate and process your import into QuickBooks Online, during in the import process you will see a progress summary.

More help?

Watch a demonstration of how to import sales receipts

Where the fields appear in QBO

Import sales receipts into QuickBooks OnlineAnnotated fields on a Sales Receipt import into QuickBooks Online

Detailed description of the fields you can map

Description of the QuickBooks Online fields are below.
QuickBooks Online FieldFormatDescription
Doc NumberStr 21MANDATORY FIELD - Sales Receipt Reference number, duplicate Doc Numbers are accepted in QuickBooks, see also Auto Numbering
Txn DatedateThe date of the sales receipt, If you leave Txn Date out the mapping, the current date in QuickBooks Online will be used.
DepartmentStrName of the department, specifying the location of the transaction 
Private NoteStr 4000User entered, organization-private note about the transaction. This note will not appear on the transaction records by default.
Custom Field Name 1..StrThe label or custom field name. More here
Custom Field Value 1..StrThe custom field value. More here
Txn StatusEnumThe status of the transaction. Possible values are Draft, Overdue, Pending, Payable, Paid, Trash, UnPaid
Line DescriptionStr 4000A descriptive text field for the Item
Line AmountNum 10.5MANDATORY FIELD - The Amount of the line item ie Qty x Unit Price
Line Sales Item Ref MANDATORY FIELD - The name of the item sold (can be service, inventory, non-inventory or bundle type items)
SKU The SKU identifier of the item sold, used as an alternative see SKU Lookup
Line Sales Item Class Class for the line item
Line Sales Item Unit PriceDecimalUnit price of the item
Line Sales Item QtyDecimalNumber of items sold
Line Sales Item Tax Code Tax code used for the item. More
Line Sales Item Service DateDateDate that the service was performed
Line Discount Amount The amount of the discount
Line Discount Percent BasedBooleanTrue if discount is a percent, False if based on amount
Line Discount Percent Percentage by which amount due is discounted for 8.5% use 8.5
Line Discount Account Account used to track discounts
Txn Tax Code Name Reference to the transaction tax code. More
Total Tax Total calculated tax for the transaction. More
Tax Line Amount Amount
Tax Percent Based True - sale tax as a percentage, False - sales tax as an amount
Tax Percent Percentage of the tax line ie 8.5% use 8.5
Customer Fully Qualified Name Full name of the customer or job
Customer MemoChars 1000User entered message appears on the printed invoice
BillAddr1.. etc Billing Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
ShipAddr1.. etc Shipping Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
Class Class associated with the entire transaction
Ship Method Method of shipment used
Ship DateDateDate the transaction was shipped
Tracking NumStrShipping providers tracking number
Print StatusEnumPrinting status of the sales receipt - NotSet, NeedToPrint, PrintComplete
Email Status Email status fo the invoice - NotSet, NeedToSend, EmailSent, SendNow more here on how to send automatically
Bill Email Email address where the Sales Receipt is sent
ShippingAMTThe amount of shipping to be charged on the sales receipt
Payment Ref Number Reference number for the payment
Payment Method Reference to the method of payment
Deposit To Account Bank account where the payment money is deposited, if not specified defaults to Undeposited Funds
Currency Ref Reference to the currency used by the transaction, more here
Exchange Rate Currency Exchange rate, only if company file is set to use Multi-Currency, recorded in number of home currency units more here
Global Tax Calculation Method to which tax is applied (non US editions only) - TaxExcluded, TaxInclusive or NotApplicable


By Steve Batten

How to troubleshoot errors

Error "There is an account missing in one or more items used in the transaction detail lines
Occurs - When importing a sales transaction into QuickBooks Online that has items
Cause - The Item (product or service) that is being used on the sales receipt has not has a Income or Expense accounts setup in QuickBooks Online
Resolution - In QuickBooks edit the Item so that it has an income account selected and or Expense account selected and then retry the import.