Import Sales Receipts into QuickBooks Online

You can import sale receipts from text, Excel or IIF files into QuickBooks Online using Zed Axis.  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 QuickBooks Online, 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.
 
 
 
Description of the QuickBooks Online fields are below.
 
QuickBooks Online FieldFormatDescription
DocNumberStr 21MANDATORY FIELD - Sales Receipt Reference number, duplicate DocNumbers are accepted in QuickBooks, see also Auto Numbering
Txn DatedateThe date of the sales receipt, If you leave TxnDate out the mapping, the current date in QuickBooks Online will be used.
PrivateNoteStr 4000User entered, organization-private note about the transaction. This note will not appear on the transaction records by default.
TxnStatusEnumThe 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 SalesItem Ref MANDATORY FIELD - The name of the item sold
SKU The SKU identifier of the item sold, used as an alternative see SKU Lookup
Line SalesItem Class Class for the line item
Line SalesItem Unit PriceDecimalUnit price of the item
Line SalesItem QtyDecimalNumber of items sold
Line SalesItem TaxCode Tax code used for the item
Line SalesItem ServiceDateDateDate that the service was performed
Line Discount Amount The amount of the discount
Line Discount PercentBasedBooleanTrue 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
Total Tax Total calculated tax for the transaction
Tax Line Amount Amount fo
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
CustomerFullQualified 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
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 transactoin
Exchange Rate Currency Exchange rate, only if company file is set to use Multi-Currency, recorded in number of home currency units
Global Tax Calculation Method to which tax is applied (non US editions only) - TaxExcluded, TaxInclusive or NotApplicable

 

By Steve Batten

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How do I map into the shipping fields? The field for Shipping Amount doesn't seem to be mentioned in the picture or text?
Gazebo Spare Parts Ltd (January 9 at 3:19 PM)
Hi, There is a shipping field on the map that you can set the amount of shipping to be charged on the Sales Receipt. I have just updated the article now so that is shown too.
Steve (February 8 at 3:40 AM)

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