Import bill payments into QuickBooks Online

Overview of importing bill payments into QuickBooks Online

In QuickBooks Online a bill payment is a payment made from a credit card or checking account for a bill sent by a vendor for the supply of goods or services to the business. Using Zed Axis you can import bill payments directly into QuickBooks Online from text files and Excel files. When importing bill payments you specify the Bill Reference Number that is being paid along if the amount paid is greater than the amount owing on the bill then it will be added as a credit.

Steps to import bill payments

Follow these steps:

Open Zed Axis and connect to your QuickBooks Online company file
Browse to the Excel or Text file that contains the Bill Payment transactions you want to import into QuickBooks Online
Create a mapping between the columns in your import file and the corresponding fields in QuickBooks Online, and save that to use next time.
Click Import and your bill payment transactions will be imported directly into QuickBooks Online

More help?

Download a Bill Payment Sample template

Where the fields appear in QuickBooks Online

Import bill payments into QuickBooks Online

Detailed description of the fields that can be mapped

QuickBooks Online Field	Format	Description
Doc Number	Str 21	MANDATORY FIELD - Bill Payment Reference number, duplicate Doc Numbers are accepted in QuickBooks, see also Auto Numbering
Txn Date	date	The date of the bill payment, If you leave Txn Date out the mapping, the current date in QuickBooks Online will be used.
Department Ref		Location of the transaction
Currency Ref	Str	Reference to the currency used by the transaction
Exchange Rate	Str	Currency Exchange rate, only if company file is set to use Multi-Currency, recorded in number of home currency units
Private Note	Str 4000	User entered, organization-private note about the transaction. This note will not appear on the transaction records by default.
Line Discount Amount	Decimal	The amount of the discount
Line Discount Percent Based	Boolean	True 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	Str	Account used to track discounts
Vendor Ref	Str	Full name of the vendor or payee
AP Account Ref	Str	Specifies the payables account (must be liability and payables type)
Pay Type	Str	The payment type (values Check or CreditCard)
Bank Account Ref	Str	Bank account if Check pay type
Print status	Enum	(values NotSet, NeedToPrint, PrintComplete)
CC Account Ref	Str	Credit Card account if CreditCard pay type
Total Amt	Decimal	The total amount of the bill payment
Apply to Bill Ref	Str	The reference number of the bill being paid

Troubleshooting Errors

Error: Id should be a valid number. Supplied value: - This error indicates that the Reference number for the Bill that is being paid is not found in QuickBooks, please make sure that the Bill exists and is for the same Vendor.

Error: TxnID Cannot be linked. - This indicates that the import is failing for one of the following problems. The Vendor name on the Bill you are paying does not match the Vendor name used on the bill payment. of you are referring to a sub vendor.

By Steve Batten

Article ID: 239, Created: 7/9/2014 at 6:00 AM, Modified: 11/8/2024 at 12:21 AM