Import credit card purchases into QuickBooks Online

Overview of importing credit card charges

In QuickBooks Online a credit card expense or charge is used to record purchases that you make on behalf or a company using a credit card.  It is possible using Zed Axis to import credit card expenses into QuickBooks Online from text, Excel and IIF files in batch.

Steps to import credit card expenses

Follow these steps to import into QuickBooks Online:
  1. Connect Zed Axis to your QuickBooks Online company file
  2. Click on the import tab and browse to the Excel or Text file that contains the credit card charges.
  3. Map the columns in the import file to the corresponding fields in QuickBooks Online, there is a detailed description of all the fields that you can map in the table below.
  4. Click Import and the charges will be importing directly into your QuickBooks Online company file.

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Where the fields appear in QuickBooks Online 

import credit card expense into qbo

Detailed description of all the fields that you can map

QuickBooks Online FieldFormatDescription
DocNumberStr 21MANDATORY FIELD - Credit Card Purchase reference number, duplicate DocNumbers are accepted in QuickBooks, see also Auto Numbering
Txn DatedateThe date of the credit card purchase, 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. Maps to memo field on credit card purchase
Department RefStrThe name of the department or location, must match the full name location list held in QuickBooks Online
Currency RefCurrency typeThe name of the currency used on the check, ie USD, CAD, EUR, AUD, GBP - default is the home currency
Exchange RateDecimalThe number of home currency units equal to one unit of the Currency specified
Line DescriptionStr 4000Description for the item purchased
Line AmountNum 10.5MANDATORY FIELD - The Amount of the line item ie Qty x Unit Price
Line Item RefStrFull Name of the item purchased
Line Class RefStrClass associated with the item purchased
Line Item QtyDecimalNumber of items purchased
Line Item Unit PriceDecimalPrice of the item purchased
Line Item Tax CodeStrTax code associated with the item purchased
Line Customer RefStrCustomer associated with the item purchased
Line Billable StatusEnumBillable status of the item purchased values Billable, NotBillable,HasBeenBilled
Line Account DescriptionStr 4000Description for the Expense Account
Line Account AmountNum 10.5MANDATORY FIELD - The Amount of the expense purchase
Line Account CustomerStrCustomer associated with the expense
Line Account ClassStrClass for the expense
Line Account RefStrExpense account
Line Account Billable StatusEnumBillable status of the expense values Billable, NotBillable, HasBeenBilled
Line Account Tax Code RefStrTax Code associated with the purchase
Txn Tax Code RefStrThe Tax Code used on the footer of the transaction (non US editions only)
Total TaxNumTotal tax calculated
Tax Line AmountDecimalAmount of tax on the line
Tax Percent BasedEnumWhether the tax line is percent based (value True or False)
Tax Percent Tax percent rate
Account Ref The credit card account the purchase is made from (Credit Card account type in QBO)
Entity TypeEnumMANDATORY FIELD - Type of Payee (values Customer, Vendor or Employee)
Entity RefStrMANDATORY FIELD - Full name of the payee (Vendor, Employee etc..)
Credit Whether a charge or a refund (values True or False) (only valid for Credit Card payments)
Global Tax Calculation Method to which tax is applied - TaxExcluded, TaxInclusive or NotApplicable

Note:  Need to import Credit Card Credits - If you have credit card credits or credit card refunds you need to import you can do that with this the Credit Card Purchase transaction type but you will need to map the field Credit and set that to a value of True