Import receive payments into QuickBooks Online

Overview of importing payments into QuickBooks Online

In QBO a payment is money received from a customer that can be applied to specific invoices, credit memos or as a credit.  With Zed Axis you can import receive payments into QuickBooks Online from text and Excel files.  Follow the standard process to browse to your import file and setup your mapping. You have the option to import the payments in the following ways:
  • Payment applied to an invoice - if you want the payment to be applied to an invoice in QuickBooks Online then please make sure that you have mapped the fields called  Apply to Invoice Ref  and  Line Payment Amount and that the invoice that you are paying exists in QuickBooks Online and has an outstanding balance.
  • Payment as a credit - if you want the payment to be set as a credit to the customers account in QuickBooks Online then please make sure that you map the Total Amount field and not the Apply To Invoice Ref and Line Payment Amount fields.

More help?

Demonstration of how to import payments into QuickBooks Online

 Where the fields appear on payments in QBO

import receive payments into qbo

 Detailed description of fields that can imported

QuickBooks Online FieldFormatDescription
Doc NumberStr 21MANDATORY FIELD - Reference number, duplicate DocNumbers are accepted in QuickBooks, see also Auto Numbering
Txn DatedateThe date of the payment, If you leave TxnDate out the mapping, the current date in QuickBooks Online will be used.
Private NoteStr 4000User entered, organization-private note about the transaction. This note will not appear on the transaction records by default.
Txn StatusEnumStatus of the payment - PAID
Customer RefStrFull name of the customer or job
AR Account RefStrReference to the Accounts Receivable account
Deposit To Account RefStrOptional asset account the funds are deposited into Default value: Undeposited Funds account
Payment Method RefStrThe payment method used
Payment Ref NumStrThe reference number for the payment received ie Check #
Credit Card  
Total AmountDecimalTotal amount of the payment
Process Payment  
Currency RefStrReference to the currency payment is made in (Only UK, CA, AU) more here
Exchange RateDecimalThe Currency exchange rate, (Only UK, CA, AU) more here
Apply To Invoice RefStrThe transaction reference number that the payment is being applied to
Line Payment Amount The line amount of the payment being applied to the Bill
Unapplied AmtDecimalRead only


Troubleshooting common import errors

Business Validation Error: The Amount Received (plus credits) can't be less than the selected charges. Also, the selected charges can't be less than the selected credits. Can you check that the Total Amount of the receive payment is equal to the line amounts and the credits

TxnID Cannot Be Linked -  Indicates that the payment cannot be assigned to the invoice that is specified this could be because the invoice number specified does not exist, is not associated with the customer specified or the outstanding balance is zero or less than the payment amount.