Import receive payments into QuickBooks Online

Overview of importing payments into QuickBooks Online

In QuickBooks Online 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?

Payments demo sample text file

Demonstration of how to import payments into QuickBooks Online

Where the fields appear on payments in QuickBooks Online

Detailed description of fields that can imported

QuickBooks Online Field	Format	Description
Doc Number	Str 21	MANDATORY FIELD - Reference number, duplicate DocNumbers are accepted in QuickBooks, see also Auto Numbering
Txn Date	date	The date of the payment, If you leave TxnDate out the mapping, the current date in QuickBooks Online will be used.
Private Note	Str 4000	User entered, organization-private note about the transaction. This note will not appear on the transaction records by default.
Txn Status	Enum	Status of the payment - PAID
Customer Ref	Str	Full name of the customer or job
AR Account Ref	Str	Reference to the Accounts Receivable account
Deposit To Account Ref	Str	Optional asset account the funds are deposited into Default value: Undeposited Funds account
Payment Method Ref	Str	The payment method used
Payment Ref Num	Str	The reference number for the payment received ie Check #
Credit Card
Total Amount	Decimal	Total amount of the payment
Process Payment
Currency Ref	Str	Reference to the currency payment is made in (Only UK, CA, AU) more here
Exchange Rate	Decimal	The Currency exchange rate, (Only UK, CA, AU) more here
Apply To Invoice Ref	Str	The 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 Amt	Decimal	Read 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.

Article ID: 242, Created: 7/9/2014 at 6:25 AM, Modified: 8/16/2024 at 4:38 AM