Import credit memos into QuickBooks Online

Overview of importing credit memos into QuickBooks Online

In QuickBooks Online a credit memo is used to track credits to customers for example when goods a returned or refunded.  With Zed Axis you can import credit memos from text files, Excel or IIF files directly into QuickBooks Online.

Steps to import credit memos

Follow these steps to import credit memos:

  1. Open Zed Axis and connect to your QuickBooks Online company file.
  2. Click Browse and select the file that contains the credit memos to import.
  3. Create a mapping of the columns in you import file to the corresponding fields in QuickBooks Online.
  4. Click Import and the credit memos will be directly added to your QuickBooks Online company file.

More help?

What fields can be mapped when importing credit memos

Here are the fields that you can map when importing into QuickBooks
QuickBooks Online FieldFormatDescription
DocNumberStr 21MANDATORY FIELD - Credit Meo Reference number, duplicate DocNumbers are accepted in QuickBooks, see also Auto Numbering
Custom Field Name (1..3)StrThe name or label for the custom field, more here
Custom Field Value (1..3)StrThe value for the custom field, more here
Txn DatedateThe date of the credit memo, If you leave TxnDate out the mapping, the current date in QuickBooks Online will be used.
Department NameStrName of the department
PrivateNoteStr 4000User entered, organization-private note about the transaction. This note will not appear on the transaction records by default.

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 (can be service, inventory, non-inventory or bundle type items)
SKU The SKU identifier of the item sold, used as an alternative see SKU Lookup
Line Sales Item Class Class for the line item
Line Sales Item Unit PriceDecimalUnit price of the item
Line Sales Item QtyDecimalNumber of items sold
Line Sales Item TaxCode Tax code used for the item (for US versions should be with TAX or NON) more here on importing Tax
Line Sales Item Service DateDateDate that the service was performed
Line Discount Amount The amount of the discount
Line Discount Percent BasedBooleanTrue 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
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
Customer Fully Qualified 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
Sales Terms Reference to the terms for the sale
Due Date Date payment is due if not provided defaults to Sales Terms date
Global Tax Calculation Method to which tax is applied (only Non-US editions) - TaxExcluded, TaxInclusive or NotApplicable more about Non-US editions and tax
Ship Method Method of shipment used
Ship DateDateDate the transaction was shipped
Tracking NumStrShipping providers tracking number
ApplyTaxAfterDiscountEnumWhether to calculate sales tax before or after discount (values true or false)
CurrencyRefStrReference to the currency (ie USD, AUD, GBP) used on the invoice, use only if Multi-currency is enabled, by default it is the Home currency
ExchangeRateStrThe currency exchange rate to be used on the transaction if specifying a Currency other than the Home Currency, set as number of currency units equal to one home currency unit.
Print StatusEnumPrinting status of the invoice - NotSet, NeedToPrint, PrintComplete
Email Status Email status for the invoice - NotSet, NeedToSend, EmailSent, SendNow more here on how to send automatically
Shipping Amount charged for shipping appears on footer of invoice
Shipping Tax Code Tax code to be applied to the shipping charge
Deposit To Account Bank account where the payment money is deposited, if not specified defaults to Undeposited Funds
Deposit Amount deposited