Import Refund Receipts into QuickBooks Online

Overview of importing refund receipts

You can import refund receipts from text, Excel or IIF files into QuickBooks Online using Zed Axis.  Follow these simple steps:

Steps to import refund receipts into QuickBooks Online

  1. Open Zed Axis on the desktop and select QuickBooks Online from the connection types and click connect.
  2. You will be prompted for your QuickBooks Online login details to give Zed Axis permission to connect to you file
  3. Once you are connected click on the Import tab 
  4. Browse to the file that you wish to import into QuickBooks Online, once open the content of the file will be displayed in the preview panel.
  5. Select the option to Add a New Mapping and then select the transaction type of Refund Receipt
  6. Map the columns in your import file to the corresponding fields in QuickBooks Online, and Save the mapping you can then use the mapping for subsequent imports
  7. Finally click Import and Zed Axis will validate and process your import into QuickBooks Online, during in the import process you will see a progress summary.

Where the fields appear in QuickBooks Online

Import refund receipt

Detailed descriptions of the fields you can map

QuickBooks Online FieldFormatDescription
DocNumberStr 21MANDATORY FIELD - Refund Receipt Reference number, duplicate DocNumbers are accepted in QuickBooks, see also Auto Numbering
Txn DatedateThe date of the refund receipt, 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.
TxnStatusEnumThe status of the transaction. Possible values are Draft, Overdue, Pending, Payable, Paid, Trash, UnPaid
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 refunded
Line SalesItem Class Class for the line item
Line SalesItem Unit PriceDecimalUnit price of the item
Line SalesItem QtyDecimalNumber of items sold
Line SalesItem TaxCode Tax code used for the item
Line SalesItem ServiceDateDateDate that the service was performed
Line Discount Amount The amount of the discount
Line Discount PercentBasedBooleanTrue 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
CustomerFullQualified 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
Class Class associated with the entire transaction
Ship Method Method of shipment used
Ship DateDateDate the transaction was shipped
Tracking NumStrShipping providers tracking number
Print StatusEnumPrinting status of the refund receipt - NotSet, NeedToPrint, PrintComplete
Email Status Email status fo the refund receipt - NotSet, NeedToSend, EmailSent, SendNow more here on how to send automatically
Bill Email Email address where the Sales Receipt is sent
Payment Ref Number Reference number for the payment
Payment Method Reference to the method of payment
Deposit To Account MANDATORY FIELD - Bank account where the payment money is deposited to.
Currency Ref Reference to the currency used by the transactoin
Exchange Rate Currency Exchange rate, only if company file is set to use Multi-Currency, recorded in number of home currency units
Global Tax Calculation Method to which tax is applied - TaxExcluded, TaxInclusive or NotApplicable