Import Sales Orders into QuickBooks

You can import sales orders from text files or from Excel spreadsheets directly into QuickBooks using the Zed Axis software.

  1. Download and install Zed Axis software on your computer
  2. Open your QuickBooks company file you want to import data into as Administrator and open Zed Axis
  3. Select your text file or spreadsheet which contains the sales orders that you want to import.
  4. Set up the a Mapping of the columns in your sales orders import file to the corresponding fields in QuickBooks..
  5. Click Import and your sales orders will be directly added to your QuickBooks company file.

For more information about importing invoices into QuickBooks, search the Knowledge Base, watch the movies in the Learning Centre, or raise a ticket with Zed Support. Help with troubleshooting imports.

Sample sales order import file and pre-configured map sales order sample map

Import sales order

QuickBooks Field Format Description
Customer Ref str 209 MANDATORY FIELD - Customer Full Name as appears in QuickBooks ie ACME Inc:Project 101:Job A ,colons are used as a separators. If Axis cannot find a Customer then it will create a new customer record.
Currency str The name of the currency (ie Canadian Dollar, Euro, British Pound Sterling, Australian Dollar) to be used if Axis needs to create a new Customer, do not map if not using multi currency more here
Class Ref str Class used to categorise transactions in QuickBooks
Template Ref str 31 templates specify how to print the sales order
Txn Date date The date of the sales order, If you leave TxnDate out the mapping, QuickBooks will prefill it with the date of the sales order that was most recently saved.
Sales Order Ref Number str 11 MANDATORY FIELD - Sales Order Reference number, duplicate RefNumbers are accepted in QuickBooks, see alsoAuto Numbering
BillAddr1.. etc str Billing Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
Bill Note str 41 written at the bottom of the address
Phone   If Update address details selected then customers Phone number updated
Fax   If Update address details selected then customers Fax number updated
Email   If Update address details selected then customers Email number updated
ShipAddr1.. etc   Shipping Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
Ship Note str 41 written at the bottom of the address
Item Sales Tax Ref str 31 Sales tax code item (US only) more on importing Sales Tax Codes into QuickBooks. Assigned to the entire transaction.A sales-tax item is used to calculate a single sales tax that is collected at a specified rate and paid to a single agency
Ship Method str 15 A shipping method, for example, standard mail or overnight delivery
PO Number str 25 Purchase order number
Sales Rep str 5 Initials of the sale rep, A sales representative must be on the Employee, Vendor, or Other Names list within QuickBooks
FOB str 13 QuickBooks uses the term FOB, (freight on board) to indicate the place from which the product is shipped
Ship date date Date the goods were shipped
Customer Msg str 101 A standard message to a customer that comes from the QuickBooks list
IsToBe Printed true or false Check box to prompt user to print the form
IsToBe Emailed true or false Prompt user to email this invoice from QuickBooks, customer needs to have email address
IsTaxIncluded true or false Flag to determine whether the amounts are inclusive or exclusive of tax. Only for CA, UK and AU editions of QuickBooks. More in importing tax transactions
CustomerSalesTax Code str 3 Refers to the sales-tax code for sales related to this customer.
Other   Other field included in the header area of the invoice (only V11.2 and up)
Memo str 4095 Memo that appears at the foot of the sales order
Exchange Rate float The exchange rate is the market price for which this currency can be exchanged for the currency used by the QuickBooks company file as the "home" currency. More on importing multi currency
Item Ref str MANDATORY FIELD - ItemRef can refer to an item on any Item list (ItemDiscount, ItemInventory, and so on excluding Group Items). ZA will look for Items in QuickBooks, if not recognised then it will create a new item according to the settings
Description str 4095 A descriptive text field for the Item
Rate price 13 The rate or price of the item. If not mapped QuickBooks will use the default rate for the item. Decimal values include amounts, quantities, and percents. can be positive or negative
Line Class str 159 Classes (at the line level) can be used to separate transactions into meaningful categories
Quantity quan a decimal value that refers to how much of something is sold
Unit Of Measure str 31 The name of the unit of measure selected from within the items available units more on importing units of measure
Sales Tax Code str 3 Each item on a sales form is assigned a sales-tax code that indicates whether the item is taxable or non-taxable, and why.
Inventory Site Ref  str Inventory site location for the item sold (must match QuickBooks field) - Enterprise Only
Price Level Ref  str Name of the custom price level for this item
Amount   decimal value that represents an amount
Exchange Rate  str Exchange rate for the foreign currency to the home currency
Other1 str 29 The Other1 field exists at the line item level
Other2 str 29 The Other2 field exists at the line item level

By Steve Batten

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