Import bills into QuickBooks

You can import bills into QuickBooks (or QuickBooks Online) from Excel spreadsheets or text files  using the Zed Axis software.

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

When importing if the Vendor, Item or Expense account do not exist in QuickBooks then Axis will create them during the import.  For more information about importing bills into QuickBooks, search the Knowledge Base, watch the movies in the Learning Centre, or raise a ticket with Zed Support. The following fields are the principal fields when importing bills into QuickBooks.


Download a Sample Bill Template import tab delimited text file
 

Import bills into QuickBooks

QuickBooks field Type Description 
 VendorName Str41 Name of vendor company, MANDATORY
 APAccount Str159 Accounts payable file, if not mapped will default to AP Account
 TxnDate Date Date of the bill
 DueDate Date Date the bill is due for payment
 RefNumber Str20 Reference number of the bill
 Terms Str31 Vendors payment terms
 Memo Str4095 Memo for the bill
 IsTaxIncluded Bool true or false - When tax is included in amounts (CA, UK and AU only)
 ExchangeRate Float Exchange rate to home currency
 LinkToTxnID Guid Linking transaction ID
 Account Str159 Expenses Account (from Chart of Account list), full name required
 ExpenseAmount Amt Amount for that line.
 ExpenseMemo Str4095 Expense line memo
 CustomerName Str209 CustomerJob name
 ClassName Str159 Class name
 ExpenseSalesTaxCode Str3 Sales Tax code for the Expense account line
 BillableStatus Enum Whether the line is Billable, NotBillable or HasBeenBilled
SalesRep FullNameStrName of the Sales Rep as appears in the QuickBooks Sales Rep list
DataExtName1StrName of the Custom field 1 read more
DataExtValue1StrValue for the Custom field 1
DataExtName2StrName of the Custom field 2
DataExtValue2StrValue for the Custom field 2
 ItemFullName Str Item purchased on the bill, full name required
TxnID guid Transaction ID
TxnLineID guidTransaction Line ID
 Description Str4095 Description for the Item purchased
 Quantity Quan Quantity of the item purchased
 UnitOfMeasure Str31 Unit of measure for the item purchased
 Cost Price Cost of the item purchased
 ItemAmount Amt Line total of the item
 ItemCustomer Str209 CusotmerJob
 ItemClass Str159 Class of line item
 ItemSalesTaxCode Str3 Item sales tax code, true or false - When tax is included in amounts (CA, UK and AU only)
 ItemBillableStatus enum Item billable status Billable, NotBillable or HasBeenBilled
Item SalesRep FullNameStrName of the Sales Rep as appears in the QuickBooks Sales Rep list
ItemDataExtName1StrName of the Custom field 1 read more
ItemDataExtValue1StrValue for the Custom field 1
ItemDataExtName2StrName of the Custom field 2
ItemDataExtValue2StrValue for the Custom field 2
 OverrideItemAccount Str209 
 FreightAmt The amount of freight charge on the bill see more on shopping cart fields
 InsuranceAmtThe amount of insurance charged on the bill see more on shopping cart fields
 Link To Purchase Order  Specify the reference number of the purchase order that you wish to link to more

Troubleshooting common error messages:

Error: Target is not reimbursable - This error occurs when you have mapped either the field ItemBillableStatus or BillableStatus and set the value to Billable but you have not mapped the corresponding ItemCustomer or CustomerName or the customer name you have provided is not recognized in QuickBooks.  In order for QuickBooks to make the charges billable then a valid Customer must be provided.

Error: The specified name is either invalid or or the wrong type - This error is return when the Vendor Name that has been specified on the Bill is already set up in QuickBooks on another list type such as Customer or Other name, and QuickBooks will not permit a non Vendor type name to be used on a bill.

Error: The specified record does not exist in the list - This error occurs when the Vendor Name that is used on the bill does not exist in QuickBooks and Axis was unable to successfully create the Vendor Name.

By Steve Batten

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Thanks to your help our company is now able to import all our monthly bills in about an hour or less. This procedure used to take us about a week, if you count all the errors that are prone to be made and the time spent on correcting them when you are manually entering hundreds of transactions . Zed Axis is a great program, but what it is even greater is the help that you provided. Thank you Steve!
Sincerely,
Francisco
(AFCLS)

Francisco Ortiz (August 19, 2015 at 7:54 PM)

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