Import sales receipts into QuickBooks Desktop

Overview of importing Sales Receipts into QuickBooks Desktop

In QuickBooks a Sales Receipt is used to record point-of-sale payments or customers paying for goods and services at the time of the sale.  If goods are purchased and partially paid for or sold on account it is recommended to use an Invoice.  You can import sales receipts into QuickBooks from text files or from Excel spreadsheets, using the Zed Axis software. 

Steps to import Sales Receipts into QuickBooks

Follow these steps:
  1. Log into your QuickBooks company file as Administrator and open Zed Axis
  2. Select your text file or spreadsheet which contains the sales receipts that you want to import.
  3. Set up the a Mapping of the columns in your sales receipts import file to the corresponding fields in QuickBooks
  4. Click import and your sales receipts will be directly added to your QuickBooks company file.

Watch a demonstration of how to import sale receipts

More help?

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

Sales Receipt sample import (text format)

Where the fields appear

Import Sales Receipts


Detailed description of fields on a Sales Receipt

QuickBooks FieldFormatDescription
Customer Refstr 209MANDATORY FIELD - Customer Full Name as appears in QuickBooks, if Axis cannot find a Customer then it will create a new customer record.
CurrencystrThe 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 RefstrClassification used in QuickBooks
Template Refstr 31Templates specify how to print the sales receipt, must match a template in QuickBooks
Txn DatedateThe date of the sales receipt, (If you leave TxnDate out the mapping, QuickBooks will prefill it with the date of the sales receipt that was most recently saved.)
Sales Receipt Ref Numberstr 11MANDATORY FIELD -Sales Receipt Reference number, duplicate RefNumbers are accepted in QuickBooks, see also Auto Numbering
Bill Addr1.. etcstrBilling Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
Bill Notestr 41Appears at the bottom of the bill 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
Ship Addr1.. etc Shipping Address lines 1-5, City, State, Postal Code and Country see importing address into QuickBooks for more information
Ship Notestr 41Appears at the bottom of the ship address
IsPendingboolIf IsPending is set to true, the sales receipt has not been completed. values accepted true or false
CheckNumberstr 25Reference number of the check paying for the sale
Payment Methodstr 31Method of payment used (must match what appear in Payment Method list)
Item Sales Tax Refstr 31Sales 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 Methodstr 15A shipping method, for example, standard mail or overnight delivery
Due datedateDate payment due, if not mapped QuickBooks may calculate this based on Customers defualt terms
Sales Repstr 5Initials of the sale rep, A sales representative must be on the Employee, Vendor, or Other Names list within QuickBooks
FOBstr 13QuickBooks uses the term FOB, freight on board, to indicate the place from which the product is shipped
Ship datedateDate the goods were shipped
Customer Msgstr 101A standard message to a customer that comes from the QuickBooks list
Is To Be Printedtrue or falseCheck box to prompt user to print the form
Is To Be Emailedtrue or falsePrompt user to email this invoice from QuickBooks, customer needs to have email address
Is Tax Includedtrue or falseFlag 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 Codestr 3Refers to the sales-tax code for sales related to this customer.
Deposit To Accountstr 159Bank account name that the funds are to deposited into (match bank account name in QuickBooks)
Otherstr 29Other field included in the header area of the invoice
Memostr 4095Memo as appear on sale receipt
Exchange RatefloatThe 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
Other1str 29The Other1 field exists at the line item level
Other2str 29The Other2 field exists at the line item level
Item RefstrMANDATORY 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
Descriptionstr 4095A descriptive text field for the Item
Rateprice 13The 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 Classstr 159Classes (at the line level) can be used to separate transactions into meaningful categories
Quantityquana decimal value that refers to how much of something is sold
Unit Of Measurestr 31The name of the unit of measure selected from within the items available units more on importing units of measure
Sales Tax Codestr 3Each item on a sales form is assigned a sales-tax code that indicates whether the item is taxable or non-taxable, and why.
Amount decimal value that represents an amount
Unit of Measure decimal value
Inventory Site RefstrThe full name of the Inventory Site location of the item read more
Inventory Site Location RefstrThe full name of the Bin location of the item read more
Custom Field Name1..5strName of the Custom field 1 read more
Custom Field Value1..5strValue for the Custom field 1
ItemGroupFullNamestrThe name of the Group ItemQuick sold on the sales receipt
ItemGroupQuantitystrThe quanity of the Group Item sold on the sales receipt
ItemGroupUoMstrThe unit of measure of the group item sold on the invoice
Item Group Inventory Site Full NamestrThe full name of the Inventory Site location of the item read more
Item Group Site Location Ref Full NamestrThe full name of the Bin location of the group item read more
Item Group CustomFieldName1..5strName of the Custom field 1
Item Group CustomFieldValue1strValue for the Custom field 1
ItemGroupCustomFieldName2strName of the Custom field 2
ItemGroupCustomFieldValue2strValue for the Custom field 2
Freightstr 31The amount of freight charged,see how to import shopping cart fields
Insurancestr 31The amount of insurance charged see how to import shopping cart fields
Discountstr 31The amount of discount charged see how to import shopping cart fields


Is this possible to do in quickbooks enterprise?
Kim Henderson (1/9/2015 at 10:49 PM)
Hi Kim, Yes Zed Axis does support QuickBooks Enterprise.
Steve (2/12/2015 at 4:17 AM)
is there a ready made template for importing sales receipt (multiple receipt. I enter receipts once every week from epose now.( z totals only)
zahed (9/22/2015 at 6:23 PM)