Importing sales receipts into QuickBooks

You can import sales receipts from text files or from Excel spreadsheets directly into QuickBooks, QuickBooks Online, or QuickBooks POS using the Zed Axis software.  Download and install the Zed Axis software on your computer

  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.

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)

Import Sales Receipts

 

QuickBooks Field Format Description
Customer Ref str 209 MANDATORY FIELD - Customer Full Name as appears in QuickBooks, if Axis cannot find a Customer then it will create a new customer record.
Class Ref str Classification used in QuickBooks
Template Ref str 31 Templates specify how to print the sales receipt, must match a template in QuickBooks
Txn Date date The 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.)
SalesReceiptRef Number str 11 MANDATORY FIELD -Sales Receipt Reference number, duplicate RefNumbers are accepted in QuickBooks, see also Auto 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 Appears 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
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 Appears at the bottom of the ship address
IsPending bool If IsPending is set to true, the sales receipt has not been completed. values accepted true or false
CheckNumber str 25 Reference number of the check paying for the sale
Payment Method str 31 Method of payment used (must match what appear in Payment Method list)
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
Due date date Date payment due, if not mapped QuickBooks may calculate this based on Customers defualt terms
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.
Deposit To Account str 159 Bank account name that the funds are to deposited into (match bank account name in QuickBooks)
Other str 29 Other field included in the header area of the invoice
Memo str 4095 Memo as appear on sale receipt
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
Other1 str 29 The Other1 field exists at the line item level
Other2 str 29 The Other2 field exists at the line item level
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.
Amount   decimal value that represents an amount
UnitofMeasure   decimal value
InventorySiteRef str The full name of the Inventory Site location of the item read more
InventorySiteLocationRef str The full name of the Bin location of the item read more
CustomFieldName1 str Name of the Custom field 1 read more
CustomFieldValue1 str Value for the Custom field 1
CustomFieldName2 str Name of the Custom field 2
CustomFieldValue2 str Value for the Custom field 2
ItemGroupFullName str The name of the Group ItemQuick sold on the sales receipt
ItemGroupQuantity str The quanity of the Group Item sold on the sales receipt
ItemGroupUoM str The unit of measure of the group item sold on the invoice
ItemGroupInventorySiteFullName str The full name of the Inventory Site location of the itemread more
ItemGroupSiteLocationRefFullName str The full name of the Bin location of the group itemread more
ItemGroupCustomFieldName1 str Name of the Custom field 1
ItemGroupCustomFieldValue1 str Value for the Custom field 1
ItemGroupCustomFieldName2 str Name of the Custom field 2
ItemGroupCustomFieldValue2 str Value for the Custom field 2
Freight str 31 The amount of freight charged,see how to import shopping cart fields
Insurance str 31 The amount of insurance chargedsee how to import shopping cart fields
Discount str 31 The amount of discount chargedsee how to import shopping cart fields

By Steve Batten

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Is this possible to do in quickbooks enterprise?
Kim Henderson (January 9, 2015 at 5:49 PM)
Hi Kim, Yes Zed Axis does support QuickBooks Enterprise.
Steve (February 11, 2015 at 11:17 PM)
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 (September 22, 2015 at 2:23 PM)

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