Import Sales Orders from spreadsheet into QuickBooks

To import sales orders (and many other transaction types) from a CSV / Excel file into QuickBooks Premier or Enterprise, you can use a terrific tool called ZED AXIS 11 which is great for this scenario.  First lets look at the sample excel file I will be working with:

 

Notice, I simplified the columns… normally, if you are getting a spreadsheet like this produced from some other software or shopping cart system, you will probably have a whole bunch of columns you probably do not need, I cleaned it to only look at the ones we are interested in importing, containing:

  • Customer Name
  • Order Number
  • Order Date
  • Item Name
  • QTY
  • Price per Unit
  • Total

Keep in mind you can also bring in address, memos, item descriptions, etc… I just left them put for this example.   Once you know your spreadsheet is clean and ready for import.  Now, after you launch ZED AXIS, you must create a connection with your QuickBooks File, and you need to click on CONNECT:

 

And QuickBooks will request to approve the connection:

 

After the connection is established, ZED AXIS will confirm the connection by displaying the QuickBooks Company File Name:

 

The next step is to go to the IMPORT tab, and choose the Excel file to import by clocking on BROWSE:

 

And choose the worksheet, if your got multiple worksheets:

 

And then click on MORE OPTIONS from the Import Options section on the right side, so set the presets for ZED to use when a new item is created from the import:

 

After setting up your default type and accounts for new items, click on OK… Now we need to setup the mapping:

 

For the first time importing that spreadsheet format, you must create a New Mapping that matches your spreadsheet columns with the data fields that QuickBooks should be importing them into:

 

After selecting the transaction import type, you need to make sure that every line relevant to the import is “mapped”, and the Data Preview is great to get a quick glance on the type of info that will be imported:

 

Once the mapping is all set, you can execute the import after you preview the new mapped spreadsheet:

 

And you will get a confirmation of what imported and what didn’t (if applies):

 

And you can switch back to QuickBooks to see what imported:

 

One important thing to notice is that multiple lines with the same reference number will go into the same transaction:

In this example, reference order 8001 has 3 items:

 

Why do I like ZED AXIS? it is a time fee of $199, no need to pay a monthly subscription and it works with unlimited number of companies.  And the best part, they have a fully functional 30-day trial, so you can test you data imports before buying it!

 

I also have another post about: 3rd party programs that do import/export with Quickbooks

 

 

 

 

 

Hector Garcia

Hector Garcia

Share on linkedin
Share on facebook
Share on twitter
Share on whatsapp
Share on email
Share on print

Use our link to get 30% off for a year, valid through 07/31/2022

Leave a Reply

Your email address will not be published.



Popular Courses

Private QuickBooks Training onsite

Customized Training

Accounting & Bookkeeping Services

Video-Based Virtual QuickBooks Course

Share

Share on linkedin
Share on facebook
Share on twitter
Share on whatsapp
Share on email
Share on print

30% Off QuickBooks

Use our link to get 30% off for a year, valid through 07/31/2022