The keyword for a transaction is TRNS; the keyword for each distribution line is SPL.
The distribution lines appear immediately below the transaction. The keyword ENDTRNS appears after the last distribution line. In an import file, the first column for a transaction that has three distribution lines would look like this:
TRNS
SPL
SPL
SPL
ENDTRNS
Column Headings for transactions
The following table shows the column headings for transactions. The TRNSTYPE, ACCNT, and AMOUNT columns are required.
| TRNSID
|
A unique number that identifies the transaction.
|
| TIMESTAMP
|
A second unique number that works with TRNSID to identify the transaction.
|
| TRNSTYPE
|
(Required) A keyword that identifies the type of transaction. These keywords can appear in the TRNSTYPE field:
| BEGINBALCHECK
|
Transactions that create a beginning balance in a balance sheet account
|
| BILL
|
Bills from vendors
|
| BILL REFUND
|
Refunds from a vendor
|
| CASH REFUND
|
Cash refunds you give to customers
|
| CASH SALE
|
Sales receipts
|
| CCARD REFUND
|
Refunds you receive on credit card charges
|
| CHECK
|
Checks
|
| CREDIT CARD
|
Charges you make on a credit card
|
| CREDIT MEMO
|
Credit you give to customers for merchandise they return
|
| DEPOSIT
|
Bank or money market deposits
|
| ESTIMATES
|
Estimates or bids
|
| GENERAL JOURNAL
|
General journal transactions
|
| INVOICE
|
Invoices
|
| PAYMENT
|
Customer payments
|
| PURCHORD
|
Purchase orders
|
| TRANSFER
|
Transfers of funds from one balance sheet account to another
|
|
| DATE
|
The date of the transaction. The date is always in MM/DD/YY format. For example, 1/30/94.
|
| ACCNT
|
(Required) The name of the account assigned to the transaction.
|
| NAME
|
The name of the customer, vendor, payee, or employee.
|
| CLASS
|
The name of the class that applies to the transaction. If the class is a subclass, the class name includes the names of the parent classes, beginning with the highest level class. A colon (:) separates each class name.
|
| AMOUNT
|
(Required) The amount of the transaction. Debit amounts are always positive, credit amounts are always negative.
|
| DOCNUM
|
The number of the transaction. For checks, the number is the check number; for invoices, the number is the invoice number; etc.
|
| MEMO
|
The memo text associated with the transaction.
|
| CLEAR
|
Indicates whether the transaction has cleared. These keywords can appear in the CLEAR field:
| Y
|
Yes. The transaction has cleared.
|
| N
|
No. The transaction hasn't cleared.
|
|
| TOPRINT
|
Indicates whether a check, invoice, credit memo, or sales receipt has been marked as "To be printed." These keywords can appear in the TOPRINT field:
|
| ADDR1
|
The first line of the customer's, vendor's, payee's, or employee's address.
|
| ADDR2
|
The second line of the customer's, vendor's, payee's, or employee's address.
|
| ADDR3
|
The third line of the customer's, vendor's, payee's, or employee's address.
|
| ADDR4
|
The fourth line of the customer's, vendor's, payee's, or employee's address.
|
| ADDR5
|
The fifth line of the customer's, vendor's, payee's, or employee's address.
|
| DUEDATE
|
(Bills and invoices only) The due date of the bill payment or invoice payment. The date is always in MM/DD/YY format. For example, 1/30/98.
|
| TERMS
|
(Invoices only) The terms of the invoice.
|
| PAID
|
(Invoices only) Indicates whether an invoice has been paid in full. These keywords can appear in the PAID field:
| Y
|
Yes. The invoice has been paid in full.
|
| N
|
No. The invoice is either partially paid or unpaid.
|
|
| PAYMETH
|
(Sales receipts only) The method your customer used to pay for the merchandise.
|
| SHIPVIA
|
(Invoices and sales receipts only) The method you used to ship the merchandise.
|
| SHIPDATE
|
(Invoices and sales receipts only) The shipping date. If you are creating an import file, enter the date in MM/DD/YY format. For example, 1/30/94.
|
| REP
|
(Invoices and sales receipts only) The initials of the sales representative or employee who made the sale.
|
| FOB
|
(Invoices, credit memos, and cash sales only) The location where you delivered the merchandise庸ree of charge葉o a carrier for shipment.
|
| PONUM
|
(Invoices and credit memos only) The customer's purchase order number.
|
| INVTITLE
|
(Invoices, credit memos, and sales receipts only) The title that appears on the invoice, credit memo, or sales receipt.
|
| INVMEMO
|
(Invoices, credit memos, and sales receipts only) Your message to the customer預s it appears on the invoice, credit memo, or sales receipt.
|
| SADDR1
|
(Invoices and sales receipts only) The first line of the customer's shipping address.
|
| SADDR2
|
(Invoices and sales receipts only) The second line of the customer's shipping address.
|
| SADDR3
|
(Invoices and sales receipts only) The third line of the customer's shipping address.
|
| SADDR4
|
(Invoices and sales receipts only) The fourth line of the customer's shipping address.
|
| SADDR5
|
(Invoices and sales receipts only) The fifth line of the customer's shipping address.
|
| NAMEISTAXABLE
|
(Invoices and sales receipts only) Indicates whether the customer whose name appears in the transaction is taxable.
| Y
|
Yes. The customer is taxable.
|
| N
|
No. The customer is not taxable.
|
|
Column headings for distribution lines
The following table shows the column headings for distribution lines:
|SPLID
|(Required) A unique number that identifies the distribution line in the transaction.
|-
|TRNSTYPE
|A keyword that indicates the type of transaction. The keyword in this field must match the keyword in the TRNSTYPE field for the transaction. The keyword will be one of the following:
| BILL
|
Bills from vendors
|
| CHECK
|
Checks
|
| DEPOSIT
|
Bank or money market deposits
|
| INVOICE
|
Invoices
|
| PAYMENT
|
Customer payments
|
|-
|DATE
|The date of the transaction. The date in this field must match the date in the DATE field for the transaction.
|-
|ACCNT
|(Required) The income or expense account to which you assigned the amount on the distribution line.
|-
|NAME
|The name of the customer, vendor, payee, or employee.
|-
|CLASS
|The name of the class that applies to the distribution amount. If the class is a subclass, the class name includes the names of the parent classes, beginning with the highest level class. A colon (:) separates each class name.
|-
|AMOUNT
|(Required) The distribution amount. Credit amounts are negative.
|-
|DOCNUM
|The number of the transaction. For checks, the number is the check number; for invoices, the number is the invoice number, etc.
|-
|MEMO
|The memo text associated with the distribution line.
|-
|CLEAR
|Indicates whether the distribution amount has cleared. These keywords can appear in the CLEAR field:
| Y
|
Yes. The amount has cleared.
|
| N
|
No. The amount hasn't cleared.
|
|-
|PRICE
|The unit cost of the item.
|-
|QNTY
|The number of items sold. This value is part of a line item on an invoice, credit memo, or sales receipt.
|-
|INVITEM
|The type of items sold. This value is part of a line item on an invoice, credit memo, or sales receipt.
|-
|PAYMETH
|On a sales receipt, indicates the method of payment (check, credit card, etc.) that the customer used.
|-
|TAXABLE
|Indicates that a line item on an invoice, credit memo, or sales receipt is taxable.
|-
|REIMBEXP
|Indicates the status of the distribution amount as a reimbursable expense. These codes can appear under REIMBEXP:
| NONEED
|
Indicates that the distribution amount does not qualify as a reimbursable expense.
|
| NOTHING
|
Indicates that the distribution amount can be billed to a customer as a reimbursable expense.
|
| THISWAS
|
Indicates that the distribution amount is a reimbursable expense that appears on an invoice or sales receipt.
|
| HASBEEN
|
Identifies a distribution amount on a check that has been billed to a customer as a reimbursable expense.
|
|-
|EXTRA
|Adds additional information about the distribution line. These keywords can appear in the EXTRA field:
| ENDGRP
|
(Invoices, credit memos, and sales receipts only) Indicates that the distribution line is the last item of an invoice item group.
|
| AUTOSTAX
|
Identifies a sales tax item as the automatic tax rate you set up for your QuickBooks company.
|
|-
|VALDAJ
|(Inventory) Indicates whether the amount in a detail line is an inventory value adjustment.
| Y
|
Yes. The amount is an inventory value adjustment.
|
| N
|
No. The amount is not an inventory value adjustment.
|
|}
