Transactions (TRNS and SPL)
Import files can contain information about transactions.
You
cannot export transactions from QuickBooks.
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 |
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 |
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: |
|
|
Y |
Yes |
|
N |
No |
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—free of
charge—to 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—as 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. |