How to Bulk Import, Export and Delete Data into QuickBooks Desktop

by James Antonio

Bulk Import, Export and Delete Data into Quickbooks Desktop

Handling huge volumes of data in QuickBooks can be challenging. Just imagine the amount of time and effort needed to input lines and lines of transactions into the system. It can even get more tiring if you do it in real-time.

Fortunately, there is a quicker and easier way for you to import and export data in QuickBooks Desktop by batches or bulks. This can help streamline your data management and decrease time spent in tracking down all your transactions.

The Limitations in QuickBooks Desktop

QuickBooks Desktop can import and export files directly into the system for bank transactions, account changes, general journal entries, and batch transactions. However, this feature can be quite limited when you are handling larger volumes of data.

For one, you can only import one QuickBooks import file format at a time. If you have other files you want to input in your QuickBooks, you must first finish uploading the first one. Likewise, you need to have a QuickBooks Desktop Accountant or Enterprise to enter batch transactions. And lastly, you can only batch enter the following transactions:

  • Checks
  • Deposits
  • Credit Card Charged & Credits Card Credits
  • Invoices & Credit Memos
  • Bills & Bill Credits

Unfortunately, bulk export remains unavailable for any version of QuickBooks. You have no choice but to export each transaction individually.

Meanwhile, you can perform bulk delete or void transactions on your QuickBooks Desktop. However, you cannot do so with these types of transactions:

  • Invoices with reimbursed expenses, time, mileage, or items
  • Invoices with billable time and costs
  • Paychecks
  • Payroll Liability Checks
  • Sales Tax Payments
  • Online Bill Payments

It is important to note that you can only do bulk delete in QuickBooks Desktop Accountant 2018, Enterprise, Enterprise Accountant 18.0, and later versions.

How to:

Bulk import

If you want to import multiple transactions at once into QuickBooks Desktop, you can follow the following steps:

  1. Go to the Accountant menu and select Batch Enter Transactions.
  2. From the Transaction Type drop-down menu, choose the type of transactions you need to enter.
  3. By clicking on the drop-down arrow, choose the appropriate bank/credit card or AR/AP account, or set up a new account by clicking on Add New.
  4. Pull up the spreadsheet containing all the transactions.
  5. Make sure that all the columns match the ones on the QuickBooks screen.
  6. Copy the transactions you wish to import and then paste them into the QuickBooks screen.
  7. When you have finally input everything on your QuickBooks screen, click on Save Transactions and then Yes to save.

If you want to import item list into QuickBooks Desktop, you can also check out this guide on how to import your files.

Bulk Export

While there is a way on how to export data from QuickBooks Desktop, the bulk export feature remains unavailable. You can work around this limitation by using a third-party tool for the process. There are a lot of options out there to choose from.

For one, Dancing Numbers can export reports, general entries, customer and vendor lists, and excel files in specific formats, including CSV and zip, in just a single process. With just a few clicks, you can start exporting data to be used for your analysis, reporting, or if you’re migrating data to another company.

Bulk Delete

As mentioned earlier, batch delete or void transactions are available in newer versions of QuickBooks Desktop. Other things you need to take note are:

  1. You need to sign in as an Admin or External Accountant user.
  2. This tool does not support multi-currency.

As for the actual process of bulk deleting, here are the steps:

  1. Go to the file menu and select Switch to Single-user mode.
  2. Go to the Accountant menu and select Batch Delete/Void Transactions.
  3. Then choose the ones you want to delete from the list.
  4. Select Review & Delete/Void
  5. You can also choose to backup your data by selecting Back Up & Delete/Void, or you can just go ahead and Delete/Void only.
  6. Confirm your selection.
  7. Afterward, you can View Deleted/Voided Transaction Report to print a copy of all your deleted transaction data.

A Convenient Alternative

According to this accounting software list from FinancesOnline, QuickBooks is one of the most popular solutions out there. Its overwhelming popularity resulted in countless third-party tools designed exclusively to enhance your experience and workflow within QuickBooks.

So if you are looking for a more seamless and streamlined bulk import, export, and delete function in QuickBooks Desktop, you could use a third-party tool to assist you with the process.

Through the various tools and technology, you can save up 30%-40% of your time in making sure all transaction entries are accurate and accounted for and use it to make your business more productive. Using such tools will give you more functions and features beyond what QuickBooks has to offer. A great example is Dancing Numbers. It provides various alternative methods to importing, exporting, and deleting your data in QuickBooks for better and more efficient results.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Easy Process

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Error Free

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

On-time Support

We provide round the clock technical assistance with an assurance of resolving any issues within minimum turnaround time.

Pricing

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Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Unlimited Export
  • Unlimited Import
  • Unlimited Delete

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Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer,Exporter,Deleter
  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies

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Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies

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Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

Get Support

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

Dancing Number

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