How to Import Bills into QuickBooks Desktop Using Dancing Numbers

Import Bills into QuickBooks Desktop

You can easily import bills from Excel to your QuickBooks Desktop directly through Dancing Numbers (Desktop). This tool is built exclusively for QuickBooks Desktop. Dancing numbers support QuickBooks Desktop Premier, Pro, Accountant, and Enterprise editions.

You can download a free trial of the software easily from the Dancing Numbers Website. Follow the below-mentioned steps to get step by a step installation procedure.

Steps for Importing Bills to QuickBooks Desktop

Step 1 – For the selection of files click “Select your file”, you can also click “Browse File” to browse and choose the desired file from the local computer, alternatively you can click the “View Sample file“ to go to the dancing number sample file.

Step 2 – Mapping: Now in the second step set up the mapping of the file column related to QuickBooks fields. Dancing numbers template file do this step automatically, to use it download the Dancing Numbers template file.

Step 3 – Review and Import: To review your file data on the preview screen, just click on “next” which shows your file data before Importing to QuickBooks.

For more detailed instructions on the steps go through this article.

Mapping QuickBooks Fields

Field Name	Format	Description
Bill/Ref No*	Text (Max Length: 20 Characters)	This shows the reference number for the transaction. By default, this value is used only for internal processing by Dancing Numbers Transactions (Desktop), and QuickBooks auto-generates a new value. This can be changed in the import settings.
Vendor *	Max text length should be 41 characters	Transactions vendor reference which can be matched by Full name, first name, company name, account no, tax id, custom field, lookup(configured through Import settings)
Currency	Text	Currency Code the transaction.
Date*	Date	The date on which transaction has been done
Bill Due	The date on which it is pending	Due Date on which payment of the transaction is due.
Terms	Max Text Length: 31 Characters	Reference to the terms for the Bill.
Address Line 1	Text Length Max: 41 Characters	The first line of the address.
Address Line 2	Text Length, not more than 41 Characters)	A second line of the address.
Address Line 3	Text length should not be more than 41 Characters)	The third line of the address.
Address Line 4	Text Length 41 Characters	The fourth line of the address.
Address Line 5	Text max length should be: 41 Characters)	The fifth line of the address.
City	A text whose max length is 31 Characters	City name.
State	Text (Max Length: 21 Characters) Test should not be more than 21 characters	A region including a country
Postal Code	Text (Max Length: 13 Characters)	Areas postal code ( ZIP code for Canada and USA
Country	Text (Max Length: 31 Characters)	Country name.
AP Account*	Reference Text whose Max Length should be 159 Characters)	Account payable.
Memo	Text (Max Length: 4095 Characters)	Note related to Bill Transaction.
Exchange Rate	It should be in Decimal	Given currency’s exchange rate
Expense Account *	Text length should not be more than 159 characters	Expense Account related to billing. Name or Account Number can be given.
Expense Amount *	Decimal	Expense line amount
Expense Memo	Text (Max Length: 4095 Characters)	Note about expense line
Expense Customer	Reference Text (Max Length: 209 Characters)	Customer-related expense. which can be matched by Full Name, First Name, Company Name, Account NO., Resale NO, Custom Field, Lookup(configured via  Import Settings)
Expense Billable	Billable, Not Billable, Has Been Billed	Status of billable expense
Expense Class	It should be in text and not more than 159 characters	Related to the Class of the expenses
Expense Sales Rep	Reference Text (Max Length: 5 Characters)	The expense related to the Sales rep
Product/Service*	Reference Text	Related to the item which can be matched with custom fields Full name, lookup
Inventory Site	Reference Text (Max Length: 31 Characters)	Item site reference
Inventory Site BIN	Reference Text (Max Length: 31 Characters)	Related to the Item BIN corresponding to the Site. It needs to be specified in the Site in BIN format.
Product/Service Quantity	Decimal	The quantity of the Item.
Product/Service Rate	Decimal	Price of unit
Product/Service Amount *	Decimal	The Total Amount of the product. It is not required if Line Item Quantity & Line Item Rate are present.
Serial No	Text (Max Length: 4095 Characters)	Serial number of Bill
Lot No	Text (Max Length: 40 Characters)	Lot number related to bills
Product/Service Description	Text (Max Length: 4095 Characters)	Any description of Product or service
Unit Of Measure	Reference Text (Max Length: 31 Characters)	Measuring unit
Product/Service Customer	Reference Text (Max Length: 209 Characters) It needs to be in text and not more than 209 characters	Customer reference to the expense Customer reference can be done from the below options. Customer Lookup Strategies with Import Settings- Full Name, First Name, Company Name, Account NO., Resale NO., Custom Field, Lookup
Product/Service Billable	Billable, Not Billable, Has Been Billed	Products that needs billing
Product/Service Sales Rep	Reference Text (Max Length: 5 Characters)	Product or service sales rep
Product/Service Class	Reference Text (Max Length: 159 Characters)	Class of product
Amount Due	Decimal	The total bill amount due as per  the bill
Open Amount	Decimal	The amount remaining to pay
Unique ID	Internal QuickBooks ID	A unique Number assigned by QuickBooks

Import Settings

A host of powerful customizations for your file data is available with Import Settings on the Top Right Corner.

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Many users would have some questions while moving data to your QuickBooks Desktop. Some of the questions are mentioned below: