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 file 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 details instruction of the steps go through this article.
Mapping QuickBooks Fields
|Bill/Ref No*||Text (Max Length: 20 Characters)||This shows 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, look up(configured through Import settings)|
|Currency||Text||Currency Code the transaction.|
|Date*||Date||Date on which transaction has been done|
|Bill Due||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||First line of the address.|
|Address Line 2||Text Length not more than: 41 Characters)||Second line of the address.|
|Address Line 3||Text length should not be more than 41 Characters)||Third line of the address.|
|Address Line 4||Text Length 41 Characters||Fourth line of the address.|
|Address Line 5||Text max length should be : 41 Characters)||Fifth line of the address.|
|City||Text whose max length is 31 Characters||City name.|
|State||Text (Max Length: 21 Characters) Test should not be more than 21 characters||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 more than 159 characters||Expense Account related with 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, Look up(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)||Expense related to the Sales rep|
|Product/Service*||Reference Text||Related to the item which can be matched with custom fields Full name, look up|
|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 expense|
Customer reference can be done from below options.
Customer Look up Strategies with Import Settings- Full Name, First Name, Company Name, Account NO., Resale NO., Custom Field, Look up
|Product/Service Billable||Billable, Not Billable, Has Been Billed||Products which 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|
A host of powerful customizations for your file data is available with Import Settings on the Top Right Corner.
Many users would have some questions while moving data to your QuickBooks Desktop. Some of the questions are mentioned below:
Que. I want to import Bills including Bills Numbers from the File. Will it be supported?
Ans. Yes. It will be supported.
Que. Will your application support Multi-Line Transactions?
Ans. Yes. However, the same Bills Number required mentioning in multiple lines to group the transactions.
Que. I made some mistakes in the Import process and my QuickBooks reports have been corrupted. Can I undo or revert my Import?
Ans. It is possible to undo the import partially/ completely with the Delete feature available.
Que. Does your app support taxes?
Ans. Yes. It supports
Que. I don’t want to create products automatically for my bills; also I am unable to create products before each upload. Will it be supported?
Ans. Yes. It is. You can do auto-create unavailable products/ services or you can also skip it during the Import process.
Que. My file has some specific date format. I don’t want to change the file. Will your product support all date formats?
Ans. No. It needs to specify the specific date format as MM/DD/YYYY
Que. Do you have any sample templates?
Ans. Yes. We do have. Sample Template
Que. File types supported by your application?
Ans. XLS, XLSX, etc are Supported File Formats
Que. Where to contact if I am stuck?
Ans. Feel free to drop an email to firstname.lastname@example.org