Import Invoices into QuickBooks Desktop
You can easily import invoices from Excel to your QuickBooks directly through Dancing Numbers (Desktop). This tool is built exclusively for QuickBooks.
Dancing numbers (Desktop) supports QuickBooks Premier, Pro, Accountant and Enterprise editions.
Free trial of the software can be downloaded easily from Dancing Numbers Website. Follow below mentioned steps to get step by step installation procedure.
Steps to Import Invoices into QuickBooks Desktop
Now, it’s more easy to import with dancing numbers with powerful and simplified wizard. To start the bulk import of your data files to QuickBooks follow below mentioned steps.
First of all click Import (Start) button available on the home screen.
Step 1 – For 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 “View Sample file” to go to dancing numbers sample file.
Step 2 – Mapping: Now in second step set up the mapping of file column related to QuickBooks fields. Dancing number template file do this step automatically, to use it download Dancing Numbers template file
Step 3 – Review and Import: To review your file data in preview screen, just click on “next” which imports your file data to QuickBooks.
For more details instruction of the steps goes through this article.
Mapping QuickBooks Fields
|Invoice No||Text should be Max : 11 Characters||Reference number for the transaction. By default, this value is used only for internal processing by dancing numbers Transactions, and QuickBooks auto-generates a new value. It can be changed in the import settings.|
|Customer *||Reference Text Max Length should be 41 Characters||Reference to the customer.|
Customer reference can be matched through Full Name, First Name, Company Name, Account NO., Resale NO., Custom Field, Look up (configured through (Import Settings)
|Invoice Date||Date||Transactions date|
|Due Date||Date||Date on which transactions payment is due|
|Terms||Text max length should be: 11 Characters||Payment Terms|
|PO No||Reference Text||Purchase Order number|
|Ship Date||Date||Date on which the item is shipped.|
|Shipping Address Line 1||Text (Max Length should be : 41 Characters)||First line of the shipping address.|
|Shipping Address Line 2||Text (Max Length needs to be 41 Characters)||Second line of the shipping address.|
|Shipping Address Line 3||Text (Max Length should be: 41 Characters)||Third line of the shipping address.|
|Shipping Address City||Text (Max Length needs to be : 31 Characters)||Shipping address – City|
|Shipping Address State||Text (Max Length: 21 Characters)||Shipping address – Should be mentioned State or Province|
|Shipping Address – Postal Code||Text (Max Length: 13 Characters)||Shipping address with the Postal Code|
|Shipping Address – Country||Text (Max Length: 41 Characters)||Shipping address including Country|
|FOB||Text ( Max Length : 13 Characters)||The destination of FOB|
|Billing Address Line 1||Text (Max Length: 41 Characters)||Billing address’s first line.|
|Billing Address Line 2||Text (Max Length: 41 Characters)||Second line of billing address.|
|Billing Address Line 3||Text (Max Length: 41 Characters)||billing address third line|
|Billing Address City||Text (Max Length: 31 Characters)||Billing address having City|
|Billing Address State||Text (Max Length: 21 Characters)||Billing address with State or Province|
|Billing Address Postal Code||Text (Max Length: 13 Characters)||Billing address having Postal Code|
|Billing Address Country||Text (Max Length: 41 Characters)||Billing address as Country|
|Sales Rep||Reference Text||Sales rep associated with the transactions|
|Shipping Method||Reference Text||Shipping method associated with the transaction|
|Print Later||Boolean (True/False)||Print Status|
|Email Later||Boolean (True/False)||Email Status|
|Memo||Text(Max Length ; 4095 Characters)||A written message|
|Customer Message||Reference Text||A message given to the customer available from the list in QuickBooks|
|Class||Reference Text (Max Length: 31 Characters)||The class of transaction|
|Product/Service *||Reference Text (Max Length: 31 Characters)||Item with below options such as Item Look up Strategies including Import Settings- Full Name, Look up and Custom Field|
|Product/Service Quantity||Decimal||Quantity of the product|
|Product/Service Rate||Decimal||Rate of the product|
|Unit Of Measure||Reference Text||Measuring Unit in which product is being measured|
|Product/Service Description||Text (Max Length: 4095 Characters)||Description of the product or service|
|Product/Service Service Date||Date||Date when the service or product is fulfilled|
|Product/Service Class||Reference Text (Max Length: 31 Characters)||Class in which product or service lies|
|Product/Service Sales Tax||Reference Text||Sales Tax associated with product or service|
|Other||Text (Max Length: 29 Characters)||Description|
|Other 1||Text (Max Length: 29 Characters)||Description|
|Other 2||Text (Max Length: 29 Characters)||Description|
|Sales Tax||Reference Text||Sales tax code transaction|
|Customer Sales Tax Code||Reference Text||Tax Code related to Transaction|
|Template||Reference Text||Template related to Invoice|
|AR Account||Reference Text||Accounts Receivable account related to this Invoice|
|Product/Service Inventory Site||Reference Text||Related to the product site|
|Product/Service Inventory BIN||Reference Text||Related to BIN item reference to the site. It need to mentioned on the site BIN format|
|Amount Received||Decimal||The amount which is received|
|Currency||Text||Reference to the Currency in which amounts with the associated transaction are mentioned|
|Exchange Rate||Decimal||Default is 1, it is applicable when multi company option is enabled for company. Number of home currency units leads to equal to one unit of currency mentioned under currency|
|Tax Inclusive||Boolean (True/False)||Tax calculation method.|
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 Invoices including Invoice 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 same Invoice Number required mentioning in multiple lines to group the transactions.
Que: I made some of the 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 Delete feature available.
Que: Does your app support taxes?
Ans: Yes. It supports
Que: I don’t want to create products automatically for my invoices; 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: CSV, 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