How to Import Item Receipts into QuickBooks Desktop Using Dancing Numbers

by James Antonio

Import Item Receipts into QuickBooks Desktop

Importing was never so easy but Dancing Numbers made it simple and quick.

Get Import Item Receipts automatically. The filters attribute gives you more accurate data to import as you want.

You can easily Import Item Receipts from Excel to your QuickBooks Desktop directly through Dancing Numbers (Desktop).

This tool is built exclusively for QuickBooks Desktop.

Supported Version: 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 to Import Item Receipts into QuickBooks Desktop

Now, it’s easier to import with Dancing Numbers with the powerful and simplified wizard. To start the bulk import of your files data to QuickBooks follows the mentioned steps.

First of all click Import (Start) button available on the home screen.

Step 1 – File Selection: For the selection of a 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 Numbers 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.

Import Item Receipts into QuickBooks Desktop

Mapping QuickBooks Fields

Field Name



Reference Number

Text and max characters are 20 characters

Reference number related to the transaction. By default, this value is used only for internal processing by Dancing Numbers, QuickBooks auto generates a new rule. Later on, it can be changed in the import settings


It should be of Reference text and max characters are 41

Vendor reference from the given options. Vendor lookup strategies with Import Settings-Full Name, Company Name, First Name, Account No, Tax ID, Loop Up, Customer Field


It needs to be in text



Currency code used for the bill payment



The date on which transaction happened

AP Account

Reference Text, Max characters of 159 characters

Accounts Payable


Text of max Length 4095 characters

Any note about the item receipt

Exchange Rate


Exchange rate of the given currency which is provided against home currency

PO Number


Purchase Order Number

Product /Service*

Should be text and max length is 31 characters

Item reference from the given options.

Inventory Site

Reference text of max 31 characters

Warehouse/Store or any Other Location

Inventory Bin

Reference text of max 31 characters

Bin Location

Product/Service Quantity


Quantity of the item

Product /Service Rate**


Price per unit

Product Service Amount


The total amount of the item. It is not needed when the Quantity and Line item rate are present

Serial No

Text of max 4095 characters

Unique Identifier number of the product

Product/Service Description

Tex and max characters are 4095

Item’s description

Unit of Measure

Reference text of max 31 characters

Measuring unit of product or service

Product /Service Customer

Reference text of max 209 characters

Customer  name for the item,

Product /Service Billable

Billable, HasBeenBilled, Not Billable

Service or product billable status

Product /Service Class

Need to be in Reference Text and the max length is 159 characters

Category of the Product or service







Tax InclusiveBoolean( True or False)

Method of tax calculation

Import Settings

To make your file more customizable, the set of tools is available with Import Settings at the top right-hand side 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 Item Receipts including Receipt 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 Receipt Reference Number required mentioning in multiple lines to group the lines.

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 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: XLS, XLSX, etc are Supported File Formats

Que: Where to contact if I am stuck?
Ans: Feel free to drop an email to or visit our dedicatedly Support Center at for quick response.

Features of Dancing Numbers for QuickBooks Desktop





How Dancing Numbers Will Help You


Dancing Numbers is SaaS-based software that can easily be integrated with your QuickBooks account. You can import, export, and delete lists or transactions from your company file. Using Dancing Numbers you can simplify and automate the process, saving time and increasing productivity. Just fill in a few fields and apply the relevant features to complete the task.

It saves your time and money that you can invest in your business. It has no human errors, works automatically, provides a user-friendly interface (easy to use and learn), and more. You can also have access to the comprehensive features set if you use it to import, export, and delete services.

Supported Entities/Lists

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

Customer Transactions

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

Vendor Transactions

Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

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

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items


Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Devices Supported

  • Windows


  • On Premise

Language Support

  • English

Pricing Model

  • Annual Subscription

Customer Types

  • Small Business
  • Medium Business



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


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


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


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.

Get Support

The Bulk Import, Export, and Deletion can be performed with just an easy single-click. We offer a simplified process that assures you that you will be able to focus on your core work.

Are you worried about losing your time with error-prone software? Worry no more. Our error-free add-on lets you focus on your work and boost your productivity rate to a considerable extent.

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