How to Import Item Receipts into QuickBooks Desktop Using Dancing Numbers

Import Item Receipts into QuickBooks Desktop Importing was never so easy but Dancing Numbers made it simple and quick. Get […]

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).

Save Time, Reduce Errors, and Improve Accuracy

Dancing Numbers helps small businesses, entrepreneurs, and CPAs to do smart transferring of data to and from QuickBooks Desktop. Utilize import, export, and delete services of Dancing Numbers software.

*No credit card required

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.

Accounting Professionals, CPA, Enterprises, Owners
Accounting Professionals

Looking for a professional expert to get the right assistance for your problems? Here, we have a team of professional and experienced team members to fix your technical, functional, data transfer, installation, update, upgrade, or data migrations errors. We are here at Dancing Numbers available to assist you with all your queries. To fix these queries you can get in touch with us via a toll-free number
+1-800-596-0806 or chat with experts.

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.

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