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 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.

Mapping QuickBooks Fields

Field Name	Format	Description
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
Vendor*	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
Currency	It needs to be in text   (USD/CAD/EUR)	Currency code used for the bill payment
Date	MM/DD/YYYY	The date on which transaction happened
AP Account	Reference Text, Max characters of 159 characters	Accounts Payable
Memo	Text of max Length 4095 characters	Any note about the item receipt
Exchange Rate	Decimal	Exchange rate of the given currency which is provided against home currency
PO Number	Alphanumeric	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	Decimal	Quantity of the item
Product /Service Rate**	Decimal	Price per unit
Product Service Amount	Decimal	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
Email	Alphanumeric	remove
Phone	Numerical	remove
Tax Inclusive	Boolean( 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.

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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 support@dancingnumbers.com or visit our dedicatedly Support Center at https://www.dancingnumbers.com/support/ for quick response.