How to Import Purchase Orders into QuickBooks Desktop?

Importing was never so easy but Dancing Numbers made it simple and quick. Import Purchase Orders automatically. The filters attribute […]

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

Import Purchase Orders automatically. The filters attribute gives you more accurate data to import as you want.

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.

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

This tool is built exclusively for QuickBooks Desktop.

Supported Version: 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 Purchase Orders 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 Purchase Orders into QuickBooks Desktop

Mapping QuickBooks Fields

Field Name

Format

Description

Vendor

Text

Vendor/ Service Provider Name

Template

Text

Format/Category  of the transaction

Date

MM/DD/YYYY

The Date on which transactions occurs

Purchase Order Number

Numerical

A Unique number assigned to the transaction

Due Date

MM/DD/YYYY

Date till when payment must be done

Total Amount

Numerical

The Total amount which needs to be paid

Memo

Alphanumeric

Additional Notes used for business

Vendor Message

Alphanumerical

Message or any instructions from Vendors

Is Tax Included

Y/N

Shows if the tax is included or not

Vendor Address Line 1

Text

The First line of Vendor’s Address

Vendor Address Line 2

Alphanumeric

Second Line of Vendor’ Address

Vendor Address Line 3

Text

Third Line of Vendor’s Address

Vendor Address Line 4

Text

Fourth Line of Vendor’s Address

Vendor Address Line 5

Text

Fifth Line of Vendor’s Address

Vendor City

Text

City of the Vendor’s address

Vendor State

Text

State of the Vendor’s address

Vendor Postal Code

Numerical

Zip Code of the Vendor’s Address

Vendor Country

Text

Country of the Vendor’s Address

Vendor Note

Alphanumerical

Any additional or extra notes from the Vendor

Ship Address Line 1

Text

Shipping Address first line

Ship Address Line 2

Alphanumeric

Second Line of Shipping Address

Ship Address Line 3

Text

Third Line of Shipping Address

Ship Address Line 4

Text

Fourth Line of Shipping Address

Ship Address Line 5

Text

Fifth Line of Shipping Address

Ship City

Text

City of the Shipping Address

Ship State

Text

State of the Shipping Address

Ship Postal Code

Numerical

Zip Code of the Shipping Address

Ship Country

Text

Country of the shipping address

Ship Note

Alphanumerical

Any notes or comments related to Shipping

Item

Alphanumeric

Name of the item or product

Description

Alphanumeric

Description of the product or item

Quantity

Numerical

Number of the products

U/M

Numeric

Unit of Measure

Rate

Numerical

Price of the product per Quantity

Manufacturer Part Number

Alphanumeric

A Unique number assigned by the manufacturer

Customer

Text

Name of the customer

Amount

Numerical

Due amount

Unique ID

Internal QuickBooks ID

Unique Number assigned by QuickBooks

Import Settings

To make your file more customizable, the set of tools is available with Import Settings at the top right-hand side corner.

Importing Purchase Orders into QuickBooks Desktop: Video Tutorials

Manual Methods to Import Purchase Orders into QuickBooks Desktop

Purchase orders are the orders for services or products that are submitted to a vendor in QuickBooks Desktop. Users can easily import purchase orders into QuickBooks Desktop from excel spreadsheets or text files using two methods. They can also import by running the QuickBooks Web Connector if they’re using online version. In this article, you will learn two different ways to import purchase orders.

However, the purchase order can be imported into QuickBooks as bills which are provided the following two conditions are fulfilled:

  1. An invoice data has been entered in the purchase order, and
  2. The total of the purchase order is greater than 0.

It is recommended that you should import the vendors before you import the purchase orders. It means that if any new vendors can be matched to the existing vendors in QuickBooks accurately.

Check out the quickest ways to import your purchase orders one after one but it is only a suggestion that you must follow every step in the given sequence order.

Import Purchase Orders into QuickBooks Desktop

Methods 1: Import all Orders at the Same Time

This method helps you can import your all orders at one time with these easy steps:

  • Initially, choose Accounts from the left navigation and then click on QuickBooks
  • Next, hit the option named “Import Vendors” in order to update or import new vendors (if any)
  • Now, click on the “Import Purchase Orders
  • At last, you’ll receive a notification once all the orders have been successfully imported.

Method 2: Import Individually

Purchase Order Total

Below are the listed total and some fields that need to be filled in:

  • Attachments: In this particular purchase order field, you can easily add/attach your file
  • Message: A message to appear on your purchase order ( e.g. “looking forward to your business”) for the customer to see. Note: This is a drop-down list of messages if you are on the QuickBooks Desktop. Such messages are currently being handled within QuickBooks. If you want to change the messages, consider the Customer Message List inside QuickBooks Desktop.
  • Memo: Note to yourself and the users of the system who have access to this request. The customer will not see the memo.

Purchase Order Buttons

There are few buttons, you will come across when you import purchase orders into QuickBooks Desktop.

  • Delete: With the help of this button, you can delete your purchase order. This can’t be undone.
  • Print: Generates a pdf purchase order file that you can print out. Make sure that you do not block the pop-ups. The pdf is generated using a template selected within the app preferences.
  • Save: With this button, you can easily save your purchase order.
  • Clear & New: You can clear the unwanted current purchase order so that it makes more space to create a new order.
  • Save & New: With this, you can save your purchase order and then clear the form to enter a new purchase order.

So, the above are mentioned two ways to import purchase orders either all at once or choose which one to import. You can import with either way whichever is comfortable and convenient for you.

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.


Frequently Asked Questions

Many users would have some questions while moving data to your QuickBooks Desktop. Some of the questions are mentioned below:

I want to Import Purchase Order with Purchase order Numbers from the File. Will it be Supported?

Yes. It will be Supported.

Will Your Application Support Multi-Line Transactions?

I made Some Mistakes in the Import Process and my QuickBooks Reports have been Corrupted. Can I undo or Revert my Import?

Does Your App Support Taxes?

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?

My File has Some Specific Date Format. I don’t want to Change the File. Will your Product Support all Date Formats?

Do You have Any Sample Templates?

File Types Supported by Your Application?

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

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

Customer Transactions

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

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

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

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Easy Process

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Error Free

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

On-time Support

We provide round the clock technical assistance with an assurance of resolving any issues within minimum turnaround time.

Pricing

img

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

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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

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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

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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

Dancing Numbers: Case Study

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.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

Get Support

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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