How to Import Purchase Orders into QuickBooks Desktop?

So you want to import purchase orders into QuickBooks Desktop. While it does have some native features to import purchase orders in bulk, it has significant limitations on the number of transactions and then automatically linking those to customers in QuickBooks.

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.

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.

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

In case, if you wish to import your purchase order individually and you want to carefully inspect the orders before you import the order. To do so, follow these steps:

• The very first, choose the Accounts and then QuickBooks from the left navigation
• Next, Hit the “Import Vendors” in order to update or insert new vendors (if any)
• Now, Click on the “Choose” option which is next to the “Import Purchase Orders” option

Note: The number in brackets reflects the number of pending import orders.

• Once you’re done with the above steps then you can verify the specific purchase orders that you would like to import
• Finally, Click on the “Update/Import Orders” option.

To import QuickBooks transactions such as Sales and Purchases, you may first import Customers and Vendors.

If there are no contacts in QuickBooks we create a new Customer or Vendor. If the contact already exists in QuickBooks that means the name of the company contacts exactly matches. For more, you can also explore the purchase order total and its button that are discussed below.

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.

Dancing Numbers also supports XLS, XLSX file types for import. If you have specific format needs or want to auto-create products, Dancing Numbers provides various customization options to streamline your import process.

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Frequently Asked Questions

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