How to Import Journal Entries into QuickBooks Desktop?

by James Antonio

Import Journal Entries into QuickBooks Desktop

Journal acts as a book for recording financial records of an organization. Journal Entries represents a summary of the credits and debits of transactions. These are directly posted in the general ledger accounts associated with QuickBooks Desktop. Let’s understand in this article how to import journal entries into QuickBooks Desktop.

How to Import Journal Entries in QuickBooks?

You can easily import the journal entries in the company file of QuickBooks through an import function. Here you will get information on the import through Excel file or CSV. It is recommending turning off account numbers for an effortless process before starting the process of importing. You can enable account numbers after the process completion.

Import Journal Entries in QuickBooks

Below-Mentioned is the Steps to Import Journal Entries in QuickBooks:

Step 1: Prepare the Spreadsheet:

  • Ensure there is the correct format of the spreadsheet; check all the fields before importing the journal entries.
  • To get a proper format of a spreadsheet, here are the things you need to do:
    • Enter the mandatory columns like journal No, Account Name, Journal Date, Debits, and Credits. Don’t forget to select the date format
    • In case the spreadsheet contains new accounts, then make sure you have added them in the chart of accounts. If not, then follow the instructions:

Add accounts in Chart of Accounts:

  • Open QuickBooks
  • Locate Settings and then click on Chart of Accounts option
  • Choose the New button to create a new account
  • Discover the drop-down button named Account Type to select an account type
  • Search for a dropdown option which says detail type to choose the detail type that suits the type of transaction you need to track
  • Add a name to the new account
  • Write a description
  • For sub-account, you have to click on Is sub-account option and then choose the parent account
  • Select when you need to begin finance tracking
  • Locate field named Unpaid Balance and fill the amount, and select as of date.
  • Write today’s date if you want to begin tracking instantly
  • Click Save and close.

Adding an Account while Recording any Transaction:

  • If you have initiated online banking with the associated account, then you only need to approve the work. QuickBooks automatically categorize the bank & credit card transactions and also download them.

Step 2: Begin importing the Journal Entries:

  • Locate Settings, and then choose Import Data
  • Click Journal Entries
  • Discover download page, then Browse
  • If you require help while formatting the journal entries, then click Download a sample file
  • Discover and choose your CSV or Excel file, choose Open
  • Click Next option
  • Map the information; each field illustrate the headers on the spreadsheet
  • Locate small arrow icon, choose the one matching the field in QuickBooks
  • Hit on Next button
  • If any error found then do the modification and later try again
  • Click Start import
  • Hit on Done

A Detailed Description of Fields on a Journal Entry:

QuickBooks Field



Txn Date


Journal Date

Is Adjustment

Value:true or false

It describes the journal adjustments,shows whether it is past entered journal

Ref Number

Str 11

It is a mandatory field as it represents the reference number associated with a journal entry,and about the group rows

Is Amounts in Home Currency

true or false form

It tells whether using home or any foreign currency

Is Home Currency Adjustment

true or false

Foreign or home currency

Exchange Rate


Rate of Exchange



It is a Mandatory field, and the credit amount must be positive(AU without tax)

Currency Ref

 Str 64

Used currency name matching QuickBooks not covering AU



It is a mandatory field, and the amount of Debit should not be negative (AU not involving tax

Full Name of Account

 str 159

It is a compulsory field which displays the General Ledger Account as in QuickBooks, ensure that there is a full name, you can also utilize another account number


 str 159

It is used to monitor journal entries


 str 4095

It displays about journal line

Item Sales Tax Ref

 str 31

This sale tax code is applicable on QuickBooks UK,CA, and AU transactions

Entry Ref

Str 209

It displays the name of a client with Billable status

Billable Status


There appears the billing status of the line, including Billable, Has been billed or NotBilled. If found billed then including of Entity Ref is must

Hopefully, the above information becomes the helping hand to know how to import Journal Entries into QuickBooks Desktop. Stay tuned with this website to get every relevant information on importing information.

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.

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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

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Language Support

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Pricing Model

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Customer Types

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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.

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