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.

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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?

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