How to Import Purchase Orders into QuickBooks Desktop?

by James Antonio

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.

Import Purchase Orders into QuickBooks Desktop

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.

Two different methods to import Purchase orders into QuickBooks Desktop

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

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.

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.

It saves your time and money that you can invest in your business. It has no human errors, works automatically, provides a user-friendly interface (easy to use and learn), and more. You can also have access to the comprehensive features set if you use it to import, export, and delete services.

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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  • On Premise

Language Support

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Pricing Model

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Customer Types

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Accountant Premium

*See our Pricing for up to 50 Company Files.

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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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