How to Import Receive Payments into QuickBooks Desktop?

by James Antonio

Currently, many companies use an online payment transaction system and they can easily access the transaction register in a value file separated by a comma or as a QuickBooks IIF file. This can help in saving a lot of data entry and mistakes that might happen. But if you start from a CSV file, at the beginning you may need to spend some time getting the data into adjacent columns. So, it helps you later in how to import received payments into QuickBooks Desktop. In this article, we will see the steps for import and the detailed description of QB fields that you can map.

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A Simple procedure for how to import receive payments into QuickBooks Desktop

Perform the below-mentioned steps in the given sequence:

  • Initially, open CSV file in spreadsheet or Excel
  • Ensure that you have to keep the columns in the following adjacent order like Transaction Type, Date, Name, and Account
  • This can help you to import easily and also many times may online payment systems so make sure put this information a non-adjacent columns
  • Save the file as a CSV
  • The above steps do not require if you use an IIF file
  • Next, launch QuickBooks and open the company data file
  • Make sure, login as an Administrator
  • Go to QuickBooks toolbar and click on the Backup icon (do this step every time when you are importing files as it prevents in case something is wrong)
  • Now, go the “File” and then “Utilities
  • After that, choose “Import” option
  • Choose the type of file either “CSV” or “IIF” that you wish to import
  • After that, a window opens that allows you to navigate to the particular file
  • Then choose the desired file that you wish to import
  • Preview it once by selecting the rows and columns that you wish to import
  • In order to import only payments then select those rows only for import
  • Now, click on the “open” button and QuickBooks pops up a message stated that the data has been successfully imported
  • Finally, to close the display message hit the “OK” button.

A Detailed Description of QuickBooks Fields that You Can Map

Field Name

Format

Description

Customer

Reference text (41 characters are the maximum length)

Customer reference for the options: Customer lookup strategies with import settings- first name, full name, company name, resale number, account number, lookup, custom field

Statement Charge No.

Reference text

It is a linked statement charge transaction reference number

Payment Number

Text (with a max length of 11 characters)

Transaction reference number

Payment date

Date

Date of the payment

Memo

Text (with a max 4095 characters)

Having the description regarding the payment for the product

Payment method

Reference text (with a max length of 31 characters)

Mode of payment

Invoice number

Reference text

It is linked invoice transaction reference number

Statement charge number

Reference text

It is linked statement charge transaction reference number

Amount

Decimal

The amount that is mentioned on the Receipt

Currency

Text

It is the reference to the currency amounts related to transaction expressed

Discount class

Reference text (with a max length of 31 characters)

The discount class is that applied on the discount amount

Discount amount

Decimal

The amount that is discounted on the product price

AR Account

Reference text (with a max length of 31 characters)

Account receivable account reference to this payment

Exchange rate

Decimal

Default is 1 (applicable if the multi currency is enabled for the company)

The number of units of home currency needed is equal to one unit of currency which is specified in the Currency

Discount account

Reference text (with a max length of 31 characters)

In this, you can track the discount in the account

Import Settings that you Have to Take Care of are as Follows:

Import settings help you in the customization of your data file. This is done while you are doing the process where you get the options to do. It is also mentioned in the Edit menu option from where you can change the settings also. The settings that are important are mentioned below:-

  • To find the matching transaction in the QuickBooks- you can do it with the help of identifier to find the existing transactions of payment in your account.
  • The action taken when you get the matched transaction- In this when you get the existing transaction in your account then there is an action that needs to be taken. The action that you can take is Ignore, Append, Duplicate, or Update the transactions of receive payments in the QuickBooks account.
  • For the Pre-import Validations- You have to validate the file completely that you want to import in your QuickBooks account. Turn this setting on and then clean up all the issues if there are any after that the rows of the file can be imported. It can also take some time to do the process.

Nowadays, you can receive and process right in QuickBooks Desktop with much ease. The above-discussed steps also make it easy to import received payments into QuickBooks Desktop without giving much effort.

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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.

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Pricing

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Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • 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

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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