Do You Import and Export QuickBooks Transactions?
By Bob Swetz
Controller Consultant | Tier One Services, LLC
Lately, I have been doing a lot of exporting data from one QuickBooks Desktop company and importing into another. Transferring complete and accurate data from Point A to Point B is critical to the integrity of your financial records. Here are some tips to help you complete this task with efficiency and accuracy.
Exporting Information from QuickBooks
There are 2 ways to export information from QuickBooks that have risen to the top as my favorites. First you can create a report and hit the Excel button to “Create a New Worksheet.” When using this method, I recommend selecting the last option to create a .csv file. It goes much quicker this way and you have fewer formatting issues to deal with. Although the file is more suited for import, you will still have to “play” with it so that it will be import-ready. For example, beware of any account numbers, items, zip codes and other number fields that may begin with zero. Chances are when you open the .csv file the zeros will be removed. There is a workaround for this, so feel free to get in touch if you have this issue.
The second method of export is a 3rd party app. I have really come to like Transaction Pro Exporter (TPE). TPE does a nice job of exporting all the information you will need in an import-ready format.
Importing Information to QuickBooks
There are multiple ways to get information into the new QuickBooks Desktop file, depending on the type of information that you’re moving. As with the exports, some importing can be done directly from within QuickBooks. In the Lists menu there is an option to Add/Edit Multiple List Entries. From here, you can import customers, vendors and various inventory items. Be careful though, because you may not be able to import all data fields using this method, so if you have a lot of attributes in each of those lists you may want to use another method. From the Accountant menu, which is not available in all versions, you can import transactions. By selecting Batch Enter Transactions, you can import checks, deposits, credit card transactions, bills and invoices. One thing I like about this method – especially for bills and invoices – is that you can import positive and negative transactions together and QuickBooks breaks them out for you.
Finally, you can import transactions and lists using a 3rd party app. For this I recommend Q2Q or Transaction Pro Importer (TPI). They both have their merits, but I would say Q2Q is better for less complex data. The drawback is you cannot manipulate the data before import, whereas with TPI you can make changes to the .csv or Excel file before you import which is sometimes necessary.
Do You Import and Export?
If you have questions or want to dig deeper, feel free to schedule a 15-minute troubleshooting session with me at http://bit.ly/Scheduling_Troubleshooting or connect with me on Facebook at https://www.facebook.com/bobswetzonline.

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