Learn how to import or export your data files with QuickBooks desktop:

If you are wandering across the internet in search of the process to import and export data in QuickBooks desktop, then you have landed at the perfect place. In order to access information, you might think the only option being starting from scratch, but the fun fact is that you can also transfer information to and from QuickBooks. This process not only makes it simpler for you to convert, upgrade, or create new company file, but also saves a lot of time that you can invest in more important tasks. The process to import and export data in QuickBooks involves a few basic steps, which we will be discussing later on in this article. So, make sure that you stay connected to the article till the end, and do not miss out any of the steps.

Moreover, you can also get in touch with our QuickBooks support team for any further assistance. Our team can aid in your endeavor and help you in importing and exporting data in QuickBooks desktop.

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Brief into Import and export data

When we talk about the importing of data, we infer importing the bank transactions, accountant’s changes, general journal entries, and batch transactions. You can also import the customers and vendors. Moreover, the same can be exported, like the available journal entries, customer and vendor lists, etc. We will look at some lists and transaction types that you can import into QuickBooks.

Lists you can import

The list of information you can import is huge. Let us have a look at the elements that you can import without any issue.

  • Charts of accounts
  • Vendor types
  • Employees
  • Items
  • Shipping methods
  • To dos
  • Notes
  • Sales tax codes
  • Customers and customer: jobs
  • Other names
  • Classes
  • Payment terms
  • Customer messages
  • Sales reports
  • Vendors
  • Budgets
  • Payment methods
  • Customer and job types
  • Price levels

Transactions that can be imported

Now let us discuss about the transactions that can be imported. Below are listed the transactions that can be imported:

  • Account beginning balances
  • Cash sales to customers
  • Checks
  • Deposits
  • Invoices
  • Account transfers of funds
  • Vendor bills
  • Estimates
  • Payments from customers
  • Vendor bills refunds
  • Purchase orders
  • General journal entries
  • Credit memos to customers
  • Credit card refunds to customers

Points to remember

There are certain points that you should remember, at the time of exporting and importing data in QuickBooks. Let us check out some of the most important ones:

  • As you are not allowed to undo info imported, you should make a backup of your data files for safety purposes.
  • You should also speak to the accountant before importing the data.
  • Another important thing is to check out the Intuit marketplace to look for the apps that can assist you in importing the data.

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Process to import and Export Information with QuickBooks desktop

The process might differ for the item to import and export, so we will be exploring the steps for different items one by one:

MS EXCEL

The standard import process for MS excel involves a few basic steps. QuickBooks opens up a formatted excel spreadsheet, where you can enter the information. When you save and close your file, you can review results and view data in QuickBooks. In order to import customers, vendors, and products, the below-mentioned steps can be conformed to:

  • Head to the File menu, and then choose the Utilities option.
  • Hit the Import option.
  • Then, click on the Excel files.
Import Excel Files in QuickBooks desktop - Screenshot Image
  • If the Add or edit multiple list entries window sows up on the screen, you are supposed to hit on No.
  • Follow the wizard for importing the files:
    • Choose the Type of data.
    • QuickBooks opens a formatted excel Spreadsheet. After you have entered the information, saved the file and closed it, you will be given the option to Add My Data Now.
    • And then, review results and View data in QuickBooks.
    • End it by selecting the Close option when done.

The point to be noted here is that if you need to import additional customer, vendor or item data from excel using this option, getting back to this window option is always available.

Using CSV files

In order to import a list in the CSV format, you need to install the QuickBooks import excel and CSV toolkit. The tool kit will have the following components:

  • Import from Excel and CSV Manual – A pdf document with instructions, best practices and notes.
  • XLS example folder – A sample excel file containing 4 worksheets, one for each type of list.
  • Allowed fields – a reference guide explain what fields are available for the excel and CSV import.
  • CSV examples folder – sample CSV files, one for each type of list.

For exporting the CSV files, if you are not having MS excel installed on the system or if MS excel is not installed on the system or if yo wishes to View and Edit the data using a different format.

Customer and vendors

  • The initial step is to open the Customer/vendor center.
  • Hit on the Excel drop down, then you can choose the following:
    • Export customer/vendor list: if you wish to export the customer data such as name, balance, or the contact information
    • And Export transactions: If you wish to export transactions.
  • Now, in the export window, you are required to select the Create a comma separated values file.
  • And then click on the Export option.
Create a comma separated values file - Screenshot Image
  • Now assign a File name, and then choose the Location where you wish to save the file.
  • Also, locate, open and Edit the file if needed.

Reports

  • For this, you need to open the Report option.
  • Go for the Excel drop down at the top of the report.
  • Choose the Create new worksheet.
Create new worksheet - Screenshot Image
  • Also, opt for Create a comma separated values file on the send report to Excel window.
Create a comma separated values file - Screenshot Image
  • Afterward, choose Export.
  • Then, assign the file name and select the Location to save the file.
  • You can Locate, open, edit the file as per the requirements.

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Import and export IIF’s

The steps to export IIFs are as follows:

  • At the first, you are required to Sign in the company file as an Admin.
  • And then move to the File menu.
  • Once in the File menu,, opt for the Switch to single user mode option.
  • Subsequently, visit the File menu and then choose the Utilities tab.
  • Next step requires you to hit the Export option.
  • Choose the Export IIF files option.
Export iif files in QuickBooks desktop - Screenshot Image
  • Afterward, you need to opt for the Location to save the IIF from the save in drop down.
  • After that, Enter a name in the file menu and also choose Save.
  • The final step is to choose the OK button.

The steps to import IIFs

  • The initial step is to Sign in the company file as an admin.
  • After that, move to File and opt for the Switch to single user mode.
  • Make a backup of the company file. You can restore it if the data doesn’t import the way it was expected to.
  • After that, proceed to the File menu and choose the Utilities and Import options. Also, select the Import IIF files.
Exporting the file to excel - Screenshot
  • You then need to browse the IIF file, select it and then open it.
  • Last step is to choose Ok to confirm the imported data.

Importing batch transactions from the accountant

QuickBooks batch enter transactions - Screenshot Image

The process to import batch transactions from the accountant involves the following steps:

  • In the inception, you need to choose the Batch enter transactions from the Accountant menu.
  • And then, from the transaction type drop down, hit on the Transactions, you need to Enter.
  • You will have the option to enter multiple checks, deposits, credit card charges or credits, invoices, credit memos, bills and bill credits, but only in the supported versions of QuickBooks.
  • Next step is to opt for the appropriate bank / credit card or AR/AP account from the down arrow. You can also select the Add new to set up the account.
  • Proceeding ahead, access the Spreadsheet containing the transactions to paste it to QuickBooks.
  • Then, Arrange the columns in the spreadsheet to match the column order in the QuickBooks batch enter transactions screen.
  • Subsequently, highlight the Transactional information, and then right click it and also select the Copy option.
  • Follow it up by right-clicking the First date field in the list and choosing Paste in the Batch enter transactions screen.
  • Now the information from the spreadsheet will display the Batch enter transactions screen.
  • Proceed with the steps to Add all transactions.
  • Choose the Save transactions option and hit Yes to save.
  • Finally, select OK to finish the importing process.

It should be noted that the batch transactions cannot be exported, but you can copy multiple transactions from the company file to another in a form that can be imported using the enter batch transactions feature.

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Conclusion!

Our certified experts made sure to encapsulate in this article all the necessary and relevant data pertaining to importing and exporting different data in QuickBooks desktop.

You can give us a call at our dedicated support helpline i.e. 1-800-761-1787, if any of your query remained unanswered. You can also contact us, if you want our experts and certified accounting professionals to carry out the export and import process in QuickBooks desktop on your behalf. Our 24/7 QuickBooks enterprise support team will be happy to help you.

 

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