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Importing Data to QuickBooks Desktop and QuickBooks Online

• Hector Garcia
• August 29, 2014

In this article, will break down the tools available in QuickBooks Desktop and QuickBooks Online,

With QuickBooks Pro, Premier, Auditor, or Enterprise, you lot have the following built-in tools

• Pre-formatted Spreadsheet (Elementary) Import to bring in new Customers, Vendors, Non-inventory items, and Inventory Items using a built-in spreadsheet that opens in excel and has 4-5 fields, it is express, but very uncomplicated to use
  
• Advanced Import tin bring Customers, Vendors, Employees, Accounts, Service Items, Non-Inventory Parts, Other Charge, and Inventory Items with a mapping tool and so you may cull which column in your spreadsheet matches the data that can be loaded into QuickBooks
  
  I recommend you download Intuit's template which volition make this process very easy to learn how to exercise. The item has about 20 fields of data you tin import and the names, such as customers have over thirty fields of importable data, yay!
  Merely, what is Actually neat well-nigh this tool, is the power to UPDATE a field/name for an item already in the listing, consequently, I can also wipe the data on that particular field, or selection and choose what to update based on what is on the spreadsheet. And so, I am my customer'southward PRICELIST UPDATER hero!
  
  I would also recommend downloading Intuit'southward CSV/EXCEL Import kit, contains a few interesting examples.
• IIF – Intuit Interexchange Format, while about people cull to "stay away" from this type of import, it is a very versatile tool. But this tool is like Dr. Jekyll and Mr. Hyde… Let me explain, at that place is the "File, Utilities, Export, List as IIF" side of this
  
  Works very well for moving stuff from QuickBooks File A to QuickBooks File B… but it is not e'er this simple.
  And then there is the "Dark side" of IIF, which makes you experience similar hacker when you lot open up these things in excel
  You tin download Intuit'southward IIF Kit and open up each sample IIF file in at that place within excel to see how these are structured, you volition run into the post-obit templates: Bills, Bill Credits, Sales Receipts, Credit Memo, Deposit, Approximate, Invoice, Detail Receipt, Journal Entry, Buy Social club, Payments, Argument Charges, Depository financial institution Transfer, and Write Check… peachy for for a gratuitous tool. Besides, there is an crawly utility called the IIF Transaction Creator by Big Cherry Consulting that you lot can also use, not gratis but actually effective if you lot cull to do IIF imprinting.
  The big CAVEAT, is that IIF has express error checking or protection, use at your own take a chance… your chances of data corruption increase when using IIF's peculiarly modified by non-experts in the subject thing.
• And lastly, Add/Edit Multiple Listing Entries. The all-time matter about this tool is the ability to COPY/PASTE from Excel, so now you take a friendly and familiar interface for experienced Excel users. Alarm, for updating lets say prices, on items, this tool is not as effective. This is a great tool for creating new items, customers, vendors, and even inventory assemblies.
  It is of import to customize the columns to match your excel spreadsheet
  The bang-up featurette behind this tool, is when updating item accounts, for instance, you can choose to update existing transactions every bit well, retroactively… protected by endmost date password, of course.
  

With QuickBooks Accountant Edition (and Enterprise Auditor), you lot get all of the above plus a relatively new tool introduced in 2013 named Batch Enter Transactions . Some other game-changer from the makers of Add/Edit Multiple list entry…

At present we tin can finally copy/paste transaction data such every bit:

• Invoices and Credit Memos
• Deposits
• Credit Bill of fare Charges & Credits
• Bills and Vendor Credit Memos

This tool is getting revamped every year, at that place still some challenges such as importing items with multiple items or checks with splits in the accounts. But this is single handedly the most powerful write-up tool I have ever used. Not only for importing data, likewise for data entry is great because of the ability to customize columns which is not available in check registers.

Moving to QuickBooks Online…

Sadly, this is does not have equally power and extensive options to bring data into QBO other then the very powerful banking concern feeds. In a nutshell there are two options:

1. Import Banking company Data using .QBO files
   
2. Import transaction information using 3rd party tools such equally Transaction Pro or Zed Centrality
3. Importing List of client or list of vendors

Under the New Client and New Vendor buttons is the import feature, but very limited number of fields

I want to get dorsum to the starting time bullet bespeak about importing banking company data using a .QBO file. Most people I know are only enlightened of the .QBO file that the bank allows you to download, but you can make Any CSV or Excel file a .QBO file every bit long as yous got the right converting utility; there are 2… ane is called CSV2QBO and the other Excel to OFX Converter

This video was non recorded by me, but is a peachy resources for seeing how these built-in data import tools work with QuickBooks Desktop:

-Hector Garcia, CPA
hector@garciacpa.com

Hector Garcia

• Hector Garcia
• 9:25 am
• 2 Comments

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