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Importing Data to QuickBooks Desktop and QuickBooks Online

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

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

• Pre-formatted Spreadsheet (Simple) Import to bring in new Customers, Vendors, Not-inventory items, and Inventory Items using a built-in spreadsheet that opens in excel and has 4-v fields, information technology is limited, but very simple to use
  
• Advanced Import can bring Customers, Vendors, Employees, Accounts, Service Items, Non-Inventory Parts, Other Charge, and Inventory Items with a mapping tool and so you may choose which column in your spreadsheet matches the information that tin can be loaded into QuickBooks
  
  I recommend you lot download Intuit's template which will make this process very piece of cake to learn how to practise. The item has well-nigh 20 fields of data you lot can import and the names, such equally customers have over 30 fields of importable data, yay!
  But, what is REALLY cracking virtually this tool, is the ability to UPDATE a field/proper noun for an item already in the list, consequently, I can as well wipe the data on that particular field, or pick and choose what to update based on what is on the spreadsheet. So, I am my client's PRICELIST UPDATER hero!
  
  I would besides recommend downloading Intuit's CSV/EXCEL Import kit, contains a few interesting examples.
• IIF – Intuit Interexchange Format, while most people choose to "stay away" from this blazon of import, it is a very versatile tool. But this tool is like Dr. Jekyll and Mr. Hyde… Permit me explain, in that location 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 always this elementary.
  So in that location is the "Dark side" of IIF, which makes y'all feel similar hacker when you lot open these things in excel
  You can download Intuit's IIF Kit and open each sample IIF file in in that location inside excel to run into how these are structured, you will meet the following templates: Bills, Bill Credits, Sales Receipts, Credit Memo, Deposit, Gauge, Invoice, Item Receipt, Periodical Entry, Purchase Order, Payments, Argument Charges, Bank Transfer, and Write Check… corking for for a free tool. Also, there is an awesome utility called the IIF Transaction Creator by Big Scarlet Consulting that you can also utilize, non free but really effective if you choose to do IIF imprinting.
  The big CAVEAT, is that IIF has express mistake checking or protection, employ at your own risk… your chances of data abuse increase when using IIF'due south specially modified by non-experts in the field of study affair.
• And lastly, Add/Edit Multiple List Entries. The best thing about this tool is the ability to COPY/PASTE from Excel, so now you have a friendly and familiar interface for experienced Excel users. Warning, for updating lets say prices, on items, this tool is not every bit effective. This is a bully 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 great featurette behind this tool, is when updating item accounts, for example, you lot can choose to update existing transactions likewise, retroactively… protected past endmost date password, of course.
  

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

Now we can finally re-create/paste transaction information such as:

• Invoices and Credit Memos
• Deposits
• Credit Card Charges & Credits
• Bills and Vendor Credit Memos

This tool is getting revamped every year, there still some challenges such as importing items with multiple items or checks with splits in the accounts. Only this is single handedly the most powerful write-up tool I have ever used. Not just for importing data, also for information entry is great because of the ability to customize columns which is not bachelor in check registers.

Moving to QuickBooks Online…

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

1. Import Bank Data using .QBO files
   
2. Import transaction data using 3rd party tools such equally Transaction Pro or Zed Axis
3. Importing List of customer or list of vendors

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

I want to go back to the showtime bullet betoken about importing bank data using a .QBO file. Most people I know are only aware of the .QBO file that the depository financial institution allows you to download, only you can make ANY CSV or Excel file a .QBO file as long as you got the right converting utility; there are ii… one is called CSV2QBO and the other Excel to OFX Converter

This video was non recorded by me, but is a peachy resource 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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