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Importing Information to QuickBooks Desktop and QuickBooks Online

In this article, will pause downwardly the tools bachelor in QuickBooks Desktop and QuickBooks Online,

With QuickBooks Pro, Premier, Accountant, or Enterprise, you accept the following congenital-in tools

• Pre-formatted Spreadsheet (Simple) Import to bring in new Customers, Vendors, Non-inventory items, and Inventory Items using a built-in spreadsheet that opens in excel and has iv-5 fields, it is limited, simply very simple to use
  
• Advanced Import can bring Customers, Vendors, Employees, Accounts, Service Items, Not-Inventory Parts, Other Charge, and Inventory Items with a mapping tool and so yous may choose which column in your spreadsheet matches the data that can exist loaded into QuickBooks
  
  I recommend you download Intuit'southward template which will brand this process very piece of cake to learn how to do. The item has nearly 20 fields of data you tin can import and the names, such as customers have over 30 fields of importable data, yay!
  Simply, what is Actually keen about this tool, is the power to UPDATE a field/name for an item already in the list, consequently, I can also wipe the data on that particular field, or choice and choose what to update based on what is on the spreadsheet. And then, I am my client'due south PRICELIST UPDATER hero!
  
  I would as well 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. Only this tool is like Dr. Jekyll and Mr. Hyde… Permit me explain, there is the "File, Utilities, Export, Listing equally IIF" side of this
  
  Works very well for moving stuff from QuickBooks File A to QuickBooks File B… but information technology is non always this elementary.
  And so in that location is the "Night side" of IIF, which makes you lot feel like hacker when y'all open these things in excel
  You tin can download Intuit's IIF Kit and open up each sample IIF file in at that place inside excel to see how these are structured, you will see the following templates: Bills, Pecker Credits, Sales Receipts, Credit Memo, Deposit, Estimate, Invoice, Detail Receipt, Periodical Entry, Purchase Order, Payments, Statement Charges, Bank Transfer, and Write Check… not bad for for a free tool. Also, in that location is an awesome utility called the IIF Transaction Creator past Big Cherry Consulting that yous tin can also use, not free but actually effective if you choose to practise IIF imprinting.
  The big CAVEAT, is that IIF has express mistake checking or protection, use at your own chance… your chances of data corruption increase when using IIF's especially modified by not-experts in the bailiwick matter.
• And lastly, Add/Edit Multiple List Entries. The best matter about this tool is the power 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 non equally constructive. This is a dandy tool for creating new items, customers, vendors, and even inventory assemblies.
  It is of import to customize the columns to lucifer your excel spreadsheet
  The great featurette backside this tool, is when updating detail accounts, for example, you tin can choose to update existing transactions besides, retroactively… protected by closing date password, of course.
  

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

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

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

This tool is getting revamped every year, there even so 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-upward tool I have always used. Not merely for importing data, too for information entry is great considering of the power to customize columns which is not available in check registers.

Moving to QuickBooks Online…

Sadly, this is does non have as ability and all-encompassing options to bring information into QBO other then the very powerful bank feeds. In a nutshell there are 2 options:

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

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

I want to go back to the first bullet point about importing banking concern information using a .QBO file. Most people I know are simply aware of the .QBO file that the bank allows you to download, simply you can make ANY CSV or Excel file a .QBO file as long as you got the right converting utility; there are two… one is chosen CSV2QBO and the other Excel to OFX Converter

This video was non recorded by me, but is a great resource for seeing how these built-in information import tools piece of work with QuickBooks Desktop:

-Hector Garcia, CPA
hector@garciacpa.com

Hector Garcia

• Hector Garcia
• nine:25 am
• 2 Comments

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