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Intuit
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Import or export MS Excel files

Learn how to import and export QuickBooks data with MS Excel files.

You can import and export various list and transaction types to and from QuickBooks Desktop using different file formats.

Import Excel files

You can import Customer, Supplier, Items, and Chart of Accounts from an Excel spreadsheet. There are several options available when importing Excel files from QuickBooks.

QuickBooks opens a formatted Excel spreadsheet where you can enter your information. When you save and close the file, you can review results and view your data in QuickBooks.To import Customers, Suppliers, and Products you sell

  1. Go to File menu > Utilities > Import > Excel Files.
  2. If you get the Add/Edit Multiple List Entries window, click No.
  3. Follow the wizard in importing files.
    1. Select the type of data.
    2. QuickBooks opens a formatted excel spreadsheet. Once you have entered your information, saved the file and closed it, you will be given the option to Add My Data Now.
    3. Review results and view Data in QuickBooks.
    4. Click Close when done.

Note: If you need to import additional customer, supplier or item data from excel using this option, you can always go back to this window.

To import Chart of Accounts

Note: Before importing, we recommend that you create a backup of you company file.

  1. Go to the Lists menu, then click Chart of Accounts.
  2. Click the Account drop-down at the bottom, then choose Import from Excel.
  3. Click Browse to select the Excel file you wan to import.
  4. Select the file, then click Open.
  5. Select the Excel Sheet where the data you want to import is on.
  6. Map your accounts.

    Mapping your accounts tell QuickBooks how to import the data from your Excel sheet. The column headings in QuickBooks may be different from your Excel, so you’d need to match them.

    1. Type in a mapping name.
    2. Select Account as Import type.
    3. Match the information under QuickBooks with the column headings in your Excel sheet.
    4. Click Save.
  7. Click Import. If it's your first time to import, click Yes to confirm the process.

For items

Follow the steps below if you are importing items and you do not have an Excel or CSV file yet.

Reminders:

  • Existing inventory items: you CANNOT update their Quantity On Hand (QOH), value on hand (VOH), or average cost.
  • New inventory items: you can set up a Quantity On Hand (QOH) and a Value on Hand (VOH) and establish an average cost. QuickBooks enters an Adjust Quantity/Value on Hand debiting the item's asset account and crediting Opening Balance Equity.
  • If you want to import item quantities or values and you have Advanced Inventory and Multiple Inventory Sites enabled, you must disable Multiple Inventory Sites before importing.
  • Before importing any data, Back up the QuickBooks company file without overwriting any previous backups.
  • You cannot import Subtotal, Payment, and Sales tax items via the Advanced Import function, but you can import them in an IIF file. For details, refer to Export or import IIF files.

Step 1: Turn on inventory preferences

  1. Sign in to your company file as Admin.
  2. Make sure you are on the Single-user mode.Note: On the File menu, option to Switch to Multi-user Mode should be available. If not, select Switch to Single-user Mode.
  3. From the QuickBooks Edit menu, select Preferences.
  4. Select Items & Inventory on the left pane, then go to the Company Preferences tab.
  5. Put a check mark on the Inventory and Purchase Orders are Active box, then select OK.

Step 2: Set up accounts in your data file

  1. From the Lists menu, click Chart of Accounts.
  2. Right click anywhere in the Chart of Accounts then select New.
  3. Select the Account Type. For this step, you need to create the following account types:
    • Income Account to track sales.
    • Cost Of Goods Sold (COGS) Account.*
    • Inventory Asset Account.*

Step 3: Create your data with the following for each item

  • Item Name: Name you want on your item list.
    1. If you are importing Sub-Items, the Parent item must either already exist in the Item List or be above the Sub-item, in list order, on the spreadsheet you are importing.
    2. If you are importing Sub-Items, the Item Name would be formatted with the Parent separated from the Sub-Item by a colon

      Example:WidgetsWidgets:Widget001Widgets:Widget002Widgets:Widget003

  • Item Type: Include type of item, i.e. inventory part, service, etc. Item name must be spelled out just as you see it in QuickBooks.
  • Description of the Item: Written description of the Item that will appear in the Item List, Sales Orders, Sales Receipts, and Invoices.
  • Income Account: Name of the Income Account in which sales of the item will be recorded.
  • Inventory Asset Account: Name of the Asset Account in which the inventory value will be recorded.
  • Name of the COGS Account: Name of the COGS Account in which purchases of the item will be recorded.
  • On Hand Quantity: The Quantity On Hand of the Item (Inventory Items only).
  • Cost of Item: The Cost of the Item.
  • Sales Price: Sales Price of the Item.
  • Total Value: The Total Value of the Item (New Inventory Items only).
  • As Of Date: When the Item was last purchased (New Inventory Items only).
  • Is Passed Thru: Be sure that you put a Y in this column so you can track both cost and price of the item.

IMPORTANT: You must use the same name, spelling, and capitalization as it appears in the Chart of Accounts.

Optional Information:

  • Manufacturers Part Number or SKU: You can also import the part/SKU number of an item.
  • Reorder Point: Once the Item On Hand count reaches this amount, QuickBooks will prompt you to reorder more Items.

Step 4: Create the spreadsheet

Create the spreadsheet using these tables as guides:

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Step 5: Prepare to import

Make sure you know the location of the Excel spreadsheet file. QuickBooks will sync with the spreadsheet during the process.

  1. Start QuickBooks.
  2. Open your company data file.
  3. Back up the QuickBooks company file without overwriting any previous backup.

Step 6: Import the spreadsheet

  1. Go to File menu > Utilities > Import > Excel Files.
  2. On the Add/Edit Multiple List Entries, click No.
  3. Click Advanced Import.
  4. Setup a mapping.
    1. Click Browse and choose the Excel file.
    2. Choose the correct sheet in the Excel workbook.
    3. Check This data file has header rows box to identify the available headers from your file.
    4. On Choose a mapping dropdown, select Add New.
  5. On the Mappings window:
    1. On the mapping name field, type a name to easily identify the mapping (Customer, Suppliers, etc…).
    2. From the Import type dropdown, choose the data you are importing.
    3. Match the QuickBooks and Import Data columns, then select Save.Note: QuickBooks column displays the available customer fields in QuickBooks and Import Data column displays the available row headers on your Excel file. If you don’t have data from your file that will match the fields in QuickBooks, leave it blank.
    4. Click Preview to verify the mapping.
    5. Click Import to complete the import.
  6. If you receive the Duplicate Record Found error, you will be presented with these options:
    • Keep existing data and discard import data.
    • Replace existing data with import data, ignoring blank fields.
    • Replace existing data with import data, including blank fields.

    To fix the errors:

    1. Choose the appropriate option.
    2. Click Apply or Apply to all.
    3. You will receive a notification indicating the number of successful imports and the number of errors. If you have errors, select Save for the error log and review it to determine necessary action to resolve the errors.
    4. Re-import list as needed.

For customers, suppliers and other lists data

Use this option if you are importing Customers, Suppliers, Items and other lists data and you have an Excel file or CSV data already formatted for QuickBooks.

  1. From the File menu, click Utilities > Import > Excel Files.
  2. On the Add/Edit Multiple List Entries, click No.
  3. Click Advanced Import.
  4. Set up a mapping.
    1. Click Browse and choose the Excel file.
    2. Choose the correct sheet in the Excel workbook.
    3. Check This data file has header rows box to identify the available headers from your file.
    4. On the Choose a mapping dropdown, select Add New.
  5. On the Mappings window:
    1. On the mapping name field, type a name to easily identify the mapping (Customer, Suppliers, etc…)
    2. From the Import type dropdown, choose the data you are importing.
    3. Match the QuickBooks and Import Data columns, then select Save.Note: QuickBooks column displays the available customer fields in QuickBooks and Import Data column displays the available row headers on your Excel file. If you don’t have data from your file that will match the fields in QuickBooks, leave it blank.
    4. Click Preview to verify the mapping.
    5. Click Import to complete the import.
  6. If you receive the Duplicate Record Found error, you will be presented with these options:
    • Keep existing data and discard import data.
    • Replace existing data with import data, ignoring blank fields.
    • Replace existing data with import data, including blank fields.

    To fix the errors:

    1. Choose the appropriate option.
    2. Click Apply or Apply to all.
    3. You will receive a notification indicating the number of successful imports and the number of errors. If you have errors, select Save for the error log and review it to determine necessary action to resolve the errors.
    4. Re-import list as needed.

This option allows you to add and edit multiple customers, suppliers and items. This is for list information (name, description, etc.) and cannot be used to import transactions (invoices, bills, etc…).

  1. From the Lists menu, select Add/Edit Multiple List Entries.
  2. Click the List dropdown and choose the list you want to work with.
  3. Filter the list to see a particular record.
  4. (Optional) Click the Customize Columns button to choose which columns you want to see in the Add/Edit Multiple List Entries window. This way, you can easily work on the columns you need. Click the Default button to return to the preset columns for the list.
    1. To add: from the left pane, select a column and click Add.
    2. To remove: from the right pane, select a column and click Remove.
    3. To rearrange the column order: from the right pane, select the column and click Move Up or Move Down.
    4. Click Ok.NOTE: Columns like customer or supplier name are required and cannot be removed. You can only change their order.
  5. Add or edit the entries by clicking the appropriate fields. Note that you can copy (Ctrl+C) data from Excel and paste (Ctrl+V) it into this window. You can also Copy down and Duplicate rows (highlight any field and click Copy Down and Duplicate Row)
  6. Click Save Changes.

After saving your changes, you will receive a warning telling you the number of records saved. QuickBooks will also tell you if there are errors that need to be fixed.

To fix the errors:

  1. Click or hover your mouse in any field to see what the error is.
  2. Update the record to fix the errors.
  3. Click Save Changes and repeat the process until all errors are fixed. Note that If you don’t want to fix an error, you can save the changes you’ve made so far and click Close without making further changes. QuickBooks will not save the changes that contain errors.

Export Excel files

You can export Customer, Supplier, Payroll lists and transactions, as well as Items list into an Excel spreadsheet. If you need to change a report’s appearance or contents in ways that are not available in QuickBooks, you can also export reports and customize it in Excel without affecting your QuickBooks data.

  1. Open the Customer/Supplier/Payroll centre.
  2. Click the Excel drop-down and choose:
    • Export Customer/Supplier/Employee list if you want to export customer/supplier/employee data such as name, balances and contact information.
    • Export Transactions if you want to export transactions (either by name or transaction type).
  3. In the Export window, choose whether to create a new worksheet or update an existing worksheet.
  4. Click the Export button. QuickBooks opens MS Excel and you can edit the information as needed.
  1. Go to Lists menu > Item List.
  2. On the Excel dropdown, choose Export all Items.
  3. In the Export window, choose whether to create a new worksheet or update an existing worksheet.
  4. Click the Export button. QuickBooks opens MS Excel. You can edit the information as needed.

Information that QuickBooks exports to Excel include:

  • Data in the report, as it is displayed on screen
  • Formula for subtotals, totals, and other calculations
  • Row labels that describe the contents of each row
  • Headers and footers from the QuickBooks report
  1. Open the report you want to export.
  2. Click the Excel drop-down at the top of the report, then select Create New Worksheet or Update Existing Worksheet
  3. In the Send Report to Excel window, choose what you'd like to do with the report.
  4. Click the Advanced button to see other available options for the exported report then click OK.To ensure the exported report will show Header information

    If you are using a newer version of MS Excel and the exported report does not show header information, go to the Printing options section and make sure the On Printed report and screen radio button is selected.

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  5. Click the Export button. QuickBooks opens MS Excel. You can edit your data as needed.

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