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Copy multiple transactions from one company file to another

by Intuit Updated 1 month ago

Do you need to copy multiple transactions from a QuickBooks company file to another? This is possible in QuickBooks 2018 or newer (Premier Accountant Edition or Enterprise Accountant Edition) for the following transactions:

  • Cheques
  • Deposits
  • Credit Card Charges and Credits
  • Bill and Bill Credits
  • Invoice and Credit Memos

This process works on accountant's copy as long as the transaction date is prior to the dividing date. Get more help with setting up a new QuickBooks Desktop company file.

Step 1: Set the Preferences appropriately to allow the export

  1. Disable the use of Account Number.
    1. From the Edit menu, choose Preferences.
    2. Select Accounting and choose Company Preferences tab.
    3. Uncheck Use account numbers, then select OK.
  2. Disable Sales Tax.
    1. From the Edit menu, choose Preferences.
    2. Select Sales Tax and choose Company Preferences tab.
    3. In "Do you charge sales tax" section, select No, then choose OK.

Step 2: Create a Custom Transaction Detail report

  1. From the Reports menu, choose Custom Reports and select Transaction Detail.
  2. Select Customize Reports and modify the report as follows:
    1. Choose the desired date.
    2. Transaction Type: Choose your desired transaction type.
    3. Detail Level: All Except Summary
    4. Select the following columns depending on the type of transaction:
      • Date
      • Num (Cheque Number)
      • Name (Payee)
      • Account
      • Debit (Amount)
      • Memo


      • Name (Received From)
      • Account (Account From)
      • Memo
      • Num (Cheque No.)
      • Credit Amount

      Credit Card Charges and Credits

      • Date
      • Name (Payee)
      • Account
      • Debit (Amount)
      • Memo

      Bills and Bill Credits

      • Date
      • Num (Ref No.)
      • Name (Supplier)
      • Terms
      • Debit (Amount)
      • Item Description

      Invoices and Credit Memos

      • Date
      • Number
      • Name (Customer:Job)
      • Terms
      • Debit (Amount)
      • Item Description (Description)
      • Item
      • Qty
      • Sales Price (Rate)
      • Amount (Total)
  3. To run the report, select OK.
  4. Memorize the report and save as PDF if desired.

Step 3: Export the report in excel

  1. While the report is open, select the Excel drop-down.
  2. Choose Create New Worksheet.
  3. Select in a new workbook, then choose Export.

Step 4: Batch Enter Transactions

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