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Chris_Atlantic
Level 2

Bulk import of Customer / Supplier Opening Balances (Desktop Premier)

Hello,

I currently use QuickBooks Enterprise Version and have recently purchased the QuickBooks desktop Premier 2021 Version.

In the current Enterprise Version, I do have approx. 4K customers & 1K suppliers – and most of the accounts have an opening balance – Either a Debit / Credit.

Is there a Sample file structure or a template available wherein I can import the same using IIF files or Excel onto QuickBooks Desktop Premier? I have tried using the custom template that’s available on the desktop premier version – but that does not provide an option to enter an opening balance.

Do I need to first import the customer/supplier list and then import the opening balances via journal entry?

I will not be in a position to manually update the opening balances for an individual client as of X date.

Any help or some guidance on how to do it will be helpful.  I also did check with QB support but in Vain.

Many Thanks

Chris.

Solved
Best answer November 24, 2020

Accepted Solutions
JonpriL
Moderator

Bulk import of Customer / Supplier Opening Balances (Desktop Premier)

Hello @Chris_Atlantic,

 

Let me help share information about how you use an IIF file to transfer your list entry in both QuickBooks version.

 

To start with, you'll have to download a kit containing all the tasks you need to do in creating an IIF file of your list entry. Also, the article has listed a sample file you can create based on the list entry you need to transfer.

 

That being said, here's an article where you can find the link to download the IIF kit: IIF Overview: import kit, sample files, and headers.

 

Once done, this article will show you the steps on how to transfer the IFF file in each QuickBooks version: Export, import, and edit IIF files.

 

Additionally, I've got you this helpful article for the troubleshooting steps in case you'll bump into an error while importing your IFF file: Improved IIF Import in QuickBooks.

 

If there's anything else that I can help you with, please let me know in the comments. I'll be here to lend a hand. Stay safe!

View solution in original post

9 REPLIES 9
Ashleigh1
QuickBooks Team

Bulk import of Customer / Supplier Opening Balances (Desktop Premier)

Hello Chris,

 

Welcome to the Community page, 

 

If you go to customise you can add in the opening balance field and as for the template as long as it matches the layout in Quickbooks it should be fine to upload without any issues. You can recognise Quickbooks order as well if you would prefer not to change the excel file. 

 

You can try the IIF if you want but it's not supported by us as it's not a file type we can modify so it's at your own risk. It may work, it may not. 

 

We would recommend using Excel to upload instead. 

Fiat Lux - ASIA
Level 15

Bulk import of Customer / Supplier Opening Balances (Desktop Premier)

@Chris_Atlantic 

Consider having one of these migration tool to speed up your works. You may import the opening balance as Journal Entry.

https://transactionpro.grsm.io/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

Chris_Atlantic
Level 2

Bulk import of Customer / Supplier Opening Balances (Desktop Premier)

Many thanks..

Chris_Atlantic
Level 2

Bulk import of Customer / Supplier Opening Balances (Desktop Premier)

Many thanks.. is there a sample file or  a header structure  for chart of accounts, Line items, Customers & Vendors - I would need it for testing purposes.... Also i would like to know what's the best way to import opening balances in one go.

  1. As per my knowledge the system will not import opening balances on existing account and can only be set for new account.

My current data sits in QB Enterprise and i will need to migrate to QB Premier. I know there are third party clients who  convert files, but am not looking at this point of time during my testing.

Any help will be appreciated.

JonpriL
Moderator

Bulk import of Customer / Supplier Opening Balances (Desktop Premier)

Hello @Chris_Atlantic,

 

Let me help share information about how you use an IIF file to transfer your list entry in both QuickBooks version.

 

To start with, you'll have to download a kit containing all the tasks you need to do in creating an IIF file of your list entry. Also, the article has listed a sample file you can create based on the list entry you need to transfer.

 

That being said, here's an article where you can find the link to download the IIF kit: IIF Overview: import kit, sample files, and headers.

 

Once done, this article will show you the steps on how to transfer the IFF file in each QuickBooks version: Export, import, and edit IIF files.

 

Additionally, I've got you this helpful article for the troubleshooting steps in case you'll bump into an error while importing your IFF file: Improved IIF Import in QuickBooks.

 

If there's anything else that I can help you with, please let me know in the comments. I'll be here to lend a hand. Stay safe!

Chris_Atlantic
Level 2

Bulk import of Customer / Supplier Opening Balances (Desktop Premier)

Hello Jonpril

 

Many thanks for sharing the file, that was very much useful.

 

With the customer and vendor, I was able to import using IIF file, but the opening balances never got imported and showed  '0.00'

 

As am exporting the opening balances from my current 'QB Enterprise' and importing it to 'QB Desktop Premier' version by making the necessary changes to the structure format - should i be importing it by hitting the Chart of Accounts - Accounts Receivable / Accounts Payable or import all customers / vendors opening balances as a journal entry ?

 

It's the same with Chart of Accounts - When i imported the data of my old company file to QB Desktop Premier, it never took the opening balances and showed everything as - 0.00.

 

Any idea, how do i go about it?

 

Kind Regards,

Chris.

 

Ashleigh1
QuickBooks Team

Bulk import of Customer / Supplier Opening Balances (Desktop Premier)

Hello Chris, 

 

So if you are creating a new customer then you will be able to put an open balance in for that new customer. 

 

If it is for customers that already exist in your account then you would need to put the opening balance in via a journal entry. 

dpb
Level 1

Bulk import of Customer / Supplier Opening Balances (Desktop Premier)

IIF Overview: import kit, sample files, and headers.  Excepting it has no sample file that illustrates importing opening balances so it's of no real help for this issue.

I'm creating a new company from a plethora of workbooks kept by a local nonprofit -- with several hundred donor funds, each of which must have three subaccounts so it's a lot of work (not to mention error prone) to have to do manually.  And, that's just for starters for the multitude of other accounts.

The only thing the IIF manual says is to NOT try to import OBAMOUNT in the ACCNT creation/import:

"The opening balance of the account. Leave the amount blank and import the account without an opening balance. If the account must have an opening balance, use the TRNS keyword to create an opening balance transaction for the account."

But transaction TRNS entry with the TRNSTYPE of BEGINBALCHECK fails with a "Account out of Balance"

error.

So, show us an example IIF file that will create an Equity account and assign an opening balance to it.  Referring to nonexistent examples elsewhere doesn't cut it.

Giovann_G
Moderator

Bulk import of Customer / Supplier Opening Balances (Desktop Premier)

Hello there, dpb.

 

I understand you need the sample for the IIF file that creates an Equity account with an opening balance on it. Currently, we're unable to provide support for importing and exporting IIF files. Instead, you'll want to reach out to the third-party provider that your file came from.

 

Alternatively, you can look for any third-party app that offers this capability. Please use this link to find one: QuickBooks apps

 

You can follow these easy steps below once you have your IIF files ready:

 

  1. Sign in to your company file as an admin.
  2. Go to the File menu, then Utilities.
  3. Select Import, then Import IIF.
  4. Choose the IIF file you want to import, then hit Open.
  5. Click OK to confirm the import.

 

For more details, you can review this article: Export, import, and edit IIF files.

 

Additionally, I've included the following materials below to help you organise your chart of accounts in QuickBooks Desktop:

 

 

You're always welcome to post your reply if you have further questions or concerns about importing data. We're here to back you up.

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