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TJ26
Level 2

Exporting Transaction Data

I am trying to export Ship/Bill to information from all Sales Orders, Invoices, Purchase Orders and Bills/items received. When exporting the data from reports I can only extract Address Line 1, Address Line 2, city, state and zip. How can I extract Address Line 3, Address Line 4 and Address Line 5?

11 Comments 11
Joesem M
QuickBooks Team

Exporting Transaction Data

Thanks for posting in the Community, @TJ26.

 

You can run and customize the Customer Contact List report and export it to Excel. I'll guide you how:

 

  1. Go to the Reports tab.
  2. Select List then click Customer Contact List.
  3. Click Customize Report.
  4. In the Display tab, search and put a check-mark for  Ship to 3,4,5.
  5. Click OK.
  6. Select the Excel drop-down, then select Create New Worksheet.

 

I've got you some articles for more details:

 

You might also want to read this article to learn how to memorize reports in QuickBooks Desktop: Create, Access and Modify Memorized Reports.

 

Please let me know if you have any other questions. I'm here to lend a hand. Have a good one.

TJ26
Level 2

Exporting Transaction Data

Hi Joesem,

 

Thanks for the reply. However, this does not yield ship to addresses for transactions like Sales Orders. My sales orders do not always have the same ship-to address as the customer ship-to address. How can I retrieve the address information from Sales Orders and Invoices and export them?

Ashley H
QuickBooks Team

Exporting Transaction Data

Thanks for the reply, @TJ26.

 

At this time, there's not a way to export pieces of information from transactions in QuickBooks Desktop. You'll have to manually grab each piece of information from each transaction and put it into a spreadsheet. I'm going to submit feedback to our Product Development Team about bringing in a feature to allow this to happen. you can visit our Blog to see updates to our Products, as well as seeing what's coming in the future!

 

If you have any other questions or concerns, please let me know. Have a great day!

 

 

 

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TJ26
Level 2

Exporting Transaction Data

That can't be though. The data exists on my server. I just need to access the data. How do I access it? I have over 60,000 sales orders, I am not going to go through each one.

Rejeil_O
QuickBooks Team

Exporting Transaction Data

Hello there @TJ26,

 

Let me share with you my ideas on how to access the Ship to address statement in QuickBooks Desktop. Only the address 1 will be shown in the report. For ship to address, you can just add a column to the report by customizing it. Let me walk you through the steps on how to pull up and customize the report to show the ship to address. Here's how:

 

  1. Go to the Reports menu.
  2. Select the Sales tab, then choose Open Sales Order by Customer.
  3. Click the Customize Report button.
  4. Select the Display tab.
  5. In the Columns field, search Ship To Address.
  6. Put a checkmark on the Ship to Address you want to show in the report.
  7. Click Report.

 

The ship to address that will show up in the report will be based on the transaction, which will not be the current address of the customer from their profile.

 

You can memorize the report once done customizing it, to save the modified settings.

 

Also, you can visit the QuickBooks Desktop Help Article to learn more about the customers' report and also guidance for exporting the report in QuickBooks Desktop.

 

Fill me in if you need more help by leaving a comment below. I'll be around in the Community to help. Take care and have a great day!

Fiat Lux - ASIA
Level 15

Exporting Transaction Data


@TJ26 wrote:

I am trying to export Ship/Bill to information from all Sales Orders, Invoices, Purchase Orders and Bills/items received. When exporting the data from reports I can only extract Address Line 1, Address Line 2, city, state and zip. How can I extract Address Line 3, Address Line 4 and Address Line 5?


@TJ26 

Utilize a 3rd party exporter tool from these options:

https:// transactionpro.grsm.io/qbd

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

 

You may get the data as follows:

Sales Orders

CustomerTransaction DateRefNumberPO NumberClassTemplate NameTo Be PrintedShip DateBillTo Line1BillTo Line2BillTo Line3BillTo Line4BillTo CityBillTo StateBillTo PostalCodeBillTo CountryShipTo Line1ShipTo Line2ShipTo Line3ShipTo Line4ShipTo CityShipTo StateShipTo PostalCodeShipTo CountryPhoneFaxEmailContact NameFirst NameLast NameRepDue DateShip MethodCustomer MessageMemoCust. Tax CodeItemQuantityDescriptionPriceItem Line ClassService DateFOBCustomer Acct NoTermsSales Tax ItemTo Be E-MailedOtherOther1Other2Unit of MeasureCurrencyExchange RateSales Tax Code
Anne's Bakery01/09/2020100   Y15/09/2020Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonCabinets10Cabinets1000    Net 30 Days        Non
Anne's Bakery01/09/2020100   Y15/09/2020Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonHardware10Hardware50    Net 30 Days        Non
John's Barber Shope02/09/2020101   Y15/09/2020John's Barber Shope1 Main Street  AnytownNY12345USAJohn's Barber Shope1 Main Street  AnytownNY12345USA(999) 888-8888          NonBlueprints1Blueprints500    Net 30 Days        Non

 

Invoices

CustomerTransaction DateRefNumberPO NumberTermsClassTemplate NameTo Be PrintedShip DateBillTo Line1BillTo Line2BillTo Line3BillTo Line4BillTo CityBillTo StateBillTo PostalCodeBillTo CountryShipTo Line1ShipTo Line2ShipTo Line3ShipTo Line4ShipTo CityShipTo StateShipTo PostalCodeShipTo CountryPhoneFaxEmailContact NameFirst NameLast NameRepDue DateShip MethodCustomer MessageMemoCust. Tax CodeItemQuantityDescriptionPriceIs PendingItem Line ClassService DateFOBCustomer Acct NoSales Tax ItemTo Be E-MailedOtherOther1Other2Unit of MeasureAR AccountCurrencyExchange RateSales Tax Code
Anne's Bakery01/09/2020100    Y15/09/2020Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonCabinets10Cabinets1000              Non
Anne's Bakery01/09/2020100    Y15/09/2020Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonHardware10Hardware50              Non
John's Barber Shope02/09/2020101    Y15/09/2020John's Barber Shope1 Main Street  AnytownNY12345USAJohn's Barber Shope1 Main Street  AnytownNY12345USA(999) 888-8888          NonBlueprints1Blueprints500              Non

 

Purchase Orders

VendorTransaction DatePO NumberClassShipTo EntityBillTo Line1BillTo Line2BillTo Line3BillTo Line4BillTo CityBillTo StateBillTo PostalCodeBillTo CountryShipTo Line1ShipTo Line2ShipTo Line3ShipTo Line4ShipTo CityShipTo StateShipTo PostalCodeShipTo CountryTermsDue DateExpectedShip MethodFOBVendor MessageMemoVendor Acct NoItemQuantityDescriptionRateCustomerService DateTo Be PrintedTemplate NameVendor EmailTo Be E-MailedItems ClassOther1_HeaderOther2_HeaderOther1Other2Unit of MeasureManuf Part NumberCurrencyExchange Rate
John's Lumber01/09/20208  John's Lumber1 Main Street  NewtonNY12345USAJohn's Lumber1 Main Street  NewtonNY12345USA        Cabinets10Cabinets200               
John's Lumber01/09/20208  John's Lumber1 Main Street  NewtonNY12345USAJohn's Lumber1 Main Street  NewtonNY12345USA        Hardware20Hardware10               
Jane's Landscape Design02/09/20209  Jane's Landscape Design200 Smith Street  AnytownNY11111USAJane's Landscape Designe200 Smith Street  AnytownNY11111USA        Door Frame1Door Frame1000Baker, Chris Y            

 

Item Receipts with Bills

VendorTransaction DateRefNumberMemoVendor Acct NoReceive Against PO # Items ItemItems QtyItems DescriptionItems CostItems ClassItems CustomerItems BillableAP Account
New Builder01/09/2011100   Hardware1Hardware20  N 
New Builder01/09/2011100   Cabinets1Cabinets200  N 
John's Landscaping Supply01/09/2011105   Loom50Loom100 John DoeY 

 

TJ26
Level 2

Exporting Transaction Data

Can I access my own data without paying someone for it? If it is on my server, can I access it on my own?

TJ26
Level 2

Exporting Transaction Data

Can I access my own data without paying someone for it?

TJ26
Level 2

Exporting Transaction Data

Trying to bump this, can I access all of my data without paying someone for it?

TJ26
Level 2

Exporting Transaction Data

I spoke with the people at transaction pro from the link you provided and they also cannot export address line 3, 4 and 5 of the sales order and other transactions. How can I do this?

Fiat Lux - ASIA
Level 15

Exporting Transaction Data

@TJ26 

Prepare your sample data file, upload it into any cloud storage (e.g GDrive), and send your email addess in a private message to us. 

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