Import or Export MS Excel Files into QuickBooks?

Import or Export MS Excel Files into QuickBooks

You have come to the right site if you have been searching the internet for the steps to import or export MS excel files into QuickBooks. You might believe that the only way to access information is to start from scratch, but it’s actually possible to move data to and from QuickBooks. In addition to making it easier for you to convert, upgrade, or create a new company file, this method also saves you a significant amount of time that you can use for other, more crucial duties. There are a few fundamental processes that make up the process of import or export MS excel files into QuickBooks online, which we will go over later in this post. To avoid missing any of the instructions, make sure to read the article till the end. 

A Quick Overview of the Data Import and Export Process

The import of bank transactions, accountant modifications, general journal entries, and batch transactions are all implied when we talk about importing data. The vendors and customers can also be imported. Additionally, the same can be exported, together with the customer and vendor lists, available journal entries, etc. We’ll examine some of the lists and transaction types you can load into QuickBooks.

Lists you can import

You can import a vast amount of data. Let’s look at the elements that you can import without any problems.

  • Vendor types
  • Items
  • Charts of accounts
  • Employees
  • To dos
  • Sales tax codes
  • Notes
  • Shipping methods
  • Other names
  • Customers and customer: jobs
  • Payment terms
  • Customer messages
  • Classes
  • Sales reports
  • Vendors
  • Customer and job types
  • Payment methods
  • Budgets
  • Price levels

Transactions that Can be imported

Let’s now talk about the transactions that can be imported.

The following is a list of the transactions that can be imported:

  • Cash sales to customers
  • Invoices
  • Account beginning balances
  • Checks
  • Account transfers of funds
  • Deposits
  • Vendor bills
  • Payments from customers
  • Estimates
  • Vendor bills refunds
  • General journal entries
  • Credit card refunds to customers
  • Purchase orders
  • Credit card refunds to customers
  • Credit memos to customers

Important pointers to be noted

While exporting and importing data into QuickBooks, there are a few things to keep in mind.

The following are a few of the more significant ones:

  • Before importing the data, you should also consult the accountant.
  • Make a backup of your data files because you cannot undo information that has been imported, which is why you should do so.

Searching for tools that can help you import the data from the Intuit marketplace is another important step.

Process to Import or Export MS Excel Files into QuickBooks

We’ll go over each step for each item individually because the procedures for importing and exporting may be different:

MS EXCEL

A few simple steps make up the typical import procedure for Microsoft Excel. The information can be entered in QuickBooks using a prepared Excel spreadsheet. You may check the outcomes and see the data in QuickBooks after you save and close your file.

Export MS Excel Files

The processes listed below can be followed in order to import customers, vendors, and products:

  • Select the Utilities option from the File menu
  • Select the “Import” from the menu
  • After that, click on the Excel files
  • You must select “No” if the Add or edit multiple list entries window appears on your screen
  • To import the files, follow the wizard’s instructions:
    • Select the type of dataA prepared Excel Spreadsheet is opened by QuickBooks The option to “Add My Data Now” will be shown to you once you have completed the information entry, saved the file, and closed itAfterward, review the outcomes and view the data in QuickBooks
    • When finished, select Close to put an end to it.

It’s important to remember that this option always gives you the option of getting back to this window if you need to import more customer, vendor, or item data from Excel.

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Using CSV files

You must install the QuickBooks import excel and CSV toolkit in order to import a list in the CSV format.

The following items will be included in the tool kit:

  • Import from Excel and CSV Manual- Instructions, best practices, and notes are provided in the Import from Excel and CSV Manual pdf document.
  • XLS example folder- One worksheet for each sort of list may be found in the XLS example folder, which contains a sample excel file.
  • Allowed fields- What fields are available for the excel and CSV import are explained in the list of “allowed fields.”
  • CSV examples folder- Each type of list has a sample CSV file in the CSV examples folder.

If MS Excel is not installed on your computer, if you want to see and edit the data in a different format, or if you don’t have MS Excel on your computer, you can export QuickBooks Excel, CSV files.

Customer and vendors

  • Launching the Customer/Vendor Center is the first step
  • Choose from the options after clicking the Excel drop-down menu:
  • If you want to export client information like name, balance, or contact details, click on the button labelled “Export customer/vendor list”
  • And Export-related activities: the export of transactions
  • You must now choose Create a comma separated values file from the export window’s list of options
  • Now, select the “Export” tab
  • Then choose the location where you want to save the file after giving it a file name
  • In the end, locate, open and then Edit th file, if necessary.

Reports

  • You must first select the Report option in order to do this
  • Use the Excel drop-down menu that is located at the report’s top
  • Select Create new worksheet
  • Additionally, select Create a comma separated values file from the send report to Excel window
  • Then select the Export option
  • After that, choose a location to save the file and assign a file name
  • You can find, open, and edit the file as needed.

Import and Export IIF’s

The following are the steps for exporting IIFs:

  • You must initially sign in as an administrator in the company file
  • After that, proceed to the File menu
  • Select the Switch to single user mode option from the File menu
  • Then select the Utilities tab from the File menu by going to the File menu
  • You must select Export as the next step
  • Select the option to “Export IIF files”
  • Then, from the save in drop-down menu, select the location where you want to save the IIF.
  • Once done with that, select Save and then type a name in the file menu
  • Select the “Ok” button is the last step.

Procedures to import IIFs

  • Signing into the company file as an administrator is the first step
  • After that, go to the File menu and select Switch to single user mode
  • Create a backup of the company file. If the data imports differently than anticipated, you can restore it
  • After that, select Utilities and Import from the File menu
  • Additionally, pick Import IIF files
  • The IIF file must then be browsed, chosen, and then opened
  • The last step is to select Ok to confirm the imported data.

Procedure to Import Batch Transactions From the Accountant

The following steps are required to import batch transactions from the accountant:

  • You must initially select Batch input transactions from the Accountant menu
  • After selecting Transactions from the drop-down menu for the transaction type, you must press the Enter key
  • Only the supported versions of QuickBooks will provide you the choice to add multiple checks, deposits, credit card charges or credits, invoices, credit memos, bills, and bill credits
  • The following step is to select the appropriate bank, credit card, or AP/AR account from the down arrow
  • To create an account, you may also choose “Add New” option
  • Access the Spreadsheet containing the transactions and then paste the information into QuickBooks
  • Next, arrange the columns in the spreadsheet so that they are in the same order as those on the QuickBooks batch enter transactions screen
  • Then, choose the Transactional information by selecting it with the mouse, doing a right-click, and then choosing the Copy option
  • After that, choose Paste from the context menu by right-clicking the First date field in the list on the Batch enter transactions screen
  • The batch enter transactions screen will now be displayed using the data from the spreadsheet
  • Continue with the steps to add all transactions
  • Select the Save transactions option, then press Yes to save
  • Finally, click “Ok” to complete the import procedure.

It should be noted that while the batch transactions cannot be exported, you can use the enter batch transactions feature to copy numerous transactions from one company file to another in a format that can be imported.

Contact us

Conclusion

Here is everything you should know about Import or Export MS Excel Files into QuickBooks. In case you receive any issue during the process or have any other issues, you can contact our QuickBooks Proadvisors for quick and precise solutions. Make a quick call at our QuickBooks Helpdesk Team, and our representatives will be there to assist you in a single call +1-347-967-4079.

Frequently Asked Questions

Q. How Do I Import Chart of Accounts from Excel into QuickBooks?

Ans. The below steps helps you to import Chart of Accounts from Excel into QuickBooks:

  • from the main menu, select Lists
  • Select a chart of accounts
  • Select “Account” from the drop-down option
  • Select Import from Excel by clicking on it
  • Select the Excel file you wish to import by clicking Browse
  • After selecting the Excel file, click on the Open button
  • Follow these procedures to connect the accounts in the excel sheets to those in the desktop version of QuickBooks:
    • Give the account’s mapping a nameSelect Account under the Import type optionCompare the header in the first column of the Excel file to the fields in QuickBooks
    • When you are finished with the mapping procedure, click on the Save button
  • Select “Import” from the menu
  • When QuickBooks asks you to confirm something, select the “Yes” button.

Q. What are the Steps Involved to Add or Edit Multiple List Entries by Importing Excel into QuickBooks?

Ans. The below are the steps involved in adding or editing Several List Entries Using an Excel Import in QuickBooks:

  • Go to the main menu and select Lists
  • Opt for Add/Edit Multiple List Entries
  • To change a list using the import functionality, click List and then select the desired list type
  • To make your search more focused, use filters
  • Edit the list’s already-existing entries. The data can be entered into the QuickBooks window by using the Copy and Paste tool
  • At last, select Save Changes.

Suggested Reading: Convert QuickBooks Accountant Copy to Company File

Q. What List Types Can be Imported Directly From Excel into Quickbooks Online?

Ans. You can directly import the following data from Excel into QuickBooks Online:

  • Vendors
  • Invoices
  • Customers
  • Chart of Accounts
  • Bank data
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