We have a lot of companies contact us this time of year either looking to bring data from another accounting application into QuickBooks or to start a new QuickBooks company file as of January 1st. This is the first of a series of articles of how to accomplish this data conversion to QuickBooks. Also please note that this is something that your company does not have the time to perform you can contact any of our Partners which will perform this conversion for you. Please note that as many companies do their data conversions as of January 1 if you need assistance please contact our Partner Network members as soon as possible.
This article will focus on how to get your lists into QuickBooks first in the correct order so that you can start importing transactions. You can either use our Transaction Pro Importer (“TPI”) or the built in lists export/import functions within QuickBooks. Next to each list item below we will make a note as to whether you can use QuickBooks built in import tools or TPI.
Step 1 : Import your Chart of Accounts – You can either use QuickBooks or TPI. If you are looking to import beginning balances use the QuickBooks Imports.
Step 2: Import these lists into QuickBooks (these lists do not contain information from other lists) – use the built in QuickBooks export/import tools or create manually.
- Customer Type List
- Vendor Type List
- Class List
- Job type List
- Payment terms List
- Payment Methods List
- Shipping Methods List
- Customer Message List
- To Do Notes
Step 3: These lists draw information from the lists imported in Steps 1 and 2. Export/Import these lists to individual files and import them one by one in this order:
- Vendor – QuickBooks or TPI
- Employee – QuickBooks or TPI
- Other Names – QuickBooks
- Sales Rep – QuickBooks
- Item – QuickBooks or TPI
- Price Level – QuickBooks will only import % based price levels. TPI will import both fixed and % based price levels.
- Customer – QuickBooks or TPI.
- Budgets – QuickBooks.
Step 4: Export the templates you need and import them into the new company file.
Step 5: Export the memorized reports you need in the new company file and import them.
Please note that there are additional steps that may need to be performed if you use inventory items. These include but are not limited to creating beginning quantities and value and setting up any other Enterprise Advanced Inventory fields.
Once this QuickBooks shell is set up your next step is to import transactions using Transaction Pro Importer. We also have a knowledge base article on the order in which to import transactions here. If you have any questions or comments please post them below.