The Art of Export/Import in QuickBooks Versions, Part Three

Posted by on Jan 4, 2012 in QuickBooks Tips | 0 comments

There are a few more tips that you should also be aware of when utilizing the export/import features of QuickBooks – and here I thought I would be finished with Part Two.

If you have Customers where you have added Payment Info into the Preferred Payment Method section, such as Credit Card No., Name, etc., then you will have to export/import some of those that you see checked off in the Export screen displayed. The Payment Method List would have to be a part of the other lists mentioned previously.

Likewise for Customers, in the Additional Info tab there are fields such as Terms, Rep, Tax Code and Price Level, that would also have to be exported/imported. Don’t forget your Customer Message List if you have customized your messages.

If you have Employees you will not only have to have export/import the Employee List but in order to export the Payroll Accounts, you must also export the Chart of Accounts along with it.

Don’t forget that if you are using Job Costing, you will need the Job Type List.

There is a quirk with QuickBooks when you set up a new company file, in that it adds a list of Sales Tax Items to use as default.  Depending on whether you have had someone customize your Sales Tax Codes and Sales Tax Items, will add another wrinkle to your export/import of these.

QuickBooks does not seem to like importing Sales Tax Items that it feels have already been added, as in the default set I spoke about. So what you may have to do is set those Sales Tax Items up manually. The Sales Tax Codes do not seem to be a problem, just the Sales Tax Items.

Also, the Memorized Transaction list does not export/import, so you will have to enter those in manually.

If you are entering in Vendor and Customer Opening Balances that have aging amounts, you would best be served to enter those in as journal entries to coincide with the aging dates (30,60,90).  

All in all, this whole export/import project of a previous company file data is not as easy as it seems. Unless you are a ProAdvisor with this type of export/import experience, I would suggest you call a QuickBooks Certified ProAdvisor.

This should be the completion of this segment, otherwise, if I do have extra information, I will add it to the end of this article as a footer note.

Addendum: There is another task that needs to be done in relation to the Export/Import of the Item List. QuickBooks imports the items and their quantities but not with a value.  The value is not to be confused with the cost or price.

Without any valuation, you will need to add that value or your average cost will be distorted. In order to do that you need to go to the Item List, click on the Activities button, and from the drop-down menu choose Adjust Quantity/Value on Hand.

 

Depending of which version you have, say 2009 – 2011, you would click on the Value Adjustment box in the bottom left hand corner, as per the display shown. You will then multiply the quantity times your cost to calculate the value, which you will enter into the New Value column.

For example, using the display on the right and on the first line, I know the cost is $2.34 per each, so I would multiply 2.34 x 463 = 1,083.42. That would be the figure that I would enter in the New Value column on that line.

This will then change the average cost  to 2.34, which you could verify by going back to the Item List and editing that particular item. As you move forward and purchase new amounts of that item, QuickBooks will adjust the average cost accordingly.

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