You can import data from QuickBooks (Desktop version) into the system quickly and easily using the AccountingLink utility.
The utility is a simple and convenient solution for users who are migrating all accounting functions to the system from QuickBooks as well as those who will continue to use QuickBooks to enter transactions and adjustments while using the system to perform write-up and trial balance tasks and prepare financial statements.
Using the utility, you can transfer setup data as well as initial transactions and adjustments data.
§ Setup data is typically imported only once. This data includes accounts, vendors, customers, products and services, employees, and departments.
If you have a satisfactory chart of accounts in QuickBooks, you can import this chart, or you can select one of our 30 industry-specific charts that provide excellent models for a wide range of businesses. QuickBooks clients are then updated with new account codes.
§ Transaction data includes initial transactions and adjustments. When you transfer transactions and adjustments, any newly-entered vendors and customers are imported with the relevant transactions.
Note: After initial import, you can transfer transaction data periodically, as necessary, using the Import from Excel method.
Note: Alternatively, you can transfer data using the Import from Excel method. To use this method, you must create export files in QuickBooks (Desktop) and then import them using the Import from Excel screen.
Before you begin the transfer, verify the following:
§ You have set the client up on the Company Setup screen, and have entered the book year end date and number of periods. To import only the current year, use the current year end date. To import prior years, enter the end date from the appropriate year.
§ You have installed QuickBooks (Desktop version) locally on the computer on which you will install AccountingLink, and are running it as an administrator. In addition, in QuickBooks, select Edit, Preferences, and run the program as a single user.
If QuickBooks has been installed on a server rather than your local computer, you cannot use the AccountingLink utility to import your data. However, you can create an export file in QuickBooks and then import this data using the Import from Excel method.
Transactions imported from QuickBooks appear in the Bank Reconciliation screen. You can use the Bank Setup screen to indicate the first period you want to reconcile, and all transactions before that point are automatically cleared. Outstanding checks or deposits can be added from the Bank Reconciliation screen.
Note: If you receive an Exception 601 or 611 error message when importing, ensure QuickBooks has been installed on your local PC, that you are running as an administrator, and that you have selected to run as a single user in Edit, Preferences. When prompted to allow access by an external program, click Yes. In Edit, Preferences, Integrated Applications, Company Preferences, check Allow Access if you see Unnamed Application in the Application name column, and, in Company, Company Information, be sure to enter a Company Name.
To import data from QuickBooks:
1. Select the QuickBooks PC item from the Integration menu to open the Import Data From QuickBooks PC screen.
2. Click the AccountingLink link provided on the screen to install AccountingLink on your computer.
Important! QuickBooks must be installed and open on the computer on which you install AccountingLink.
The installation adds a shortcut to your Start Menu, from which you can open and run the program after installation.
3. Log in to QuickBooks using your normal credentials and open the client to be migrated.
You can then minimize the QuickBooks window, but you must keep QuickBooks open.
Note: If you receive a certificate-related warning from QuickBooks, click Yes, whenever this QuickBooks company file is open, then click Continue, and on the next screen, click Done.
4. Log in to AccountingLink from your Start menu.
To do so, select All Programs, AccountantsWorld LLC, and click AccountingLink to open the dialog, then log in using your Firm code, and the secure username and password you use to log into the system.
The AccountingLink dialog appears, displaying the name of your QuickBooks client in the Client in QuickBooks field.
5. Specify the client’s name in the Client in Accounting Power field.
The name must match the client's name you entered in the system exactly.
6. Create your chart of accounts using one of the following options:
§ Accounts from QuickBooks: Select this option to use the account numbers previously set up in QuickBooks in your chart of accounts. Before you select this option, ensure the Use Account Numbers option in Company Preferences is selected in QuickBooks.
Note: To prevent an inactive account in QuickBooks from being transferred, do not assign it an account number.
§ Select Accounting Power COA Template (recommended): Select this option to create a new chart of accounts, and specify one of the available charts of accounts templates from the drop-down list, then click Apply. This option merges any QuickBooks accounts that are not found in the new chart of accounts.
Before you select this option, ensure that the Use Account Numbers option in Company Preferences is not selected in QuickBooks.
7. Click the check boxes of the items to import and click Upload.
You can import initial transaction and journal entry information from this dialog, but subsequent updates of this data must be performed using the Import from Excel method.
8. (Optional) If you selected a chart of accounts from the template drop-down list, return to QuickBooks and select the Use Account Numbers option in Company Preferences to merge unassigned QuickBooks accounts with the standard chart you selected in the AccountingLink dialog.
9. Select Checklist from the Company menu to review which setup items have been completed, and click each relevant item on the checklist to review and, if necessary, complete any necessary items.
For example, click the Chart of Accounts item to open the Chart of Accounts screen to verify that the chart of accounts was created properly. If necessary, link accounts to the appropriate categories, assign subaccounts as needed, and enter beginning balances for balance sheet accounts.