QuickBooks and Excel: QuickBooks and Excel: Moving Information In and OutMoving Information In and Out

Presented by:

Scott Gregory, QuickBooks ExpertBottom Line Accounting Solutions

Setting the right expectationsWe’ll be reviewing the flow of information between QuickBooks and Excel (and discuss other file formats/options) at a high level today

No way to cover all variations/needsBe absolutely certain to make a good backup copy of your QB file before doing ANY data importBest practice – work with a COPY of your data file for bigger projects/ongoing data transfers

Understanding the lingoIIF File – Intuit Interchange Format: “old school” way of moving data into and out of QB. Very structured (and confusing) formatting; prone to errorsCSV File – Comma Separated Value: another format available to move data; data fields separated by commasTab Delimited File – Similar to CSV files; data fields separated by tabs instead of commas

Other data transfer options in and out of QuickBooks…

ODBC – Open DataBase Connector: moves data in/out of Excel; Access, SQL, Crystal Reports, etc.WebConnector – a tool developed to help third party programs (i.e. shopping carts, etc.) connect and share data with QuickBooks.

Comes preinstalled with QuickBooks desktopEach vendor creates their own “connector”

Common Situations Where Data is MovedStartup of new QuickBooks data fileMove from old QuickBooks data file to new one (i.e. too big, etc.)Extracting data for reports and/or dashboardsConnecting with third-party software packages to import/export transactions(there are thousands of them)Analogy: “How to Get Downtown”“Trust, but verify….” (after all, it’s YOUR QuickBooks)

Internal Tools within QuickBooksImporting or Exporting from Excel into QuickBooks – there are some tools within QuickBooks to allow for this. In addition, there are several third-party programs that specialize in the transfer of data between Excel and QuickBooks (more on these later…)

Using the internal QuickBooks toolsFile > Utilities > Import > IIF FilesFile > Utilities > Export > IIF Files

Great to use these tools if you are starting a new QB data file

File > Utilities > Import > Excel Files“Wizard” method“Mapping” method“Add/Edit Multiple Items” method

Using the internal QuickBooks toolsThe Excel “button” at the top of the Customer, Vendor, Employee and Inventory Centers

Export listExport transactionsImport from Excel (same as wizard option)Paste from Excel (same as Add/Edit option)

Differences in Customer/Job vs. Transactions tab

Lists vs. TransactionsNotice so far, most of the information has been focused on moving lists (name, accounts, items, etc.)What about transactions?

Can’t import transactions directly in QBDownload the IIF kit from the Intuit support site for samples and detailsGet to know a third party tool (ODBC, WebConnector, TPI, etc.)

Third Party ToolsBaystate Consulting – www.baystateconsulting.com

Transaction Pro Importer and Transaction Pro Exporter for data exchange with Excel

Karl Irvin – www.q2q.usAll sorts of utilities here to move data around

Big Red Consulting – www.bigredconsulting.comSpecialists in IIF files and other tools

QuickBooks Reports to ExcelCreate new worksheet vs. update existing worksheet

Any report can be exported to ExcelUpdate feature - new in 2011?How it works? – can do from QB to Excel or within Excel also

Be sure to test and understand limitationsWalkthrough of simple example

Wrap-Up of Key TopicsMany different options available for moving data into and out of QuickBooks/ExcelCan’t stress enough:

Make a backup of your QB data before doing any importTest with a copy of your QB data, especially when connecting to other software!Trust, but verify!

• FINAL Q+A FOR TODAY + GIVEAWAY!Your Presenter:Scott Gregory, QuickBooks Expertwww.BetterBottomLine.com

Your Host:Shannon Tucker, Accounting Users, Inc.QuickbooksUsers.com

See quickbooksusers.eventbrite.com for more online seminar details!