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Transferring data from QuickBooks to EasyACCT

by Intuit Updated 9 months ago

How do you transfer data from QuickBooks to EasyACCT?

Transferring data from QuickBooks to EasyACCT

Before you start:

  • You must have one of the three most recent QuickBooks versions installed on your EasyACCT host computer.
  • EasyACCT will only import the QuickBooks Working file, which has a .QBW extension.
    • Make sure you have the company open in both QuickBooks and EasyACCT on your computer.
    • QuickBooks backups, copies, or accountant transfer files won't import. (.QBB, .QBM, .QBY, .QBX)
    • Open the transfer file received in your QuickBooks program before trying the transfer.
  • Make sure you back up your data before beginning the import process.
  • Review the Chart of Accounts Matching Section below prior to starting the transfer.

To transfer data from QuickBooks to EasyACCT:

  1. Go to EasyACCT Utilities and select QuickBooks Transfer.
  2. Select the DateRange you'd like to transfer.
    • It's faster to import a month or quarter of the year at a time, rather than the whole year at once.
    • If you transfer more than one month, the transactions are stored in the month indicated in the 'to' field.
  3. Select to transfer Payroll Checks in Summary or in Detail.
    • If you select Summary, a payroll journal entry will be made to the Enter Transactions screen.
    • If you select Detail, the individual checks will be imported into the Payroll Entry screen accessible from Enter Transactions.
  4. Select to transfer GL and Other Transactions in Summary or in Detail.
    • Either selection will create an entry in the Enter Transactions screen.
    • If you select Summary, there will be just one line item per account.
    • If you select Detail, all transactions for the period will import.
  5. Select Browse to locate the company's QBW file, typically located in C:\Documents and Settings\All\Users\Documents\Intuit\QuickBooks.
    • To locate the file path of the QuickBooks file: 
      1. Open Quickbooks.
      2. Go to your client.
      3. Press the F2 key, and on the Product Information screen, look for the Location.
    • If the QuickBooks file has a password, QuickBooks will prompt you to enter the password before transferring your data.
  6. Select Continue.
    • If there are already transactions in the month that you're transferring to, a message will appear that "Existing EasyACCT transactions have been found in the specified date range. Do you want to overwrite transactions?"
      • Select Yes to overwrite the transactions.
      • Select No to append existing transactions.
      • Select Cancel to exit out of the transfer.
  7. Three Quickbooks Client Data Transfer messages will appear in the following sequence:
    • Please make sure you have a current backup of your company's data files before using this utility. Select Yes to continue with the Quickbooks transfer.
    • Open Quickbooks 2022 and open the destination company before you start the transfer. Select OK to continue with the Quickbooks transfer.
    • Successfully connected with Quickbooks. Select OK to continute with the Quickbooks transfer.
  8. Map the QuickBooks accounts to EasyACCT accounts.
    • If the Chart of Accounts is different in EasyACCT than Quickbooks, use the dropdown to select the correct EasyACCT general ledger account number.
  9. Import Vendors and assign IDs.
    • You can't map preexisting EasyACCT vendors to ones set up in QuickBooks, a new vendor ID will be required.
  10. Import Employees and assign IDs.
    • It isn't possible to map preexisting EasyACCT employees to ones setup in QuickBooks, a new employee ID will be required.
    • Select a valid filing status for each employee.
  11. Complete the Payroll Account Posting screen by filling in account numbers for each field.
  12. Complete the Payroll Mapping screen.
    • Since QuickBooks has numerous pay and withholding categories, you may have to combine several pay categories from QuickBooks into one EasyACCT pay category (group items with the same tax treatment).
    • Federal data is not transferred from Quickbooks. Review and select federal tax types for all payroll items. Click OK on the pop up reminder to continue with the Quickbooks transfer.
    • If the GL accounts changed for payroll posting, a message will appear asking "Do you want the system to update all employees with the updated accounts?" Select Yes or No to continue with the Quickbooks transfer.
  13. Review the General Ledger transactions imported from Quickbooks. Transactions cannot be edited on this screen. Make changes to transactions in Quickbooks prior to the transfer, or in EasyACCT after the transfer has completed.
  14. Select Continue until the transfer is complete.

Chart of accounts matching

QuickBooks provides a field in the company's chart of accounts to hold an optional account number.

EasyACCT requires an account number for each item in its chart of accounts.

The program can create a suggested list of account numbers to match with the QuickBooks accounts coming into EasyACCT (See step four below).

There are four possible scenarios that apply only to the initial transfer:

  1. Both EasyACCT and QuickBooks have existing account numbers. No suggested chart of account matching occurs so you must manually enter an account number for every QuickBooks account.
  2. Only EasyACCT has existing account numbers. No suggested chart of account matching occurs so you must manually enter an account number for every QuickBooks account.
  3. Only QuickBooks has existing account numbers. QuickBooks account numbers, types, and descriptions are copied directly to EasyACCT.
  4. Neither EasyACCT nor QuickBooks have existing account numbers.  EasyACCT creates a suggested chart of accounts based upon the total of all accounts in the company you're transferring.
    • If there are fewer than 63 accounts, EasyACCT uses three-digit account numbers.
    • If there are 64 or more accounts, EasyACCT uses four-digit account numbers.
    • Account numbers are incremented by 10s except for sub accounts.
    • All accounts end with 0 except for accounts that were listed as sub accounts in QuickBooks.
    • Sub accounts, once transferred to EasyACCT, end with 5 to make them easier to identify.

EasyACCT imports the following from QuickBooks:

  • Chart of Accounts
  • General Ledger Account Balances
  • Vendors
  • General Ledger Transactions
  • Employees
  • Payroll Posting
  • Payroll Transactions

EasyACCT doesn't import the following from QuickBooks:

  • Accounts Receivable Customers
  • Accounts Receivable Transactions
  • Accounts Payable Invoices

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