Transferring Transactions from one QuickBooks File to another one.
There isn't any built-in function to transfer transactions in one QuickBooks File to a different one (alternatively: Batch Enter Transactions feature in QuickBooks Accountant and Enterprise), but there are numerous tools available for sale that facilitate this process, among them are the annotated following:
- Transaction Pro Importer & Exporter 6.0 by Bay State Consulting
- Transaction Copier by Big Red Consulting
- Data Transfer Utility by Karl Irving CPA (FEATURED HERE)
- At some point, I will compare and contrast them four, nevertheless the time being i’ll show you Data Transfer Utility (DTU) because it is very easy to utilize.
First you open up the QuickBooks file from where you wish to bring transactions from (Source), then load DTU which will appear such as this:
Note that DTU is founded on Microsoft Access, so that you must have it installed to be able to utilize it. Should you not have admission, you can easily download a FREE Access Runtime Engine through the Microsoft website.
Step 1, click on ADD/CHANGE for the source file, you get the familiar window asking you to grant usage of DTU to get into the QB file:
Step two, click on CHANGE under “Select variety of Data to Export”, that will take one to this screen:
- Within the bottom right, you'll see: “Pass 1, Pass 2, Pass 3, and Pass 4”, because it is recommended that you import certain items in order and 4 passes are recommended to transfer an ENTIRE QuickBooks File. For example: Pass 1 transfers all the Lists, Pass 2 transfers all the transactions except Deposits, Bill Payments and Customer Deposits, Pass 3 will bring only Bill Payments and Customer Deposits, and Pass 4 Brings Deposits.
- Why because of this? This is certainly to avoid errors from linked transactions.. you Must first have an invoice, then payment, and finally a deposits; if it comes in away from order it breaks. Hope which makes sense to you.
- Anyway, i shall do a straightforward example and just bring BILLS and BILL PAYMENTS. Which means I need 3 passes.
First, Pass 1: Vendor List. Click on Pass 1, Clear All, then just choose the Vendors and Vendor Type
Click on Close Form, Click on ALL DATES and Then on EXPORT DATA.
Then, switch over to the Destination QuickBooks File, then in DTU, go to OPEN DESTINATION COMP, it's going to ask you to grant use of the File in QuickBooks, and after you agree go back to DTU and then click on IMPORT DATA
You could get error messages about setting up a company e-email address, turning on sales tax, and multiple units of measure.. if it is the situation, go on and stick to the instructions to make it work.
After the import is complete, you are able to click on 6c. VIEW IMPORT REPORT to inspect how it went, to check out if any errors took place the process.
Perfect… the on to Pass 2: Bills. In DTU click on CLOSE CONNECTION, and in QuickBooks Switch back once again to the origin Company File in, and back in DTU go to CHANGE under Select Data to Export, Click on Pass 2, Clear All, then just choose just the bills.
Then you click on Close Form, and click on EXPORT DATA. Note: Every Bill, Item Receipt, and Vendor Credit from the same vendor needs to have another type of reference number! Karl makes a FREE add-on utility that automatically adds numbers to blank ref number bills.
Anyway, now we are willing to import the Bills, so we repeat the exact same steps from before, switch back our QB company file into the destination file, back in DTU click on OPEN DESTINATION COMP after which IMPORT DATA
Let's assume that your Chart of Accounts while the Items list provides the exact ones getting used here, then you could be OK. If you don't, get back to PASS 1, and also make sure the Chart of Accounts and Item List is roofed in that import. Same goes if you are job costing with Customer names or Using Classes. This would all be element of that PASS 1 we had been discussing earlier, or even you will see ERRORS during the importing.
By the end , you need to see a written report without any errors, like this:
- And Lastly, Pass 3: Bill Payment Checks and BillPayment Bank Card Charges:
- Proceed with the same steps in export and import the data.. and you ought to be finished.
- Now, you can easily pull a transaction detail report on both company files to make sure 100% can add up.
- If numbers are OFF, then these could have been a mistake message throughout the import/export process also it was ignored.
So, what do contemplate this utility?
Cons: The interface is a but hard navigate for first timers using the services of Karl Irving Tools, you will find loads of error checking which helps make the user believe that the procedure takes forever.
Pros: The interface is in line with other Karl Irving Tools, so its fairly simple to have familiar with. The error checking on this system is phenomenal, there's nothing more frustrating than importing 99% associated with the data.. because almost always you must start all over again anyway even for a susceptibly “measly” 1% variance.
All and all, I like this tool quite definitely, I have tried personally if it for a couple of projects. this has a $169 price tag which can be among the most inexpensive in the market for that it does.
Karl, has working demos of the majority of his tools at q2q.us, so that you are welcome to test it yourself. If you are unable to Copy Multiple Transactions From One Company File To Another In QuickBooks please contact our certified Advisors.
