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Integrate with Quickbooks

Export client data to QuickBooks

You can export the following types of data from
Workpapers CS
 into QuickBooks Pro, Premier, or Enterprise versions currently supported by Intuit.
note
Workpapers CS
 doesn't support the export of client data for QuickBooks Online.
The following information gives details on exporting setup information and transaction data from
Workpapers CS
 via the Export Client Data Wizard.
note
  • If you use
    Workpapers CS
     to import client data to and export client data from QuickBooks, you can save time during exports by using the Export Client Data Wizard. Use it to map existing data (including accounts and vendors) within
    Workpapers CS
     to the corresponding items in QuickBooks based on the mappings used during the last import of QuickBooks data client data. If you use
    Workpapers CS
     for exports only, you'll have to map your accounts manually each time you export data.
  • You can only transfer transactions entered in
    Workpapers CS
     or retrieved from QuickBooks and then modified in
    Workpapers CS
    . Transactions imported from a spreadsheet or converted from Creative Solutions Accounting (CSA) won't be available for export.
  • For any client data in the export file that doesn't already exist in QuickBooks, select
    Add as is
     in mapping screens to add the item during the import into QuickBooks.

Information available for export to QuickBooks

You can export the following types of transactions and setup information from
Workpapers CS
 to import into QuickBooks.
  • Transaction types:
    • Bank reconciliation adjustments
    • Checks (payee and accounts payable)
    • Deposits
    • Journal entries (adjusting, reclassifying, prior-period, recurring, and payroll)
    • Payments (regular and accounts payable)
  • Setup information:
    • Bank account information
    • Chart of Accounts
    • Employee information
    • Vendor information

Specify export options

Before you export client data into QuickBooks, you can select the application from which to export client data and specify the types of data to exclude from the export.
  1. Select
    Setup
    ,
    Clients
    , then the
    Integration
     tab.
  2. Select the client from the client list, then
    Edit
    .
  3. Select
    QuickBooks
     from the
    Export to program
     dropdown, then the ellipsis.
  4. In the
    Export Client Data - Options
     window, mark all checkboxes that apply. You can choose to exclude inactive items, select which details to include, and specify the default reference to use for checks and liabilities.
  5. Select
    OK
    , then
    Enter
     to save the client record.

Select the export method in the application

Use the QuickBooks Data utility
  1. Select
    File
    ,
    Export
    ,
    Client Data
     to open the Export Client Data Wizard.
  2. Select the client you want to export data from, then
    QuickBooks
     as the export type.
  3. Select
    Export via the QuickBooks Data Utility (QBgenxfer file)
     for the
    Type of file to create
    . Enter or go to the location where you save the client's QuickBooks data.
  4. Specify the data range for the client data export. To display transactions already exported to QuickBooks, mark the
    Include previously exported transactions
     checkbox.
  5. Select
    Next
    . After this, your accountant may need to send you a file with transaction adjustments for you to import into QuickBooks.
    note
    If the file is in IIF format, you should be able to import that file directly into QuickBooks. However, if the file from your accountant is called
    QBgenxfer<clientID><date><time>.xml
    , you need to use the following steps to import the file from your accountant.
  6. Open QuickBooks, but not your QBW company file.
  7. Double-click the
    CS QuickBooks Data Utility
     shortcut icon on your desktop.
  8. In the CS QuickBooks Data Utility, select
    Retrieve data from Accountant
    .
  9. Enter or go to the folder location for your QuickBooks company data file (QBW).
  10. Enter or go to the folder location for the file to be retrieved.
  11. Select
    Retrieve
    .
  12. Open your QBW company file in QuickBooks.
  13. The QuickBooks – Application Certificate window opens automatically in QuickBooks.
    1. Select
      Yes, always; allow access even if QuickBooks is not running
      .
    2. Mark the
      Allow this application to access personal data such as Social Security Numbers and customer credit card information
       checkbox.
    3. Select
      Continue
      .
  14. At the confirmation prompt, select
    Done
     to complete the retrieval process.
Export data directly to Quickbooks
note
If your firm runs
Workpapers CS
 in the Virtual Office CS, software as a service, or other terminal server environment, the option to export data directly to a QBW file isn't available.
To transfer the export file from
Workpapers CS
 to QuickBooks, you or your client must have the CS QuickBooks Data Utility v.15.0 or later installed.
To export data directly to a QBW file:
  • QuickBooks must be installed on the computer where the import is processed.
  • The company database must be open in QuickBooks during the export process. The data files in QuickBooks aren't altered in any way during the export process.
  1. Select
    File
    ,
    Export
    , then
    Client Data
     to open the Export Client Data Wizard.
  2. On the
    Source Data
     screen, select the client you want to import data from, then select
    QuickBooks
     as the export type.
  3. In the
    Type of file to create
     field, select
    Export directly to QuickBooks (.QBW file)
    . In the
    File Location
     field, enter or go to the location where you want to save the client's QuickBooks data, and select the QBW file you want to store the export data in.
  4. Specify the date range for the export. To see the transactions that have already been exported to QuickBooks, mark the
    Include previously exported transactions
     checkbox. Select
    Next
    .
    note
    The 1st time that you create an export file for a QuickBooks company file, you must complete the Application Certificate in QuickBooks. This security certificate grants
    Workpapers CS
     permission to access and export the QuickBooks client data.
    • The application certificate is client-specific and required each time you export client data from
      Workpapers CS
      .
    • To make future exports easier, select
      Yes, always; allow access even if QuickBooks is not running
      .
    • If you receive a new QuickBooks backup from your client each month, you'll need to complete this process each month. When you restore the backup from your client, the application overwrites the certificate that was created the previous month.

Map QuickBooks data to items

Use the following mapping screens to map export items in
Workpapers CS
 that correspond to items in QuickBooks. To skip the data-mapping screens that don't require input from you, mark the
Skip optional mapping tabs
 checkbox on the Source Data screen.
  • Bank Accounts
    : Map each
    Workpapers CS
     bank account to a corresponding QuickBooks bank type account, then select
    Next
    .
  • Chart of Accounts
    : Map each account in the Chart of Accounts to a corresponding account in the QuickBooks Chart of Accounts, then select
    Next
    .
  • Segment Codes
    : Map each
    Workpapers CS
     segment to a corresponding class in QuickBooks, then select
    Next
    .
  • Employees
    : Map each
    Workpapers CS
     employee to a corresponding employee in QuickBooks, then select
    Next
    .
  • Vendors
    : Map each
    Workpapers CS
     vendor to a corresponding vendor in QuickBooks, then select
    Next
    .
note
  • In each mapping screen, if a corresponding
    Workpapers CS
     item doesn't exist in QuickBooks, you can select
    Add as is
     to add it to QuickBooks during the export. For any
    Workpapers CS
     item that you don't want to export to QuickBooks, select
    Do not export
    .
  • If the wizard encounters errors in any of the data-mapping screens, it displays an error indicator next to the invalid items. In the
    Error Navigation
     section following the mapping grids, the application displays the total number of errors found. Use the navigation buttons to jump to each error and correct the data.

Select transactions and finalize the export

  1. On the
    Transactions
     screen, select the transactions to include in the export file, then
    Next
    .
  2. On the
    Export Complete
     screen, check any errors encountered during the export. You can print them and, if necessary, take the appropriate actions to correct any exceptions or failures.
  3. Select
    Finish
    .
  4. If you exported directly to the QBW file, the export is complete. If you used QuickBooks Data Utility, you can now import the file into QuickBooks.

This article applies to:

  • PRODUCT: Workpapers CS
  • Subject: Clients,Export