Prepare to import data from QuickBooks to AdvanceFlow

Method 1: Exclude sub-accounts when all accounts include account numbers

In QuickBooks, select
Reports
,
Accountant and Taxes
, then
Trial Balance
.
Select
Customize Report
.
Select the correct dates, and either
Cash
or
Accrual
for your report basis.
Select
Export
.
Select
New Excel Workbook
, then
Export
.
In the
Excel
workbook that opens, highlight the first column to the right of
Account Number/Description
column and insert five or more new columns.
note
The new columns will become the destination for the next step. The number of columns you need to insert will depend on how the data is organized in
QuickBooks
.
Separate sub-accounts from the parent accounts:
Select the first column, then
Data
and
Text to Columns
Select
Fixed width
, then
Next
In the Data Preview, drag the column indicators to show where the two columns should start and stop, then select
Next
.
Use the
Destination
field to enter the absolute reference of the cell at the top of the column that is currently highlighted on your screen (for example,
=$C$3
).
Select
Finish
You can choose to delete column D of the
Excel
workbook, which contains
QuickBooks
spacer characters (a small bullet point).
If this is you first import of accounts from
QuickBooks
, check that the
Excel
file contains the following columns:
Account Number
Account Description
Account Classification Code
Account Classification Subcode
Balance Amounts.
Save the
Excel
file ready to import to
AdvanceFlow
.

Method 2: Include sub-accounts when not all accounts include account numbers

In QuickBooks, select
Reports
,
Accountant and Taxes
, then
Trial Balance
.
Select
Customize Report
.
Select the correct dates, and either
Cash
or
Accrual
for your report basis.
Select
Export
.
Select
New Excel Workbook
, then
Export
.
In Excel workbook that opens, insert at least five columns to the right of the
Account Number/Description
column.
note
The new columns will become the destination for the next step. The number of columns you need to insert will depend on how the data is organized in
QuickBooks
.
Separate sub-accounts from parent accounts:
Select the first column, then
Data
and
Text to Column
Select
Delimited
, then
Next
Mark the
Tab
checkbox.
Mark the
Other
checkbox, then enter
:
in the
Other
field
Select
Next
Use the
Destination
field to enter the column references for the columns next to the column you're converting, then select
Finish
.
Add account numbers to all accounts that don't already include them:
Include the
QuickBooks
spacer (a small bullet point character).
Copy the spacer to your clipboard
Select
Data
, then
Text to Columns
Select the
Delimited
option, then
Next
.
Mark the
Tab
checkbox.
Mark the
Other
checkbox and paste the
QuickBooks
spacer into the
Other
field
Select
Next
.
Use the
Destination
field to select the columns next to the column that you're converting, then select
Finish
.
If this is the first time you are importing accounts, check that
Excel
file includes the following columns:
Account Number
Account Description
Account Classification Code
Account Classification Subcode
Balance Amounts
Save the
Excel
file ready to import to
AdvanceFlow
. 

Next steps