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This article applies to:

  • Product: Workpapers CS
  • Subject: Import,Integration

Import account balances and the chart of accounts from QuickBooks

You can import account balances and chart of accounts data from Quickbooks.

Before you begin

You need to install QuickBooks Pro, Premier (including Accountant's edition), or Enterprise edition on the machine where you'll complete the import.
Workpapers CS
 supports the current version and 2 prior-year versions of these applications.
Workpapers CS
 supports the
.QBW
 file type or export file created by the CS QuickBooks Data Utility from a
.QBW
 file.
The company database needs to be open in QuickBooks during the import process. The original data file doesn't change in any way during the import process.
If you aren't able to open QuickBooks during this import procedure (for example, if you're running
Workpapers CS
 in Virtual Office CS or another terminal server environment), you or your client can use the CS QuickBooks Data Utility to create an export file.
When you choose to
import account balances only
 from QuickBooks (without transaction details), the application imports only the net changes of account balances from QuickBooks.
When you close the current period to the next year, be sure to select
Yes
 when you transfer forward balance sheet account balances.
Because QuickBooks doesn’t store the beginning balances, you'll need to import the prior-year's ending balances from QuickBooks.

Specify import options

  1. Select
    Setup
    ,
    Clients
    , then select the
    Integration
     tab.
  2. Select the client from the client list, then select
    Edit
    .
  3. Select QuickBooks from the Import source dropdown list, then select the ellipsis.
  4. Select your options in the
    Import Client Data Options
     window.
  5. Select
    OK
     to return to the Clients screen.

Import account balances and map the chart of accounts

The Import Client Data wizard lets you import the QuickBooks account balances and to map the chart of accounts to corresponding items set up in
Workpapers CS
.
  1. If you run
    Workpapers CS
     on a computer running the
    Windows 11
     (or later) operating system, on which the
    User Account Control
     feature is enabled, open QuickBooks, but don't open the client database yet.
  2. If you have the QuickBooks application installed and the company data file open during the import, the QuickBooks - Application Certificate window opens automatically in QuickBooks:
    1. Select
      Yes, always; allow access to the data even if QuickBooks is not running
      .
    2. Select the
      Allow this application to access personal data such as Social Security Numbers and customer credit card information
       checkbox, then proceed with the import.
  3. In
    Workpapers CS
    , select
    File
    ,
    Import
    , then select
    Client Data
    .
  4. Select the client you need, then select
    QuickBooks Account Balances
     as the source.
  5. Go to the file location, then select either the QuickBooks company file or the file created by the CS QuickBooks Data Utility.
  6. Enter a range of dates for which to import account balances from your QuickBooks client data.
    • The application places the balances that are calculated for the specified date range in the current GL period in Accounting CS.
  7. If you run
    Workpapers CS
     on a computer running the Windows 11 (or later) operating system, and the User Account Control feature is enabled, return to QuickBooks and open the client database that you want to import. Return to
    Workpapers CS
    , then select
    Next
    .
  8. Map the chart of accounts to the proper items in
    Workpapers CS
    . For each account that is listed in the
    QuickBooks Number & Name
     column, select a corresponding account in the
    Number & Description
     column.
    note
    • You can import setup information for the
      Workpapers CS
       client. For example, if the chart of accounts doesn’t exist in the application for the current client, you can import the chart of accounts and select
      <Add as is>
       for each account to have the application automatically add the account number for the client.
    • If you don't want to import an account or any related data into
      Workpapers CS
      , select
      <Do not import>
       from the dropdown list for that account.
    • You can select
      Clear All Mappings
       in the Import Client Data wizard to clear previously mapped items.
  9. After you finish mapping the QuickBooks data, the application displays the Data Analysis screen, which gives you the chance to print and/or preview diagnostic reports about the data that will be imported. Review the diagnostic reports and correct any information as needed. The application doesn't actually transfer the data to
    Workpapers CS
     until you select
    Finish
    .
  10. Check any errors encountered during the import that are listed on the completion screen of the Import Client Data wizard. Print them and if necessary, take the proper actions to correct any exceptions or failures.

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