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This article applies to:

  • Product: Workpapers CS
  • Subject: Import

Import client data from QuickBooks

You can import client data from QuickBooks, including bank accounts, employee information, and payroll items.
You'll find different options in the Client Data Import Wizard based on the source application options you select in the Import Client Data - Options window.
The import lets you map client data from the source company to existing data or fields in
Workpapers CS
.

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
 only supports the
.QBW
 file type or export file created by the CS QuickBooks Data Utility from a
.QBW
 file.
The QuickBooks data file needs to be in single-user mode to import the data into
Workpapers CS
. When the file is in multi-user mode, QuickBooks makes copies of the file so that other people can work with the data, and
Workpapers CS
 can't access the files.
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.
When
Workpapers CS
 imports transactions, it doesn’t include balances for transactions that were posted before the selected date range. For example, you'll need to enter balances manually in the following situations.
  • Importing data for an entire year
    If you import an entire year's worth of transactions, you need to enter the beginning balances for the client. Create a journal in the
    Actions
    , then
    Enter Transactions
     screen or import the balances through a spreadsheet (unless the balances already exist for the client).
  • Importing data for part of a year
    If you import data for only the 2nd half of a year, you need to import beginning balances from a spreadsheet, and manually enter year-to-date balances for the 1st half of the year.
To import data into a prior year, use the
Period End Dates
 window to add the correct prior years to the client record.
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.
You'll have the chance to view, set up, and update the mapping of QuickBooks data to
Workpapers CS
 data during the import process only. After the import is complete, you won’t be able to change the mapping.
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.

Specify import options

Before you import client data into
Workpapers CS
, you can specify QuickBooks as the application from which to import client data and also specify the types of data to exclude from the import.
  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 QuickBooks client data

Take the following steps to import client data using the Import Client Data wizard.
  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. In
    Workpapers CS
    , select
    File
    ,
    Import
    , then select
    Client Data
    .
  3. In the Source Data page, select
    QuickBooks
     as the source.
  4. Go to the file location, then select either the QuickBooks company file or the file created by the CS QuickBooks Data Utility.
  5. 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
    .
  6. Map the following import items to the proper items in
    Workpapers CS
    . If you select the
    Skip data mapping screens
     checkbox, the application will automatically use the default mapping in the data-entry screens.
    • Bank accounts.
      For each QuickBooks bank account, select the corresponding
      Workpapers CS
       bank account, or select
      Add as is
       if the bank account doesn't exist. You'll need to map QuickBooks bank accounts to unique cash accounts in
      Workpapers CS
      . You don't need to map the other QuickBooks account types to unique accounts.
      note
      If this isn't the 1st time you've imported, and you receive the message “Each bank account in Accounting CS must have a unique GL account number”, you'll need to close the wizard and then update the QuickBooks bank account descriptions to match the descriptions that are in Accounting CS. If the descriptions match, clear the
      Inactive
       checkbox for the account in
      Workpapers CS
      .
    • Chart of accounts.
      For each QuickBooks account that you want to import, select the corresponding
      Workpapers CS
       account, or select
      Add as is
       if the account doesn't exist. For each account that you don't want to import, select
      Do not import
      .
    • QuickBooks classes.
      For each QuickBooks class that you want to import, select the corresponding
      Workpapers CS
       account segment, or select
      Add as is
       if the segment doesn't exist. For each class that you don’t want to import, select
      Do not import
      .
    • Employees.
      For each QuickBooks employee record that you want to import, select the corresponding
      Workpapers CS
       employee record, or select
      Add as is
       if the employee record doesn't exist. For each employee record that you don't want to import, select
      Do not import
      .
    • Address mapping.
      This screen lists all employees with an incomplete or incorrect address in QuickBooks import data. The application won’t import earnings information for any employee with an invalid address. Therefore, you need to address each one.
    • In the
      Lookup
       field, enter the employee's city and state combination or their ZIP Code, then select
      Location
      .
      If the application finds more than 1 possible result for any of the address fields, it lists all options in the dropdown lists for those fields. Select the proper information, then select
      Update
      . When the employee's address is valid, the application marks the checkbox in the Valid column.
    • Taxes.
      For each QuickBooks tax, select the proper
      Workpapers CS
       tax, or select
      Add to create
       the tax in
      Workpapers CS
      . All QuickBooks taxes need to have a corresponding
      Workpapers CS
       tax, and all QuickBooks state unemployment insurance items need to include “unemployment company” in the description.
    • Jurisdictions.
      This screen opens only when you select
      Add
       for any of the QuickBooks taxes in the previous import screen (Taxes).
      Enter the proper jurisdiction information for the new tax. For each tax listed, select the tax in the grid, enter the jurisdiction's city and state combination or its ZIP Code, and then select the
      Location
       button.
      If the application finds more than one possible result for any of the fields, it lists all options in the dropdown lists for those fields. Select the proper jurisdiction information, select the proper
      Workpapers CS
       description, then select
      Update
      .
    • Vendors.
      For each QuickBooks vendor record that you want to import, select the corresponding
      Workpapers CS
       vendor record, or select
      Add as is
       if the vendor record doesn't exist. For each vendor record that you don’t want to import, select
      Do not import
      .
  7. 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
    .
  8. 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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