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Integrate with Quickbooks

Use the CS QuickBooks Data Utility

You can use the data utility when Quickbooks can't open your client data during the import process (such as when your Quickbooks is installed in a different location).
Complete the following steps to:
  • Install the CS QuickBooks Data Utility v.15.0 or later for use with the QuickBooks Pro, Premier, or Enterprise editions currently supported by Intuit.
  • Create an export file containing your company’s QuickBooks data for the date range to give or transmit to your accountant.
  • Import adjustment data from your accountant’s
    Workpapers CS
     application into QuickBooks, if requested to do so by your accountant.

Install the CS QuickBooks Data Utility

note
For Virtual Office CS, go to the My Product Downloads page of our website and download the CS QuickBooks Data Utility.
Complete the following steps to install the CS QuickBooks Data Utility on the same network drive or workstation where your QuickBooks application is installed.
  1. Save the
    qbdatautility
     file to your Windows desktop.
  2. To begin the installation, double select the
    qbdatautility
     file on your desktop.
    note
    If a previous version of the utility is already installed on your machine, the
    Application Maintenance
     window will briefly show and automatically uninstall the old version before installing the new one. No confirmation window will show upon completion.
  3. To create a desktop shortcut, go to the following path:
    C:\Program Files (x86)\Creative Solutions\QB Data Utility
  4. After the utility has been successfully installed, you can delete the
    qbdatautility
     file from your Windows desktop.

Create an export file from QuickBooks

  1. Open QuickBooks, but not your QBW company file.
  2. Double select the
    CS QuickBooks Data Utility
     icon on your desktop. This opens the
    CS QuickBooks Data Utility
     window.
  3. Select
    Export data to Accountant
    .
  4. Specify the date range to include in the export file by doing either of the following, as directed by your accountant.
    • Select 1 of the following from the
      Dates
       dropdown:
      • This Month
      • This Calendar Quarter
      • This Calendar Year
      • Last Month
      • Last Calendar Quarter
      • Last Calendar Year
    • Select
      Custom
       from the
      Dates
       dropdown and specify the
      From / To
       dates using the MMDDYY format.
  5. In the 1st file location field, enter or go to the file location for your QuickBooks company data file (QBW).
  6. In the 2nd file location field, enter or go to the location where you want to save the export file.
  7. Open your QBW company file in QuickBooks.
  8. Select
    Export
     in the CS QuickBooks Data Utility.
  9. 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. (This is to make sure that any payroll data present in the QuickBooks company data will be included in the export file.)
    3. Select
      Continue
      .
  10. At the confirmation window, select
    Done
     to complete the creation of the export file.
note
The name of the export file created by the utility includes the date range specified by the user plus the QuickBooks company name (for example, CSExport from 01-01-YY to 12-31-YY Company Name.QBW.qbexportdata).
Send the export file to your accountant
You can transmit a copy of the export file to your accountant in whatever manner you and your accountant have agreed upon. For example, you can copy the export file to removable media to give or send to your accountant, or you can attach it to an email message to your accountant.

Import data from your accountant into QuickBooks

Your accountant may occasionally 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'll need to use the following steps to import the file from your accountant.
  1. Open QuickBooks, but not your QBW company file.
  2. Double select the
    CS QuickBooks Data Utility
     icon on your desktop.
  3. In the CS QuickBooks Data Utility, select
    Retrieve data from Accountant
    .
  4. Enter or go to the folder location for your QuickBooks company data file (QBW).
  5. Enter or go to the folder location for the file to be retrieved.
  6. Select
    Retrieve
    .
  7. Open your QBW company file in QuickBooks.
  8. 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
      .
  9. At the confirmation prompt, select
    Done
     to complete the retrieval process.

This article applies to:

  • Product: Workpapers CS
  • Subject: Integration