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You are here: Home / Archives for KnowledgeBase / QuickBooks Files / Importing & Exporting Data

Importing & Exporting Data

What Are the File Types Used By QuickBooks and How Are They Used?

Chief Mechanic · September 4, 2010 ·

QuickBooks Pro, Premier, and Enterprise Solutions make use of the following file types:

File Types for Common User Tasks:

QuickBooks File Types - Common User Tasks

File Types for Backing Up, Importing/Exporting, and Exchanging Data:

QuickBooks File Types - Backing Up, Importing/Exporting, and Exchanging Data

File Types for Working With An Accountant:

QuickBooks File Types - Working With An Accountant

The information contained in the tables in this article is also available as a downloadable PDF of QuickBooks file types.

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How Do I Export Transactions from QuickBooks?

Chief Mechanic · August 26, 2010 ·

QuickBooks supports 2 methods to export transactions:

  1. The Export… button on the Find window
  2. Exporting from a Center, such as the Customer Center

The first method supports exporting a transaction type for more than 1 customer, vendor, or employee. This is appropriate where you need to analyze or exchange a broad but filtered set of data. The second method is designed for exporting transactions for either a single or multiple customers, vendors, or employees. This technique provides the flexibility to produce an export file that would be useful to review one account to address a specific business issue, such as resolving a customer’s payment history, or to export a range of 1 transaction type. Both export methods are based on common elements.

We’ll demonstrate both methods.

Exporting Transaction Data from the Find Window

Using the Find window, transaction data can be exported for more than 1 customer, vendor, or employee. Filters can be applied to reduce the transactions to be exported down to just 1 customer, vendor, or employee. To get started, click the Edit->Find… menu selection.

QuickBooks Premier 2009 Export Find Invoice

In this example, we’ll export all customer invoices. From the Transaction Type pull down menu, choose Invoice and then click the Find button. QuickBooks will locate and display the number of matches. For our sample data, there are 114 invoices. This data could be filtered further by choosing a Customer:Job, a Date range, a specific Invoice #, or an Amount. Additional filter options are available on the Advanced tab. Our goal for this export is to export all invoices, so we won’t enter additional filter criteria. To proceed, click the Export… button.

The Export window provides the ability to send the exported data to a comma separated values (.csv) file or an Excel workbook. Exports to Excel are only compatible with Microsoft Excel 2000 or later, and you can choose either a new or existing workbook. For this example, we’ll opt to export the data to a new Excel workbook.

QuickBooks Premier 2009 Export Basic

On the Advanced tab, export settings can be customized further. To complete the export, click the Export button.

QuickBooks Premier 2009 Export Advanced

QuickBooks will automatically launch Microsoft Excel with the exported data loaded. Here’s a screenshot of Excel 2007 with exported transaction data loaded.

QuickBooks Excel Export 1

Exporting Transaction Data Starting in a Center

Using a Center, such as the Customer Center, you can flexibly export transactions for either a single customer, vendor, or employee or a filtered list of all transactions relevant to that Center. In this example, we’ll demonstrate exporting data for 1 customer, a common task to review a customer’s purchase history, as well as transactions for a range of customers.

To start, open the Customer Center and choose the customer whose data will be exported. In our example, we’ll choose “Abercrombie, Kristy” (an example only from the sample data) from the customer list displayed on the left.

QuickBoks Premier 2009 Customer Center Export 1

With a customer selected, click the Excel button in the toolbar, followed by the Export Transactions… menu entry in the menu that appears below. This will export the transactions displayed for this individual customer. These transactions can be filtered by changing the values in the pull down menus above the transaction list. Export to Excel will proceed as described above, with the ability to export the transactions to either a new or existing workbook. Note that this method doesn’t offer an ability to export to a .csv file. That’s not an important consideration here, since a .csv file would only be useful in exporting a large number of transactions.

To export transaction data for more than 1 customer from the Customer Center, click the Transactions tab. A list of the available transaction types is shown on the left, with all of the transactions that meet the filter conditions on the right. Change the filter conditions as needed. In our example, with no additional filters, this transaction export will mirror the results we exported using the Find window. To proceed, click the Export… button on the toolbar.

QuickBoks Premier 2009 Customer Center Export 2

Transaction export will proceed as described in our discussion using the Find window. In other words, you’ll be able to export to either a .csv file or an Excel file.

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Does Intuit Offer Support For IIF Files?

Chief Mechanic · August 23, 2010 ·

Unfortunately, no. Intuit’s policy is stated in this Intuit knowledgebase article.

Intuit Interchange Files are delimited text files that can be used to import and export data when working with a QuickBooks company file (.qbw).

While the ability to use IIF files is still included in QuickBooks, most newer programs have adopted techniques that make use of the Intuit Software Development Kit (SDK). That has caused the use of IIF files to decline over time, something that Intuit has encouraged by its policy of non-support.

The file structure of an IIF can be complex. Intuit has some online resources to help users create or edit an IIF file, including sample IIF files and IIF import tools.

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What Are the Capabilities of IIF Files?

Chief Mechanic · August 23, 2010 ·

Intuit Interchange Format (IIF) files are delimited text files used for import and export operations with Intuit data files, such as a QuickBooks company file (.qbw).

In QuickBooks, IIF files have some important limitations, which are discussed in this Intuit knowledgebase article. These files:

  • can’t be used to import linked transactions, such as a link between a customer invoice and a customer payment paying for that invoice
  • can only be used in single-user mode and logged in as the Admin user
  • can’t be used to import or export payroll data
  • can’t be used to export transactions

Because of these limitations and the fact that Intuit doesn’t support their use, IIF files are increasingly becoming obsolete.

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Can I Import Data to QuickBooks From Microsoft Excel?

Chief Mechanic · August 23, 2010 ·

Yes, subject to certain limitations.

You can only import list data into 1 of 4 lists:

  1. Customers
  2. Vendors
  3. Items
  4. Accounts

You can import either in Microsoft’s supported workbook format (.xls or .xlsx, depending on your version of Excel) or CSV format.

Intuit offers a free Import Excel and CSV Toolkit, which includes a PDF manual, CSV and .XLS example import files, and a reference guide explaining field names. It’s a compressed executable file, which extracts those files when run. Additional information is available in this Intuit knowledgebase article.

You can use another import file type, Intuit Interchange Format (IIF), to import unlinked transactions. See our article on the capabilities of IIF files for more information.

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