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Copy multiple transactions from one company file to another

To do this you must meet the following criteria:

  • The transactions are either checks, deposits, credit card charges, or credit card credits. (For QuickBooks 2014 you can also do invoices, credits, bills and bill credits.)
  • You are importing the data into QuickBooks 2013 or newer (Accountant's Edition or Enterprise Accountant ONLY).
Detailed instructions

 Step 1: Set preferences appropriately to allow the export.

  1. Uncheck Use account numbers in Accounting company preferences. 
  2.  If you are exporting invoices, you may also wish to answer No to "Do you charge sales tax?" in the Sales tax Company preferences, since sales tax amounts will not carry over.

Step 2: Create a Custom Transaction Detail report for each type of transaction you want to copy to the new company file.

  1. From the Reports menu, select Custom Reports>Transaction Detail.
  2. Click Customize report and modify the report as follows:
    1. Select the Filters tab.
    2. In the Filters scroll box select Transaction type.
    3. From the Transaction type drop-down, select the type of transaction you want to show on the report:
    4. This must be either Checks, Deposits, or Credit Card or CCard Credit.
    5. From the Transaction Type drop-down, select Detail Level
    6. From the Detail Level drop-down, select All Except Summary
    7. Click the Display tab.
    8. Select desired date range.
    9. On the Filters tab, select the appropriate Transaction type for the transactions you need to show.
    10. Select the following columns depending on which transaction type you are creating the report for:
      • Checks: Date, Num (Check Number), Name (Payee), Account, Debit (Amount), Memo
      • Deposits: Date, Name (Received From), Account (Account From), Memo, Num (Check No.), Credit (Amount)
      • Credit Card Charges and Credits: Date, Name (Payee), Account, Debit (Amount), Memo
      • Bills and Bill Credits: Date, Num (Ref. No.), Name (Vendor), Terms, Due date (Bill Due), Account, Credit (Amount), Memo
        • Filters: Detail level - All except summary.
      • Invoices and Credit Memos: Date, Number, Name (Customer:Job), Terms, Debit (Amount), Item description (Description), Item, Qty, Sales price (Rate), Amount (Total)
        • Filters: Detail level - All except summary.
  3. Click OK to show the report.  
  4. Memorize the report with an appropriate name, if desired.
  5. Save the report as PDF.
  6. Repeat as needed for other transactions types.

Step 3:   Export the report to Excel.

Step 4:  Enter transactions into new company file using the Batch Enter Transactions screen.

NOTE:  This process will work in an Accountant's Copy as long as the transactions dates are PRIOR to the dividing date.





KB ID# HOW19934
5/29/2016 4:25:28 AM
PPRDQSSWS407 9132 Pro 2016 5d0361