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Select the type of data to add

Tip (lightbulb)See an overview of the process.

Adding Excel data to QuickBooks overview

What you should know before you begin.

  • Consider renaming the columns in your original (source) spreadsheet, and reordering your columns so they're in the same order as the columns in the formatted spreadsheet. This will make it easier for you to copy from your original file and paste your information into the formatted spreadsheet.

  • Always start pasting your data into row 8 of a column in the formatted spreadsheet.

  • If you can't find columns in the formatted spreadsheet to paste all of your data into, you can add the information later (after you finish adding the data to QuickBooks).

  • If the formatted spreadsheet finds errors as you paste your data in, you will see these indicators:

  • Cells with errors highlight yellow and display a red triangle. (Position your mouse (pointer) over the red triangles for details to fix any errors.)

  • Red exclamation marks show rows that contain errors.

  • The Messages box shows the number of errors you need to fix to successfully add all of your information to QuickBooks.

Note: We recommend that you print this topic before you start.

Important: Make sure your existing Excel spreadsheet (that contains your source information) is open so that you can copy information from it into the specially formatted QuickBooks spreadsheet.

To do this task

  1. Go to the File menu, select Utilities, select Import, and click Excel Files. The Add Your Excel Data to QuickBooks window opens.

  2. Click the button that indicates the type of data you want to add (for example, Customers, Vendors, or Products I sell).

    Add your data in step 1
    • You'll be prompted to back up your data and then proceed.

    • A specially formatted Microsoft Excel spreadsheet opens for you to add your data into.

    • If you're prompted to enable macros to use the spreadsheet, click Enable Macros.

      Enable Macros pop-up
    • The spreadsheet shows the steps you follow to copy your data, fix errors, and add your data to QuickBooks. If you need help to finish a step, click Show Detailed Instructions.

      Click Show Detailed Instructions for help to use the spreadsheet
    • Click in any column to see a tip about the type of data you can enter there.

      Mouse over any column to display the coach tip
  3. Copy and paste your data into the spreadsheet one column at a time.

  4. To fix errors, locate each yellow cell, position your mouse (pointer) over the red triangle to see the problem and use the solution to fix the problem.

    Mouse over red triangles in yellow cells to see the problem and solution
  5. After you fix the errors, in the Excel spreadsheet, go to the File menu and click Save to save your spreadsheet.

    • Give your spreadsheet a name you can easily remember.

    • Note the location where you saved the spreadsheet.

  6. Now you can leave the spreadsheet and resume working on it later, or you can add your data to QuickBooks.
    • To leave the spreadsheet, in the Excel spreadsheet, go to the File menu and click Exit. In the Add to QuickBooks window, click I'll Add My Data Later.

      Add to QuickBooks window
    • To add your data to QuickBooks from the spreadsheet, in the Excel spreadsheet, click Add My Data Now. In the Add to QuickBooks window, click Save & Add My Data Now.

      Add to QuickBooks window

      The spreadsheet closes and you'll see comments about the data you added to QuickBooks.

Note: Checkmarks show steps that are complete Checkmarks show the steps you've completed. If steps 2 and 3 in the QuickBooks window are not checked, be sure to complete them:

See also

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12/7/2016 6:07:28 PM
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