QuickBooks doesn’t have a direct way to import data formatted as XML. While XML is a popular format, users don’t have a direct method like they do for CSV and XLS files. QBXML is often used by QuickBooks Online and users may require working with it if they’re switching from the online version to the desktop version of QuickBooks.
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In this post, we’ll discuss a few topics related to QBXML files and how to import them directly into QuickBooks with this simple approach:
- Standard in terms of technologies like XML and HTTP,
- Extensible as it can be extended to newer technologies in the future,
- Secure in terms of business transactions,
- Designed to support Web-based and remote data integration.
Since now you know more about QBXML files, we can move to the next section and learn more about how to import QBXML files into QuickBooks Desktop even if you’ve exported it from QuickBooks Online.
Importing the QBXML File into QuickBooks Desktop
Working with a QBXML file can be easy when you know how the import process for it works. Here are a few things that you’d want to keep in mind whenever you’re trying to import QBXML file into QBD:
- QBXML file can be used to transfer account information, custom settings, and forms from a QuickBooks Online account to a QuickBooks Desktop account, making it the goto option for transferring the various data types that aren’t transactions or list items.
- Importing new data with a QBXML file will actually overwrite the previous data – especially related to user and company preferences – in QuickBooks Desktop.
- You should create a backup file before you import preferences or custom forms using QBXML.
A backup of the QuickBooks Desktop file ensures that you’ve the option to restore to a previous version of the company file including all the accounting data and the user preferences. To create a backup of your QuickBooks Desktop company file, you can follow these steps:
- Go to the File menu, select Switch to Single User Mode.
- Go back to the File menu and select Back up Company.
- You can choose the option to Create Local Backup.
- Then click on Local Backup, then choose Next.
- Select the Browse option and go to the location at which you want to save the file.
- Choose the total number of Backups to keep (if you’re setting up automatic backups). If you choose the Online Backup Option, you’ll have to log into your Intuit account.
- Choose Complete Verification, following which the software analyses the backup file created to ensure that it’s properly saved.
- Select Ok when you’re ready to create the backup file.
- Click on “Save it Now and Schedule Future Backups” if you want to create a backup now and also schedule automatic backups. Or go for “Only Schedule Future Backups” if you don’t want to create a backup currently.
Exporting the QuickBooks Online Data
Firstly, you will have to export the data from the QuickBooks Online version, for this, you can follow the below steps:
Step 1. First, you need to download the financial data of your company file in QBXML format from QuickBooks Online.
Step 2. For this, you need to click open QuickBooks and Log in, then go to the settings, and after that click on export data.
Step 3. Once the export data wizard is opened, you need to select the range of the data to be exported, and then click on the request your data.
Step 4. In this step, once all the data is ready to be downloaded, click on Continue, it will create a QuickBooks for Windows company file and you can download it.
Importing the Data into QuickBooks Desktop
After you have exported the QBXML file data from the QB Online version, you can take the below steps to import the data into QuickBooks Desktop:
Step 1. You can import the QBXML data into QuickBooks Desktop by installing CData Cmdlets for QuickBooks on the computer where you have saved your QBXML file.
Step 2. You need to also install the remote connector on the computer machine that is hosting the QuickBooks Desktop. The remote connector is included in the installer for Cmdlets.
Step 3. Once you are done with the installation part, you can import the QBXML file to QuickBooks desktop following the Online instructions.
But you should be aware, that this is one of the processes where you would need expertise, so if you are stuck or unable to do it yourself, call for expert help.
Let us now move towards the frequently asked Questions, wherein you will be able to see small queries asked by the users and answered by experts. You can refer to these questions as a cheat sheet when you are performing the process, or need to know additional things.
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Frequently Asked Questions
Can You Let me Know the Process of Converting the QBX file to QBW and opening it?
QBX files are generally used to share your company file with accountants. The accountant’s copy contains only the financial information that is required to work with finances. It does not contain user preferences, customized templates, etc. Once the accountants make the required changes and send the company file back to you, you’ll be able to then take the file and import it back into QuickBooks Desktop. And that’ll ensure that the data is properly merged and replaced with the one from the accountant file. This converts the QBX file to QBW file.
At What Location does QuickBooks Save XML Files?
Whenever QuickBooks generates an XML file i.e., QBXML file, it will inform you that it is sending you the CRA website. Now you should very carefully note the location of the XML file in the message. You will have to attach using the location on the CRA website. Generally, the file is saved in the ‘document’ folder of the computer.
Can you Let me Know the Steps to make an Accountant’s copy on QuickBooks Desktop?
You can launch QuickBooks and sign into an admin account. Then go to the File menu, and select Send Company File. Select Accountant’s copy in order to create a QBX file that you can securely send to your bookkeeper or accountant. Then select Save File and click on Next. Select the location at which you want to save the Accountant’s copy of the company file. Once complete, you can send this file to your accountant, who can then make the required changes
You need to start the process by first opening the QuickBooks and going to the File menu. After that, you need to click on the “Send Company File” option. Now click on The Accountant’s copy and then Client Activities. Once you are done, click on Save file and then click on Next. After that, choose Accountant’s copy and click on Next again. Lastly, enter the QuickBooks Accountant copy dividing date and click on Next once again.
Can you Guide me on How I can Export T4 Slips as an XML File and then Submit them Online to CRA?
You need to click open QuickBooks first, and then click on Taxes > and then Payroll tax. Once you have done this, go to the forms section and choose Annual Forms. After that, select T4 slips (employer). Now choose the period and select view, this will open the T4 slip in the new tab. You should save or print the slip for the record. Now, you need to go back to the previous QuickBooks Online tab and click on submit. Once you click on submit, your T4 slip will be exported as an XML file and will also archive a copy of the same for your record in QuickBooks Online.
