How to Import an Excel File into QuickBooks?

Sometimes while working in QuickBooks, you may come across a scenario where you will have to import the excel file into QuickBooks. In the below write-up, we will look into the ways to do it. You will need this option to import customer, vendor items, payroll list, and transactions from time to time.

With the help of this article, you can learn how to import and export MS Excel files. Using different file formats you can import and export various lists and transaction types to and from QuickBooks Desktop.

Below you will see all the important information related to this:

Import of Excel Files with Advanced Import option

Step 1. First of all, click on File > Utilities > Import and then excel files.

Step 2. Now click on the Advance import option after clicking “No” on Add/edit multiple list entries, after that you need to set up your account mapping.

Step 3. Now from the Import type drop-down, choose the data that needs to be imported. Match the columns between QuickBooks and import data and click on save.

Step 4. After setting up mapping and selecting the data for import, click on preview and verify the mapping and choose import to complete the process.

Import of Excel Files with Add/Edit Multiple lists option

Step 1. Click on lists > Add/edit multiple list entries.

Step 2. Now choose the List drop-down and select the list that you want to work with and filter the list to see a particular record.

Step 3. Now click on customize column button to choose the column you wish to see in Add/edit multiple list entries window. Or you can also select the default button to go back to the Pre-set columns.

Step 4. Now add or edit the entries by clicking the appropriate fields and save changes.

Import QuickBooks Data with MS Excel Files

From an Excel spreadsheet, you can import Customer, Vendor, Items, and Chart of Accounts. There are a few options available when you are importing Excel files from QuickBooks.

Option 1: Standard Import

You can enter your data into QuickBooks using an Excel spreadsheet that has been formatted. You can review results and access your data in QuickBooks after you save and close the file. To import the Customers, Vendors, and Products you sell:

• First, You have to go to the File menu, then you have to select Utilities then Import and after that, you have to select Excel Files.
• Click No when you get the Add/Edit Multiple List Entries windows.
• In importing files follow the wizard.
  • Choose the type of data.
  • QuickBooks displays an excel spreadsheet with formatting. You will have the option to Add My Data Now after entering your information, saving the file, and closing it.
  • Then you have to review the results and then view Data in QuickBooks.
  • When you are finished you have to select Close.

To Import Chart of Accounts

• You have to select the Chart of Accounts by going to the Lists menu.
• Choose Import from Excel by selecting the Account drop-down at the bottom.
• To select the Excel file you want to import you have to select Browse.
• After that, you have to select the file and then you have to select Open.
• Then you have to select the Excel Sheet where the data you want to import is on.
• Now map your accounts. Accounting mapping tells QuickBooks how to import data from your Excel sheet. You would need to match them since the column headers in QuickBooks can differ from those in Excel.
  • Firstly, type in a mapping name.
  • Then select Account as Import type.
  • Under QuickBooks match the information with the column headings in your Excel sheet.
  • After completing you have to select Save.
• Then you have to select Import. If it is your first time importing then you have to select Yes to confirm the process.

Option 2: Advanced Import

For Items

If you are importing items and you do not have an Excel or CSV file yet then follow the steps below:

Step 1: Turn on Inventory Preferences

• Login as Admin to your company file.
• Ensure that Single-user mode is selected.

• Then you have to select Preferences from the QuickBooks Edit menu.
• On the left pane, choose Items & Inventory. Next, select the Company Preferences tab.
• After that, you have to select the Inventory and Purchase Orders are Active checkbox, then you have to select OK.

Step 2: In Your Data File Set up Accounts

• Select Chart of Accounts from the Lists menu.
• In the Chart of Accounts right-click anywhere and then select New.
• Then choose the Account Type. For this step, you will need to create the following account types:
  • To track sales Income Account
  • Inventory Asset Account
  • Cost of Goods Sold (COGS) Account

Step 3: For Each Item Create Your Data with the following:

• Item Name: Enter the name that you want on your item list.
  • When importing a spreadsheet with Sub-Items, the Parent Item must either already be present in the item list or appear before the sub-item in the list order.
  • The Item Name would be formatted with the Parent and the Sub-Item separated by a colon if you were importing Sub-Items.
• Item Type: You can include the type of item that is inventory part, service, etc. As you see it in QuickBooks item name must be spelled out the same.
• Description of the Item: The item’s written description must match what is found in the item list, sales orders, sales receipts, and invoices.
• Income Account: Name of the Income Account that will record the item’s sales.
• Inventory Asset Account: Name of the asset account that will record the inventory value.
• Name of the COGS Account: The account name in which purchases of the item will be recorded under COGS.
• On-Hand Quantity: The Quantity On Hand of the Item (Inventory Items only).
• Cost of Item: The Cost of the Item.
• Sales Price: Sales Price of the Item.
• Total Value: Total Value of the Item (New Inventory Items only).
• As of Date: When was the item last purchased (New Inventory Items only).
• Is Passed Thru: Make sure to enter a Y in this column so you can track both the cost and the item’s price.

Optional Information:

• Manufacturer’s Part Number or SKU: Additionally, you can import the part/SKU number of an item.
• Reorder Point: When the number of items on hand hits this level, QuickBooks will ask you to place another order for more items.

Step 4: Create the Spreadsheet

Using these tables as guides create the spreadsheet:

Step 5: Prepare to Import

Make sure you are aware of where the Excel spreadsheet file is located. Throughout the procedure, QuickBooks and the spreadsheet will sync.

• First, You have to start QuickBooks.
• Then open your company data file.
• Without overwriting any previous backup you can back up the QuickBooks company file.

Step 6: Import the Spreadsheet

• First, you have to go to the File menu, then select Utilities and then Import, and then Excel Files.
• Select No when you get the window displayed on the screen of Add/Edit Multiple List Entries.
• Then you have to select Advanced Import and then set up a mapping.
  • First, select Browse and then choose the Excel file.
  • In the Excel workbook choose the correct sheet.
  • To view the available headers in your file, choose the This data file has header rows checkbox.
  • On the Choose a mapping dropdown, you have to select Add New.
• On the Mappings window:
  • For easy identification of the mapping, enter a name in the mapping name box (customer, vendors, etc.).
  • Choose the data you are importing from the Import type option.
  • Select Save after aligning the QuickBooks and Import Data columns.
  • To verify the mapping you have to select Preview.
  • Then to complete the import you have to select Import
• You have the following choices if you see the Duplicate Record Found error:
  • The imported data should be discarded; keep the existing data.
  • Ignoring blank fields, import data should replace any existing data.
  • Import data, including fields with blank values, should replace the existing data.

To Fix the Errors:

• First, choose the appropriate option.
• Then you have to select Apply or Apply to all.
• A notification will let you know how many imports were successful and how many problems there were. If there are errors, choose to Save them for the error log so that you may review them and decide what needs to be done to fix them.
• As needed re-import the list.

For Customers, Vendors, and other Lists of Data

You can use this option in case you are importing Customers, Items, Vendors, and other lists data and you have CSV data or have an Excel file already formatted for QuickBooks.

• Select Utilities and then Import and then Excel Files from the File menu.
• Then you have to select No on the Add/Edit Multiple List Entries.
• After that, you have to select Advanced Import.
• Now start setting up a mapping.
  • Click on Browse and then choose the Excel file.
  • In the Excel workbook, you have to choose the correct sheet.
  • To identify the available headers from your file you have to select the This data file has header rows checkbox.
  • Now Choose a mapping dropdown menu and select Add New.
• On the Mappings window:
  • o easily identify the mapping (Customer, Vendors, etc.), on the mapping name field, type a name.
  • Choose the data you are importing from the Import type dropdown.
  • Then match the QuickBooks and Import Data columns and then you have to select Save.
  • To verify the mapping select Preview.
  • To complete the import you have to select Import.

• In case you receive the Duplicate Record Found error, then you will be presented with these options:
  • Discard import data and keep existing data.
  • With import data replace existing data, you have to ignore blank fields.
  • You have to replace existing data with import data and include blank fields.

To Fix the Errors:

• Choose the option that is appropriate.
• Then you have to select Apply or Apply to all.
• You will get a notification that indicates the number of successful imports and the number of errors. To resolve the errors now you have to select Save for the error log and then review it to determine the necessary action if you have errors.
• Lastly, you have to re-import the list as needed.

Option 3: Add/Edit Multiple Lists

With the help of this option you can add and edit multiple customers, vendors and items. This cannot be used to import transactions (invoices, bills, etc.); rather, it is for list information (name, description, etc.).

• Select Add/Edit Multiple List Entries from the Lists menu.
• Then you have to select the List dropdown and then choose the list that you want to work with.
• To see a particular record filter the list.
• You can choose which columns to display in the Add/Edit Multiple List Entries boxes by clicking the Customize Columns button. You may quickly work on the necessary columns in this manner. To return to the list’s default columns, choose the Default button.
  • To add: Select a column and select Add from the left pane.
  • To remove: Select a column and then select Remove from the right pane.
  • To rearrange the column order: Select the column and then select Move Up or Move Down from the right pane.
  • Then click on OK
• By selecting the appropriate fields, you can add or update the entries. Please take note that you can copy (Ctrl+C) and paste (Ctrl+V) data from Excel into this window. Additionally, you can duplicate rows and copy down (highlight any field and select Copy Down and Duplicate Row)
• Lastly, you have to select Save Changes.

You will get a warning after saving your changes that will let you know how many records were saved. In addition, QuickBooks will inform you of any errors that need to be fixed.

To Fix the Errors:

• Any field can be clicked or hovered over to reveal the error.
• To fix the errors, update the record.
• Repeat the procedure until all errors are corrected, then select Save Changes. Keep in mind that you can pick Close without making any additional changes if you don’t want to correct an error and save the changes you’ve already made. If there are errors in the edits, QuickBooks won’t save them.

Export QuickBooks Data with MS Excel Files

Customer, Vendor, Payroll, Transaction, and Items lists can all be exported into an Excel file. You can export reports and change them in Excel without having your QuickBooks data affected if you need to make changes to a report’s appearance or contents that are not available in QuickBooks.

Customer/Vendor/Payroll List and Transactions

• First, You have to open the Customer/Vendor/Payroll center.
• Then you have to select the Excel drop-down and choose:
  • If you want to export customer/vendor/employee data such as name, contact information, and balances.
  • You can use Export Transactions if you want to export transactions ( either by transaction type or by name)
• To create a new worksheet or update an existing worksheet, you have to click on the Export window.
• Now you have to select the Export button. QuickBooks will open MS Excel and you can edit the information as much as you need.

Items

• You have to select Item List by going to the Lists menu.
• Choose Export all Items on the Excel dropdown menu.
• Then in the Export window, you have to choose whether to create a new worksheet or update an existing worksheet.
• Then you have to select the Export button. QuickBooks will open MS Excel. As you need you can edit the information.

Reports

Information that QuickBooks exports to Excel include:

• The report’s data as it appears on the screen
• Subtotals, totals, and other calculations formula
• Row headings that specify what each row describes
• From the QuickBooks report’s headers and footers

• First, open the report that you want to export.
• At the top of the report you have to select the Excel drop-down, then you have to select Create New Worksheet or Update Existing Worksheet.
• Then in the Send Report to Excel window, you have to choose what you would like to do with the report.
• To see other export options, choose the Advanced button, then select OK. To ensure that the exported report would show Header information.
• If the exported report does not include header information and you are using a newer version of MS Excel, make sure the On Printed report and screen options are set in the Printing options section.

• Then select the Export button. QuickBooks will open MS Excel. As needed you can edit your data.

With the above article, your doubts related to Import or Export MS Excel files will be cleared out. As all the necessary information related to this have mentioned above. In case you still face any issues related to this then you can connect with Dancing Numbers team via LIVE CHAT. The help desk team is available round the clock for their users.

Accounting Professionals, CPA, Enterprises, Owners

Looking for a professional expert to get the right assistance for your problems? Here, we have a team of professional and experienced team members to fix your technical, functional, data transfer, installation, update, upgrade, or data migrations errors. We are here at Dancing Numbers available to assist you with all your queries. To fix these queries you can get in touch with us via a toll-free number
+1-800-596-0806 or chat with experts.

Frequently Asked Questions (Faqs)