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Transferring Data from QuickBooks to EasyACCT


Transferring Data from QuickBooks to EasyACCT

Problem Description

How to transfer data from QuickBooks to EasyACCT Solution Description

Required for Transfer: 

  • One of the three most recent QuickBooks versions must be installed on the EasyACCT host computer.
  • The transfer procedure will only import the QuickBooks Working file, which has a .QBW extension.
    • Make sure the company can be opened in QuickBooks on the EasyACCT computer..
      • QuickBooks backups, copies, or accountant transfer files will NOT import.
      • Open the transfer file received in your QuickBooks program before attempting the transfer.

Transferring Data from QuickBooks to EasyACCT: 

For detailed instructions about setting up a new company for a Quickbooks transfer, refer to the EasyACCT Release Notes.

  • Go to Help, Release Notes, choose Using the System on the menu on the left side of the screen, and then choose Quickbooks Transfer.

Note that the screens encountered will vary depending on the selections chosen (i.e. summary vs. detail, payroll and/or GL):

  1. Since this process modifies your EasyACCT files, we encourage you to back up your data before beginning the transfer.
  2. Go to EasyACCT Utilities and select QuickBooks Transfer.
  3. Designate the Date Range for transferring.
    1. It is recommended that instead of transferring a whole year at a time that you transfer one month or one quarter at a time, otherwise the transfer procedure can take quite some time to complete.
  4. Select to transfer Payroll Checks in Summary or in Detail.
    • If summary is selected, a payroll journal entry is made to the Enter Transactions screen.
    • If detail is selected, the individual checks are imported into the Payroll Entry screen, accessible from Enter Transactions.
  5. Select to transfer GL and Other Transactions in Summary or in Detail.
    • Either selection will create an entry in the Enter Transactions screen.
    • If summary is selected, there will be just one line item per account.
    • If detail is selected, all transactions for the period will import.
  6. Click Browse to locate the company's QBW file, typically located in C:Documents and SettingsAll UsersDocumentsIntuitQuickBooks...
    • To locate the data path of the QuickBooks file, open Quickbooks, go into the client, press the F2 key, and on the Product Information screen, look for the Location.
    • If the QuickBooks file has password, it will open QuickBooks to have you enter the password before it will proceed transferring data.
  7. Click Continue, if there are already transactions in the month that you are transferring to, you can either Append or Overwrite the files.
    • The default is Append.
  8. Map the QuickBooks accounts to EasyACCT accounts.
  9. Import Vendors and assign IDs.
    • It is not possible to map pre-existing EasyACCT vendors to ones setup in QB.
  10. Import Employees and assign IDs.
    • It is not possible to map pre-existing EasyACCT employees to ones setup in QB.
  11. Complete the Payroll Account Posting screen by filling in account numbers for EACH field.
  12. Complete the Payroll Mapping screen.
    • Note that QB has numerous pay and withholding categories.
    • You may have to combine several pay categories from QB into one EA pay category (group items with the same tax treatment).
  13. Click Continue until the transfer is complete.


  • QuickBooks provides a field in the company's chart of accounts to hold an optional account number.
  • EasyACCT requires an account number for each item in its chart of accounts.
    • The program can create a suggested list of account numbers to match with the QuickBooks accounts coming into EasyACCT - see #4 below.

There are four possible scenarios that apply only to the initial transfer.

  1. Both EasyACCT and QuickBooks have existing account numbers. No suggested chart of account matching occurs, an account number must manually be entered for every QuickBooks account.
  2. Only EasyACCT has existing account numbers.  No suggested chart of account matching occurs, an account number must manually be entered for every QuickBooks account.
  3. Only QuickBooks has existing account numbers.  QuickBooks account numbers, types, and descriptions are copied directly to EasyACCT.
  4. Neither EasyACCT nor QuickBooks have existing account numbers.  EasyACCT creates a suggested chart of accounts based upon the total of all of the accounts in the company being transferred.
    • If there are fewer than 63 accounts, EasyACCT uses three-digit account numbers.
    • If there are 64 or more accounts, EasyACCT uses four-digit account numbers.
    • Account numbers are incremented by 10's with the exception of sub accounts.
    • All accounts end with '0' except for accounts that were listed as sub accounts in QuickBooks.
    • Sub accounts, once transferred to EasyACCT end with '5' to make them easy to identify.

EasyACCT Imports the following from QuickBooks:

  • Chart of Accounts
  • General Ledger Account Balances
  • Vendors
  • General Ledger Transactions
  • Employees
  • Payroll Posting
  • Payroll Transactions

EasyACCT does NOT import from QuickBooks:

  • Accounts Receivable Customers
  • Accounts Receivable Transactions
  • Accounts Payable Invoices

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