Moving from QuickBooks

Choose when your books start, and bring QuickBooks' lists

1. Choose the unit under Unit, if you keep more than one book.
2. Under Books start on, choose the first day you will keep the books here. The page says the day before it: QuickBooks' balances are read on that day.
3. In QuickBooks Online, run each report the page lists, with its dates ending on that day, and export it to Excel. QuickBooks Desktop users can export lists to an IIF file instead.
4. Drop the files on the page all at once, or press Read everything from QuickBooks where the book is connected.
5. Press Next: map your accounts.

Then: Each list shows what was read from it: how many accounts, customers or balances, from which file, and as of which day. What was passed over, like totals and group headings, and any row that could not be read, is a click away under each list.

Rather not? Press Replace beside a list to give another file, or the cross to take it out.

Who: Whoever keeps the unit's book, with Record money there. Reading through the connection is for the organization's Owner, or a Finance officer of the unit, who keep it in Finance › Sync.

Grace keeps the Riverside center's books and moves them on January 1. They run QuickBooks' Account List, Customer Contact List, Vendor Contact List, Trial Balance and A/R Aging Detail as of December 31, exports each to Excel, and drops all five on the page at once.

Map your accounts

1. Read the list of QuickBooks accounts. Under Goes to, each has a place suggested, with the reason beside it: Same number, Same name, or New in your chart.
2. Change any that aren't right: choose an account of the same kind already in your chart, or New in your chart and give its code and name.
3. Open Worth knowing to see which accounts are only the nearest kind, like a credit card, and which were nested deeper in QuickBooks.
4. Press Next: check everything.

Then: The whole move is checked against your choices.

Who: Adding accounts to the chart is for whoever keeps the organization's top book, or an Owner or Admin. Anybody else maps every account to one already in the chart.

Check everything, then bring it all in

1. Read each list's outcome. Put right anything marked Needs you: it names the QuickBooks report, the line and the name.
2. Under Carry this year's income and spending into, choose the fund balance for the year so far.
3. If you brought unpaid bills, choose under Bills that name no account were for: QuickBooks' aging report doesn't say.
4. If QuickBooks had open lines that aren't invoices or bills, such as credits or unapplied payments, check the box that accepts the difference they make. They are listed under Credits to record after the move.
5. Press Check again after any change.
6. Press Bring it all in.

Then: Everything comes in as one set, in order: the new accounts, customers, suppliers, items, the opening balances, open invoices and unpaid bills. The checklist shows every account's opening balance beside QuickBooks', to the cent. Each list is also under Past imports in Finance › Import.

Undo the whole move

1. Find the move under Your moves from QuickBooks, or stay on the last step.
2. Press Undo the whole move.
3. Read how many imports it takes back, and press Yes, undo it, or Keep it.

Then: Everything the move brought is taken back, last step first: the bills and invoices, the opening balances, the items, suppliers, customers and new accounts. A new account that the reversed opening balances still name is retired, not deleted, so its history stays readable, and the notice says how many.