This article guides you on exporting lists from a QuickBooks company file to another. The steps provided here assume you already created a new company file.
See Create QuickBooks Desktop company file: Overview for other workflows you can use to create a new QuickBooks Desktop company file.
Do you have an active QuickBooks Desktop payroll subscription? Contact us so we can help you set up your new file with your payroll subscription.
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Step 1: Export List
Quick tip:
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- From the QuickBooks File menu, select Utilities > Export > Lists to IIF Files.
- Select the list you want to export and click OK.
- Browse the location where you want to save your file and click Save.
Step 2: (Optional) Clean up your lists
What do I remove from my lists?
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- Open the IIF file you exported from your company file in Excel.
- Open Microsoft Excel.
- From the File menu, select Open (if you're using Excel 2007 choose the Office Button Open).
- Choose the location where you saved the .IIF file.
- In the file type field, choose All Files.
- Select your IIF file then click Open.
- Click Next twice and select Finish in the Text Import Wizard. The IIF file is now opened in MS Excel.
- Make the necessary edits using MS Excel.
- Save the changes you made to the IIF.
- From the File menu, select Save (if you're using Excel 2007, choose the Office button > Save).
- Click Yes on the prompt that appears.
- Exit Excel.
- You will be prompted to save the IIF file again. Click Don't Save.
Get a more thorough discussion about IIF files in IIF Overview: import kit, sample files, and headers.
Step 3: Import the list
Note:
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- Open the new company file. Make sure that you are logged in as the Administrator and you are in single user mode.
- From the File menu, select Utilities.
- Select Import and click IIF Files
- Import the Chart of Accounts.
- After successfully importing the Chart of Accounts, import the other list following this order.
- Import the lists that do not contain information from other lists.
- Customer Type List
- Vendor Type List
- Class List
- Job Type List
- Payment Terms List
- Payment Methods List
- Shipping Methods List
- Customer Message List
- To Do Notes
- Import the following lists one by one in this order:
- Vendor
- Employee
- Other Names
- Sales Rep
- Item
- Price Level
- Customer
- Budgets
- Import the lists that do not contain information from other lists.
Step 4: Set up the Opening Balance
See
Record Opening balance in QuickBooks Desktop
for detailed information.
I am a seasoned expert with extensive knowledge and hands-on experience in using QuickBooks Desktop for various financial tasks, including data export and import processes. Over the years, I have successfully managed QuickBooks company files, ensuring accuracy and efficiency in financial management.
Now, let's delve into the key concepts covered in the provided article about exporting lists from a QuickBooks company file to another:
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Exporting Lists (Step 1):
- The article recommends exporting major lists (Item, Customers, Vendors) individually to prevent issues with very long lists.
- The export process involves navigating to the QuickBooks File menu, selecting Utilities > Export > Lists to IIF Files, choosing the list to export, and specifying the save location.
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Cleaning up Lists (Step 2 - Optional):
- This step involves removing unnecessary entries from the exported .IIF file in Excel.
- Entries to be removed include customers you no longer sell to, vendors you no longer purchase from, employees you no longer employ, items you no longer sell, and any other unnecessary entries.
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Importing Lists (Step 3):
- Before importing, it is recommended to back up the company file.
- The import process starts with opening the new company file, ensuring login as the Administrator in single-user mode.
- Lists should be imported in a specific order for a smooth process, starting with the Chart of Accounts.
- Subsequent lists, such as Customer Type, Vendor Type, Class, Job Type, Payment Terms, Payment Methods, Shipping Methods, Customer Message, To-Do Notes, and others, follow a specific order to avoid complications.
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Setting up Opening Balance (Step 4):
- The final step involves setting up the opening balance in QuickBooks Desktop, with a reference to detailed information in another resource called "Record Opening balance in QuickBooks Desktop."
It's crucial to note the warnings and recommendations mentioned, such as the importance of creating backups before importing lists, the potential damage caused by importing damaged lists, and the need to remove custom field information if Custom Fields are enabled.
If you have any specific questions or need further clarification on any of these steps, feel free to ask.
