Skip to content

Importing Excel Files to QuickBooks Desktop

    How to Import Excel File to QuickBooks Desktop

    There are many time-saving options available in QuickBooks. The import feature is one of them to make it simple for you to create a new company file, data conversion, and upgrade process. These tasks include data transfer which might be time-consuming. Fortunately import excel file to QuickBooks Desktop using the import option helps you to save time. The below article is rounded up with the procedure to import excel data to QuickBooks Desktop.

    Why Import Excel Files?

    👉 Save your effort and time! The importing excel files allow you to transfer the needed information to and from the QuickBooks instead of the manual method of starting from scratch. This in turn helps in reducing the complexity of manual upload and downloading files one by one. You can simply import the excel files to the QuickBooks Desktop and save time.
    👉 Importing excel files helps display on-time reports, printing, or editing tasks.

    How to Import Excel File to QuickBooks Desktop

    How to Import Data with QuickBooks Desktop?

    Things such as accountant changes, bank transactions, vendors, invoices batch transactions, customers and general journal entries are importable. Easily import excel files including items, customer, vendor, and Chart of Accounts using an excel spreadsheet. Different methods available to Import Excel File to QuickBooks Desktop.

    What are the Two Methods Import Excel File to QuickBooks Desktop

    Some of the Two Methods Import Excel Files to QuickBooks Desktop Version:

    Total Time: 40 minutes

    Standard Import

    QuickBooks allows you to open a formatted excels spreadsheet to fill in the information. You can view data after saving the file. Here are the steps to import Vendors, Customers, and products you sell:
    👉 Locate File option, choose Utilities, and then click the Import option
    👉 Hit Excel files
    👉 Hit No button to display the Window named Add/ Edit Multiple list entries
    👉 Next, follow the wizard with importing files:
    👉 Choose the data type
    👉 It will display a formatted excel spreadsheet.
    👉 Once you fill the data, saved the file, and close it
    👉 Click Add My Data Now option
    👉 Hit Review results & view data
    👉 Choose the Close button once you are done with this
    👉 Import Chart of Accounts:
    👉 Before the import process makes sure you tool the company file backup.
    👉 Click on the Lists option then choose Chart of Accounts
    👉 Click on the drop-down named Account then select Import from the Excel tab
    👉 Choose Browse option to choose the Excel file you need to import
    👉 Click the Open tab to choose the file
    👉 Choose the Excel Sheet with data you need to import is active
    👉 Map the accounts; mapping the account asks QuickBooks the process to import the data using an Excel sheet. The column heading varies with the Excel software so it requires matching.
    👉 Click Import button
    👉 Hit the Yes tab to confirm the process

    Advanced Import

    In case you don’t have an Excel file then here are the steps:
    Firstly enable inventory preferences with the below steps:
    👉 Sign in to the company file with Admin credentials
    👉 Ensure you are on the Single-user mode
    👉 Click File menu
    👉 Hit Switch to Multi-user mode
    👉 Click the Edit option then choose the Preferences tab
    👉 Choose Items & Inventory option on the left pane
    👉 Click tab named Company Preferences
    👉 Choose checkbox labeled Inventory & Purchase orders are active
    👉 Hit OK
    👉 Now set up accounts in the data file
    👉 Create data using the below procedure for each item:
    👉 Make the spreadsheet and then prepare for an import process.
    👉 Ensure that you are aware of the Excel spreadsheet file location. The QB will sync using the spreadsheet:
    👉 Launch the QuickBooks
    👉 Now open the company data file
    👉 Next, take the company file backup
    👉 Start importing the spreadsheet with the below steps:
    👉 Open the File option
    👉 Choose Utilities and then click Import
    👉 Next click Excel Files
    👉 Click No on the Add/Edit multiple list entries
    👉 Choose Advanced Import
    👉 Now set up a mapping
    👉 Click the Browse tab and then click on the Excel file
    👉 Select the right sheet and then choose the checkbox named “This data file has header rows” to find the available file headers
    👉 Click on the drop-down named choose a mapping
    👉 Hit Add New
    👉 Open the Mappings Window
    👉 Enter a name on the field named mapping name to easily find the mapping
    👉 Click drop-down named Import type
    👉 Select the data you selected to import
    👉 Match the data columns and QuickBooks columns
    👉 Hit Save button
    👉 Choose the Preview button to check the mapping
    👉 Click the import tab to complete the import process


    Hopefully, the above write-up is helpful for you to import the excel files such as general journal entries, accountants changes, bank transactions, batch transactions, transactions, and lists types. In case of any concerns or questions get connected to the professional team. Use a live chat, or email [email protected] address to reach the experts.

    🔔 Frequently Asked Questions (FAQs)

    🔰 How Would I Map the Name in QuickBooks Desktop?

    ⏩ Enter in a mapping name
    ⏩ Choose Account as Import type
    ⏩ Now match the data below QuickBooks with the column headings in Excel Sheet
    ⏩ Hit Save button

    🔰 What are the Things can I Set for Each Item in QuickBooks Desktop?

    ⏩ Item name
    ⏩ Item type
    ⏩ Description
    ⏩ Income account
    ⏩ Inventory Asset Account
    ⏩ COGS Account name
    ⏩ Cost of Item
    ⏩ Total Value
    ⏩ As of Date
    ⏩ Is passed Thru
    ⏩ On-hand Quantity

    🔰 What If Face the Duplicate Record Found the Issue while Importing Excel Files?

    ♻ With the error there will prompt below three options:
    ⏩ Keep the existing data and discard the import data.
    ⏩ Replace the existing data using import data, ignoring blank fields.
    ⏩ Replace the existing data using import data, including blank fields.
    ⏩ Select the suitable option
    ⏩ Click Apply tab
    ⏩ Hit Save option

    🔰 What if I Need to Import Vendors with an Excel File to QuickBooks Desktop?

    ⏩ Open the File option
    ⏩ Choose Utilities
    ⏩ Click Import
    ⏩ Hit Excel files
    ⏩ Click “No” on Add/Multiple list entries
    ⏩ After this select option named Advanced Import
    ⏩ Now set up a mapping on the mapping page
    ⏩ Enter a name to simplify data identification
    ⏩ Click drop-down named Import Type
    ⏩ Select the importing data
    ⏩ Now match the data columns and then click Save
    ⏩ Hit Preview to check the mapping columns
    ⏩ Click Import

    🔰 How Would I Set up Accounts in the Data File?

    ⏩ Click Lists option
    ⏩ Choose Chart of Accounts and right-click on it
    ⏩ Hit New button
    ⏩ Choose Account Type
    ⏩ You may require to create the below account types:
    ⏩ Cost of Goods Sold (COGS) account.*
    ⏩ Income Account to track sales.
    ⏩ Inventory Asset Account.*

    👉 Need Experts Help

    ✔ QuickBooks Wont Export to Excel
    QuickBooks 2016 or 2017 Unable to Export to Excel
    ✔ QuickBooks Crashes When Exporting to Excel

    Leave a Reply

    Your email address will not be published. Required fields are marked *

    4 × four =