Importing client data from QuickBooks

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Important reminder!

Product support for Engagement CS is ending on September 30, 2020. See Engagement CS license expiration 2020 - frequently asked questions for more information.

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS permanently expired on March 1, 2017.

Some processes documented in the Help & How-To Center are no longer applicable, due to the discontinuation of Creative Solutions Accounting.

Accountant's Assistant is provided with the CBS Master License.

You can import client data from QuickBooks Pro, and you can use Accountant's Assistant to transfer certain types of transactions (adjustments) back to the client's QuickBooks Pro program (for currently supported versions of QuickBooks). (See also: Transferring transactions from CSA to QuickBooks).

If you are not able to open QuickBooks as required during this import procedure (for example, if you are running CSA and Accountant's Assistant in Virtual Office CS or other Terminal Server environment), you or your client can use the CS QuickBooks Data Utility to create an export file.

If you are importing payroll checks, you must first have at least one checkbook set up in CSA prior to importing QuickBooks Pro data. Details on setting up a checkbook in CSA.

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Import procedure

  1. In CSA, open the client that corresponds to the client's QuickBooks Pro company.

    Note: The General Ledger module must be selected for this CSA client. If you are importing payroll information from your client's QuickBooks Pro company, you must also select the Payroll Compliance module for the client.

  2. In CSA, choose Utilities > Accountant's Assistant > QuickBooks Pro.
  3. Choose Setup > Miscellaneous Information to open the Miscellaneous Information dialog. Choose the General Ledger account to use for unassigned by selecting it from the drop-down list.
  4. (Optional) You may choose to mark any of the following checkboxes:
    • Do not import employees or payroll checks
    • Import only employees and payroll checks
    • Do not import inactive employees
    • Do not import inactive vendors
    • Skip Chart of Accounts Assignment
    • Do not import classes
  5. (Optional) If you want to create a GL transaction when you retrieve payroll checks from QuickBooks Pro, mark the Create payroll journal entry checkbox, and then click the option for the type of journal entry to be created.
  6. Click one of the options to set the date for the payroll entry and then click OK.
  7. Choose Tasks > Retrieve or click the Retrieve button button on the shortcut bar to begin importing QuickBooks Pro information. You will be prompted to back up your client data before continuing to import QuickBooks data. After you have created the backup copy, the QuickBooks Pro Data Location dialog opens.
  8. The Retrieve Options dialog opens. To indicate that you will be importing data from QuickBooks 2006 or higher, mark the checkbox. Click the appropriate option to indicate whether you are importing from a .QBW company data file or from a file created by the CS QuickBooks Data Utility, and then click the Retrieve button.
  9. Depending on the option you selected in the previous step, either the QuickBooks Pro Data Location dialog or the QuickBooks Export File Location dialog opens. Navigate to the appropriate location and then click Open or OK.
  10. In QuickBooks Pro (or QuickBooks Premier), open the QBW file for the company from which you will be retrieving data.
  11. In CSA, the QuickBooks Pro Date Range dialog opens. Enter the date range in MMDDYY format for the data you want to import and then click OK. (Only transactions that fall in the specified date range will be imported. If your client has entered a transaction since the last import with a date prior to your date range, that transaction will not be imported into Accountant's Assistant.)
  12. The QuickBooks - Application Certificate dialog opens automatically in QuickBooks:
    • Click the Yes, always; allow access to the data even if QuickBooks is not running option.
    • Mark the Allow this application to access personal data such as Social Security Numbers and customer credit card information checkbox.
  13. Click the Continue button, and then click the Done button at the Access Confirmation prompt.

    Note: When you attempt to retrieve data from a QuickBooks company file for the first time, you will be prompted by QuickBooks to grant permission to access the company data. You will not be prompted again if you subsequently attempt to import from that same company file. However, if you receive a new copy of the QuickBooks data for the same client company each period, you will be prompted in QuickBooks each time you import.

  14. The Chart of Accounts Assignment dialog opens automatically during the import process. If the QuickBooks account number is valid (based on CSA account number criteria) and is mapped to an existing CSA account within this dialog, it will be automatically added to CSA upon transfer.
  15. If there is no active payroll subscription for the QuickBooks data being imported, a message prompt opens to alert you that no payroll checks will be imported. Employees may still be imported, but no checks or earnings will be included. (If you do not need to import payroll data, prior to the import you may choose Setup > Miscellaneous Information from within Accountant's Assistant and mark the Do not import employees or payroll checks checkbox.)
  16. If the client has been flagged to use the Payroll Compliance module, the Payroll Item List opens. From the drop-down list on the right side, choose the CSA payroll item that corresponds to the QuickBooks Pro Payroll Item and then click OK. You must choose a CSA item for each QuickBooks Pro item before you can proceed.
    • The CSA payroll item that you select should be the same type (pay, withholding, or deduction) as the item in QuickBooks.
    • Employer-paid withholding and deduction items must contain either the word company or the word unemployment in QuickBooks to be excluded from the Payroll Item List.
  17. The import from QuickBooks attempts to match existing CSA employees with employees from the import data based on Social Security Number. Any unmatched employees are displayed in the Assign QuickBooks Employees to CSA Employees dialog, which opens automatically during the import. Select an existing CSA employee to be matched to each employee or mark the New CSA Emp checkbox and assign a unique employee ID. Click OK to proceed with the import.
    • You may match only a single QuickBooks employee to each existing CSA employee.
    • When adding a new employee, you must assign a unique employee ID.
    • If no employees exist in CSA prior to the import, the Assign QuickBooks Employees to CSA Employees dialog does not appear and employee IDs are assigned starting with ID 1 and incremented by 1. You may renumber employees after the import; subsequent imports continue to use the employee IDs as you have renumbered them.
  18. When the import is complete, you can choose Tasks > Process Transactions to view the imported data. You will need to replace any blank accounts with the Undistributed Account or individually edit each transaction with a blank account and provide an account number using the Edit > Edit Accounts dialog.
    Processing transactions retrieved from QuickBooks Pro

    You can also run the diagnostic reports from the File > Print Reports dialog to see what Chart of Accounts, Vendors, and Employees have been added, changed or deleted and you can run the Transaction Report to view or print all the transactions imported from the client.
    Reports in Accountant's Assistant for QuickBooks Pro data

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Additional information

See also: QuickBooks Prodata import - overview

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