Transferring transactions from CSA to QuickBooks

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017. CSA will not include 2017 tax rates or payroll forms, so, for 2017 and beyond, you will need to process payroll in another application. We recommend Accounting CS Payroll and myPay Solutions. For more information, see the following topics.

This feature enables you to transfer certain types of transactions back to your QuickBooks client to enable them to adjust their data in QuickBooks.

This feature is available only for Accountant's Assistant version 2007.1.x or higher, Trial Balance CS version 2007.1.3 or higher, and QuickBooks Pro, Premier, or Enterprise versions currently supported by Intuit.

See also

Using the CS QuickBooks Data Utility

Using the Export via the Internet option for QuickBooks

Transaction types available for transfer

The following types of transactions can be transferred back to QuickBooks if they were recorded directly in CSA, or retrieved from QuickBooks and subsequently modified in CSA.

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Transactions not available for transfer

The following types of transactions cannot be transferred back to QuickBooks.

Transfer procedure

The first few steps differ depending on whether you normally use the full data import (from Accountant's Assistant) or the Account Balances Only import (from Accountant's Assistant or Trial Balance CS).

Initial steps for transfers to QuickBooks Account Balances Only clients (Accountant's Assistant or Trial Balance CS)

  1. From the CSA main window, choose:
    • (for Accountant's Assistant users) Utilities > Accountant's Assistant > QuickBooks Pro - Account Balances only
    • (for Trial Balance CS users) Utilities > Import > QuickBooks Pro Account Balances
  2. In the QuickBooks Data Options dialog, click the Generate CSA information for QuickBooks option.
    • If you want your client to use the Export via the Internet option, you will need to send your client a copy of the CSA Information file, so mark the CSA Information file checkbox.
    • If sending transactions (adjustments) back to the QuickBooks client, mark the Transactions checkbox.
  3. Click OK and continue on to the remaining transfer steps.

Initial steps for transfers to QuickBooks full-data import clients (Accountant's Assistant)

  1. Choose Utilities > Accountant's Assistant > QuickBooks Pro.
  2. If you intend to transfer Detail payroll transactions from CSA back to your QuickBooks client, or if you want to change any settings for the transfer of Summary payroll information, choose Setup > Generate Information and specify the desired settings.
  3. Choose Tasks > Generate CSA Information.
    • If the Export via the Internet option is selected for this QuickBooks client (in the Setup > Miscellaneous Information dialog) and you need to send your client a copy of the CSA Information file, mark the CSA Information File checkbox.
    • If sending transactions (adjustments) back to the QuickBooks client, mark the Transactions checkbox.
  4. Click OK.

Remaining transfer steps

  1. We strongly recommend that you create a backup of the client data before proceeding. Click Yes at the prompt to create the backup.
  2. Specify the target folder for the file to be generated and click OK.
  3. When prompted to confirm the location of the CSA Information.‹clientid› file, click OK.
  4. In the Select Transactions to Generate dialog, select the transactions to transfer by moving them to the right-hand pane of the dialog, and then click the Continue button. Note that you may choose to filter the list of transactions to display by limiting the date range.
  5. The Edit Transactions dialog will open automatically in one or more of the following scenarios.
    • A one-to-one match cannot be found between the CSA account used and the stored list of QuickBooks accounts. If a new CSA account has been used and you want to add it to QuickBooks, select the [Add CSA Account to QB] item from the bottom of the drop-down list in the QuickBooks Account field.
    • The CSA payee cannot be matched to the stored Vendor, Customer, Employee, or Other lists from QuickBooks. If a new vendor or employee has been used and you want to add it to QuickBooks, select the appropriate QuickBooks Payee Type from the drop-down list and then select [Add CSA Payee/Description to QB] from the bottom of the drop-down list in the QuickBooks Payee/Description field.
    • An Accounts Payable account is used in a transaction. Select an appropriate QuickBooks vendor from the Customer/Vendor column to assign to the transaction.
    • An Accounts Receivable account is used in a transaction. Select an appropriate QuickBooks customer from the Customer/Vendor column to assign to the transaction.
    • The checkbook account associated with the transaction cannot be matched to a Bank type account in the stored list of QuickBooks accounts.

    Specify the appropriate information where indicated by a blank field and then click OK. The Edit Transaction dialog will appear for each transaction that needs to be amended.

    To populate the drop-down lists in the Edit Transaction dialog, you must retrieve data from your QuickBooks client at least once prior to generating transactions.

  6. In the Generate Transactions Options dialog, choose whether to import the transactions directly into QuickBooks or to create a file (QBgenxfer‹clientid›.xml) in the folder location that you specify.
    • The Import transactions directly into QuickBooks option can be used only if the QuickBooks company data resides on a local drive (local hard drive, network drive, etc.) accessible by CSA.

      After you click OK, the application prompts you to select the QuickBooks company file (.QBW) to import into.

    • The Create a generate file with transactions option creates the QBgenxferCSAClientID data time.xml file in the location you specify. You may then transfer this file to your client - by email, by removable media, etc. - to be imported into QuickBooks via the CS QuickBooks Data Utility, v.7.x - v.12.0.

      Click OK to continue.

  7. Click OK at the confirmation prompt to complete the procedure.

Additional information

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