Preparing QuickBooks trial balance data for import to AdvanceFlow

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If you need to import trial balance data from QuickBooks to an AdvanceFlow engagement, you will first need to prepare the spreadsheet file as outlined below.

This topic describes how to prepare the spreadsheet for import if the QuickBooks trial balance data:

The trial balance data does not include sub-accounts and all accounts include account numbers

  1. In QuickBooks, choose Reports > Accountant & Taxes > Trial Balance.
  2. Click the Customize Report button, select the correct dates, and select either Cash or Accrual for your report basis.
  3. Click the Export button on the toolbar, choose New Excel Workbook in the Export Report dialog, and then click the Export button. The worksheet will open in Microsoft Excel automatically.
  4. In Excel, highlight the first column to the right of the Account Number/Description column and insert five (or more, depending on how the data is organized in QuickBooks) new columns to serve as the destination columns for the next step.
  5. Separate the sub-accounts from the parent accounts by highlighting the first column and choosing Data > Text to Columns.
  6. Click the Fixed width option and click Next.
  7. In the Data Preview section, drag the column indicators to indicate where the two columns should start and stop and then click Next.
  8. Use the Destination field to indicate the absolute reference of the cell at the top of the column that is currently highlighted on your screen. Click Finish. Show me
    Excel convert text to columns wizard
    .
  9. Optional: Delete column D in the resulting spreadsheet. Show me
    Excel text to columns result
    .
  10. If this is the first time you are importing accounts, verify that the XLSX file includes the following columns: Account Number, Account Description, Account Classification Code, Account Classification Subcode, and Balance Amounts.
  11. Save your changes to the XLSX file and import the trial balance data into AdvanceFlow.

The trial balance data includes sub-accounts and not all accounts include account numbers

  1. In QuickBooks, choose Reports > Accountant & Taxes > Trial Balance.
  2. Click the Customize Report button, select the correct dates, and select either Cash or Accrual for your report basis.
  3. Click the Export button on the toolbar, choose New Excel Workbook in the Export Report dialog, and then click the Export button. The worksheet will open in Microsoft Excel automatically.
  4. Highlight the first column to the right of the Account Number/Description column and insert five (or more, depending on how it is organized in QuickBooks, new columns to serve as the destination columns for the next step.
  5. To separate the subaccounts from the parent accounts, highlight the data in the first column and choose Data > Text to Columns.
  6. Click the Delimited option and click Next.
  7. Mark the Tab and Other checkboxes, enter a colon (:) in the Other field, and click Next.
  8. Use the Destination field to select the columns that are adjacent to the column that you are converting and click Finish.
  9. In QuickBooks, Add account numbers to any accounts that don't already include them. Include the QuickBooks spacer (small bullet point character) and select and copy the spacer to your clipboard.
  10. Choose Data > Text to Columns, click the Delimited option, and click Next.
  11. Mark the Tab and Other checkboxes, paste the QuickBooks space that you copied previously in the Other field, and click Next.
  12. Use the Destination field to select the columns that are adjacent to the column that you are converting and click Finish.
  13. If this is the first time you are importing accounts, verify that the XLSX file includes the following columns: Account Number, Account Description, Account Classification Code, Account Classification Subcode, and Balance Amounts.
  14. Save your changes to the XLSX file and import the trial balance data into AdvanceFlow.

You are now ready to import the trial balance data into AdvanceFlow.

Related topic: Importing trial balance data in AdvanceFlow

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