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QuickBooks

Accounting Index

Working Papers imports the full trial balance as well as general ledger details from QuickBooks files.

In order to import from QuickBooks, one of the following files is required:

where ?????? represents the company file name

QuickBooks Canada 2008 or later, QuickBooks Australia 2008/09 or later, QuickBooks UK 2008 or later

1. If you do not have these versions of QuickBooks installed and you would like to import a QuickBooks file from one of these versions into Working Papers, you can:

   1. Send your client the QuickBooks Export Utility, which you can download here.
   2. Have the client create an export file, then send the export file to you.
   3. Import this file directly into Working Papers.

2. If you have a copy of QuickBooks installed and you would like to import a QuickBooks file into Working Papers, you can:

   1. Have your client send you the QuickBooks data file.
   2. Download the QuickBooks Export utility from here and create an export file.
   3. Import this file directly into Working Papers.

   Once downloaded, refer to the readme document for installation instructions.

QuickBooks US 2006 or later

Working Papers does not import QuickBooks US 2006 or later files directly. To import data from these versions, you need to create an export file in QuickBooks first and then import that file. How?

To import a QuickBooks file into Working Papers:

1. On the File menu, select Import, and then Accounting Software.

2. From the Import From drop-down, select QuickBooks.

3. Use the following table to help you complete the fields.

   Field	Description	Required
   Version	Select the version of QuickBooks that you want to import. Note: Due to country variations in QuickBooks, some versions include a country designation (such as version 2005/06 Australia) as part of the version number. If there is no separate country version listed, assume the version number applies to all countries.	Yes
   Import Path	Type or select the exact path where the QuickBooks file resides. Use the Browse button to locate the file manually. The file will have the extension .qbw (regular QuickBooks format), .qba (Accountant's copy), or .cwq (QuickBooks 2008 or later format).	Yes
   Import Components	Select the components to import: Trial Balance or the full General Ledger Detail. Note the following: If you are importing the general ledger, the Journal Description field has been extended to include the name information (which can represent the name of a vendor, customer, employee, etc, or other details) in addition to the memo information. The name precedes the memo with ':' as a separator. When importing, the prior year balance for each account number, the amount is expressed separately for each period, e.g., P1, P2, … P12. Working Papers generates the acno for accounts from the account Id if a QuickBooks account being imported has no acno. In order not to clash with existing QuickBooks accounts' acnos that exist in the file, the generated acno must be in the range 000 to 999 or 001000 to 9999999. To ensure this happens, Working Papers automatically pads any acno imported from QuickBooks with leading zeros (if less than 4 digits) to fall within the range from 0000 to 99999. The GL import from QuickBooks version 8 excludes any GL transactions classified as "Estimate" type. The GL import automatically filters any entries beyond the year-end date of the importing year.	Yes
   Import Client Information	Select this check box to import client information.	No
   Select Client ID File	Select the file to import. The selection of files will depend upon the extension chosen.	Yes
   File extension	Select the file extension for the file that you want to import into Working Papers. Note: For files from QuickBooks 2008 or later, .cwq is automatically selected.	Yes
   Accounting year	Enter the accounting year (if different than the default current year). If the accounting year spans across multiple years, type the year end date. For example, if the fiscal year was from May 2006 to April 2007, type ’r;2007’ as the accounting year. If the QuickBooks file has any GL transactions dated in the future years, which could cause a problem for Working Papers determining the current year, the import needs to be done with the correct year for those transactions entered here.	Yes
   Period date sequence	Select the period date sequence to use for this client file. When the import is completed, the selected option is set in the Reporting Dates tab of the Engagement Properties.	Yes
   Prior Year Data	To import prior year balances into Working Papers, select this check box. Note: Any balances in the prior year column will be overwritten. To leave existing prior year balances untouched, clear the check box.	No
   Budget Data	To import budget data, select this check box. Note: Budget can be imported for version 6 of QuickBooks and higher. Budget can also be entered against each account by customer or by class (i.e. entity) attribute (source).	No
   Import inactive accounts	Select this option to include 'inactive' accounts that may contain transactions pertinent to the import. An account may be 'inactive' when it is no longer used, but is still necessary to maintain the history of the account's activity (i.e., prior year data).	No
   Show all subaccts in acctno	Select this if you want to import sub-account numbers from QuickBooks. Note: All the accounts and sub-accounts will appear in Working Papers at the same level. That is, you will not be able to roll up the sub accounts automatically into a combination account for presentation on the Financial Statements.	No
   Use class to build entity structure	You can import classes set up in QuickBooks as entities in Working Papers by selecting this check box. The chart of accounts will have the structure of an internally consolidated file, with each class appearing as a sub-entity of the consolidated file. For more information on Consolidation, please read Consolidating files.	No
   Tax code	To import tax codes that were originally assigned to accounts in QuickBooks along with the chart of accounts, select this check box. If selected, Working Papers will try to find a matching tax code in its own database and assign that tax code to the account imported.	No
   Import Account Name into Extended Description	If you plan to export adjustments to QuickBooks and your QuickBooks account names are longer than 50 characters or they have sub accounts, select this check box. The name of the account is then shown in the Extended Description field for the account, but not in the Name field. When you export adjustments, the Import Account Name into Extended Description check box must be selected to send the full account name and sub accounts back to QuickBooks. If this check box is cleared, QuickBooks accounts that have sub accounts, or names longer than 50 characters, or both are truncated on import to fit in the Name field for the account. When you export adjustments, the truncated names may not match those in QuickBooks and errors may result when exporting the file. If this check box is selected, descriptions that are too long are truncated to fit into the Description field. When you export adjustments, the truncated descriptions may not match those in QuickBooks and errors may result when exporting the file.	No

4. Click OK to process the import.

5. During the import, you will be asked whether to update the current engagement properties or not. Be aware that the information in QuickBooks may not line up exactly with the engagement properties in Working Papers. Unless you know that the fields line up, answer no. If you are doing a QuickBooks import as part of setting up a new file, the engagement properties information is imported automatically.

Notes

• QuickBooks balances are imported on an accrual rather than cash basis.

• If you have a version of QuickBooks that is not supported by Working Papers for direct import, retry your import using the QuickBooks (Import from exported text) selection in the Import From box.

• If your computer is part of a network environment, copying the export files onto a location on your local machine prior to importing speeds up the import procedure.

• When importing any file with accounts that are less than 4 digits long, Working Papers automatically pads the account number up to 4 digits by adding leading zeros to the account number.

• If you import a QuickBooks Canada 2008 or later file (the .cwq file generated from the QuickBooks Export Utility), then renumber an account, only the modified account number remains after re-importing the same QuickBooks file. A duplicate account is not made. However, for QuickBooks 2007 (Canada) imports, both the original account number (with no balances) and the modified account number remain after you re-import the same file.

• The import includes tax codes when available.

Related Topic

• Importing again and comparing the imports.