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Direct Link To This Post Topic: Moving data from one QuickBooks file to another
    Posted: 21 October 2008 at 9:26am
SUGGESTIONS FOR USING THE EXPORTER AND IMPORTER TO MOVE DATA BETWEEN QUICKBOOKS COMPANY FILES
 
Disclaimer:  Please note that these are suggestions and may not be all inclusive of the facts that fit your circumstances.  If you have any additional suggestions please email them to support@baystateconsulting.com and we will incorporate them into this document.
 
Updated on May 22, 2012 for Version 5 of the Transaction Pro Importer/Exporter.
 
OVERALL PLANNING ITEMS
 
Import/Export of QuickBooks Lists from the old company file to the new company file: 
TPI will create customers, vendors, items if they do not exist.  However depending on your circumstance it may make more sense for you to export/import your lists from your QuickBooks company file to your new one using either the Exporter/Importer or the IIF functionality within QuickBooks.
 
To do this in QuickBooks click File/Utilities/Export/Lists to IIF.
 
For example, for TPI to create any new items you only have one option on the last screen for how to create new items so it probably makes sense to import your item list from your old company file.
 
At a minimum you should import your chart of accounts from your old company file.
 
TPI maps to utilize when using files created by our export wizard: 
We have provided import maps that you can utilize when importing files created by our exporter.  This will save you a lot of time so please download them. You can find the maps at http://www.baystateconsulting.com/forum/forum_posts.asp?TID=434.  
 
TPI Transaction Import Sequence: 
Imports should be handled in the same order as if you were manually entering the transactions.  For example, you should import invoices transaction first and then the receive payments transactions.
 
TRANSACTION PRO EXPORTER OPTION/FEATURES TO REVIEW
 
If you want to export only open transations within the exporter select unpaid in the paid status box.
 
TRANSACTION PRO IMPORTER OPTION/FEATURES TO REVIEW
 
Editing the FIELDS.TPI file: 
If your import file has a lot of characters in a field (eg –if you use customer:jobs, accounts:sub accounts, items:subitems) you may need to increase the TPI allowable field length following the instructions contained in the help file, “Modifying field lengths.”
 
TPI maintains a data dictionary file (FIELDS.TPI) located in the program folder which provides the program information on field lengths and types. This information is used to set validation criteria for how long a field should be and whether it is a numeric or date type field. This file can be edited using notepad or any text editor. This enables the user to define the lengths of a field based on their specific data requirements. See the importer help file for more details.
 
Enabling the /NOREQ command line parameter:
TPI has a strong validation after you select the next button on the mapping screen.  For instance TPI is expecting to see an item on every line of a sales import.  If TPI does not see an item you will receive an error message.  To work around this error message enable the /NOREQ command line parameter to bypass this validation so you an complete the import.  You can read more here.
 
 
MISCELLANEOUS FUNCTIONALITY ITEMS
 
TPI does not modify any existing transactions or create links for some transactions: 
For example, if you are importing all bills and purchase orders, the bill import will not mark the purchase order as closed.  What we suggest is that you only import open purchase orders.  We do have a switch that you can use to link invoices to sales orders.  You can read more here.
 
Bills and Bill Payments: 
When manually entering a bill in QuickBooks the bill no. is not a required field and therefore many QuickBooks users will not enter a bill no.  TPI will first look for a bill no. and if no bill no. is provided it will try and match by dollar amount.  If TPI does not find a matching dollar amount, this transaction will not import.  So depending on your circumstances it might be more efficient to use the bill payments export and import these transactions as checks.  Then take the bill export and import any unpaid bills as bills.
 
Invoices and Receive Payments: 
When importing Receive Payments enable the /RECPAY2 command line switch. This will ensure payments that were applied to multiple invoices are imported correctly. See this whitepaper on enabling command line parameters http://bscdownload.com/downloads/Command_Line_Parameters.htm
 
Payroll Transactions: 
The QuickBooks SDK does not give third party applications to payroll checks so you will not be able to export these transactions from your old company file. As a workaround you can export the Payroll Detail Report using the Exporter and then import those transactions as regular checks.
 
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