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Export a list to IIF, convert to Excel, and import the Excel file into a new QuickBooks company file

Overview

You can export your company file lists as IIF files, convert the lists to Excel, and then import the Excel files back into QuickBooks to create a new company file.

Export the List to IIF

Estimated Time: 30 minutes

Export the list to IIF

  1. Go to File, select Utilities; choose Export and Lists to IIF files.

Note: In this example, the Chart of Accounts list is used. However, you can also use these instructions for the customer, vendor, and item lists.

  1. Select Chart of Accounts and OK.
  2. Select a location to Export the IIF file to (for example, your Windows desktop), enter a file name, and click Save.

Open the IIF file in Excel and save in Excel format (.xls file extension)

  1. Open Excel and open the saved IIF file using the Text Import Wizard.
  2. Choose File and Save As.
  3. Select the Save as type and Microsoft Office Excel Workbook (*.xls).
  4. Change the file name to remove the quotation marks and the IIF file extension. Excel will automatically add the correct .xls file extension.
  5. Click Save.
Reopen the newly named .xls file in Excel
  1. Delete all the rows above the !ACCNT row (or all rows above the !CUST, !VEND, and !INVITEM row for customer, vendor, and item lists, respectively).
  2. If you are importing a chart of accounts list, you must rename all the account types in the ACCNTTYPE column or QuickBooks will display an error when you import the list. They must be renamed with the full QuickBooks account type name, not the abbreviated name used in the IIF file.
    • AR = ACCOUNTS RECEIVABLE
    • OCASSET = OTHER CURRENT ASSET
    • OCLIAB = OTHER CURRENT LIABILITY
    • FIXEDASSET = FIXED ASSET
    • AP = ACCOUNTS PAYABLE
    • CCARD = CREDIT CARD
    • LTLIAB = LONG TERM LIABILITY
    • INC = INCOME
    • COGS = COST OF GOODS SOLD
    • EXP = EXPENSE
    • EXINC = OTHER INCOME
  3. After editing all the ACCTTYPE names, save and close the edited .xls file
Import the Excel file into QuickBooks
  1. Open the QuickBooks company file to import the new Excel .xls accounts list.
  2. Go to File, select Utilities, choose Import, and Excel files.
  3. Browse to the .xls file and select.
  4. Click the Choose a sheet in this Excel workbook drop-down arrow and select Accounts.
  5. Click the Mappings button (may have to select new mapping).  Enter a Mapping name such as "Map QuickBooks Headers to Excel Columns."
  6. Click the Import type and click Account.
  7. Click the blank row under the Import data column heading to display all the columns in the Excel file.
  8. Click Column E. This will match the column to the QuickBooks account type.
  9. Map Name to Column B, Description to Column G, and Opening Balance to Column F.
  10. Click Save and click Import to import the account list into QuickBooks.



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