QuickBooks Accounts/Contacts

QuickBooks® is a registered trade name belonging to Intuit, Inc.® The QuickBooks® Contacts import is primarily used for conversion from QuickBooks to PBM™ or FCA™.  For information about importing transactions from QuickBooks refer to WriteUp>Import Transactions>QuickBooks.

Creating a QuickBooks Export .iif File

1. Open QuickBooks.

2. Depending on the version, select Export from either the File or File>Utilities menu.

3. Select one or more of the five items shown in the following illustration, depending on the information to be imported into the PBM or FCA file.

   • The only items that are supported in the import are selected in the illustration below.

   • Select only the items to be imported.

4. Click OK and select a file name and path for the file.
   

Import the QuickBooks Data File

1. Open FCA or PBM.

2. Select the Company.

3. Select File>Imports>QuickBooks Accounts/Contacts.

4. Select the desired file to import.

5. Select the record sets to import.

6. Set the rule for handling matching records from the QuickBooks Properties dialog box. See an explanation of rules below.

7. Click OK.
   
   A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will appear when the process is complete. DO NOT end the task or interrupt the import.
   

Import Rules

General Ledger Accounts

• If there are already GL Accounts in the PBM or FCA file that have the same QuickBooks Number as the PBM or FCA Lookup (Account Number), the QuickBooks account will not be imported.
• If the QuickBooks accounts do not have Account Numbers, an account Lookup will be automatically created using ascending three-digit numbers preceded by a tilde (~). It is advised that the Lookup be edited to a value or description that is appropriate.
• Account Lookups will be truncated to 16 characters.
• Account Names will be truncated to 32 characters.
• Account Descriptions will be truncated to 32 characters.

Matching Record Rules for Customer, Vendor, Employee and Other Contacts

When contact records are imported from QuickBooks, the list Name from QuickBooks is compared to the Lookup in PBM. If a match is found, the action taken will depend upon the selection that was made in the QuickBooks Properties dialog box. Following are the selections and what they mean:

•  None—When a match is found, the record in the QuickBooks file will be ignored.
• Update—When a match is found, only blank fields in PBM will be updated with data from the QuickBooks record.
• Replace—When a match is found, the record in PBM will be totally replaced with the record in the QuickBooks file, including blank fields.

Option: Include Job Record

QuickBooks Pro creates a separate contact record for each job associated with customers. For example, you could have the following records:

• John Smith
• John Smith:Remodel Bathroom
• John Smith:Paint Exterior

All three records contain contact information which can be different in each one. Select Include job record in the QuickBooks Properties dialog box to import all records. Do not select Include job record if you want to only import the main contact record (John Smith). When the option is not selected, all records with a colon (:) in the Account Name will be ignored.

Edit Accounts and Contacts

1. Select Reports>Report list, locate the Chart of Accounts report, and print it for reference. Review the accounts to be sure that the Classification and Type are correct.

2. Select Setup>Accounts. Edit accounts as necessary. See Accounts for information about editing the accounts.

3. Select Setup>Contacts>Company Contacts. Edit contacts as necessary. Check all of the fields, as QuickBooks allows users to put just about any kind of data in any field. See Contacts for information about editing contact records.