You can import transactions to QuickBooks, provided that the transaction data is in a text file that conforms to QuickBooks' import file format. This is a tab- or comma- delimited text file in which the transaction data appears in columns. Special keywords identify the beginning and end of each transaction, and provide headings that indicate the type of information in each column.
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Important: If you are using a spreadsheet, it must be capable of saving the file as a tab-delimited text file (most spreadsheets can). If you are using a word processor, it must be capable of saving the file as a straight text file without embedded formatting codes. In either case, your end result will be a file in which tab characters separate blocks of transaction data.
This column is reserved for special keywords that identify the beginning and end of each transaction. Follow the guidelines that apply to the type of program you are using:
!TRNS
!SPL
!ENDTRNS
For now, leave the remaining cells in the column blank.
!TRNS <tab>
!SPL <tab>
!ENDTRNS <tab>
Note:<tab> indicates that you press the Tab key after entering the text. Do not type “<tab>”.
In general, follow these guidelines:
In a spreadsheet, put the keywords in the first two rows, like this:
!TRNS | TRNSTYPE | DATE | ACCNT...etc. |
!SPL | TRNSTYPE | DATE | ACCNT...etc. |
In a text file, put the keywords in the first two lines. Press Tab after each keyword:
!TRNS <tab> | TRNSTYPE <tab> | ACCNT <tab>... etc. |
!SPL <tab> | TRNSTYPE <tab> | ACCNT <tab>...etc. |
Only three keyword columns are absolutely required for transactions — all others are optional. The required keywords are:
TRNSTYPE | Indicates the type of transaction. |
ACCNT | For the transaction as a whole: the name of the balance sheet account to which you assigned the transaction.
For a distribution line: the name of the income or expense account to which you assigned the distribution line. |
AMOUNT | For the transaction as a whole: the transaction total.
For a distribution line: the amount of the distribution. |
In general, follow these steps:
Note: The column headings you added in Step 3 indicate where to put each item of information. For example, transaction dates go into the DATE column.
For each transaction, do the following:
If the amount is posted to... | Make the amount |
An asset account
(like accounts receivable) |
Positive — if it increases your assets. (Example: an invoice.)
Negative — if it decreases your assets. (Example: a credit memo.) |
A liability account
(like accounts payable) |
Negative — if it increases your liabilities. (Example: a bill from a vendor.)
Positive — if it decreases your liabilities. (Example: a credit from a vendor.) |
A capital or equity account | Negative — if it increases your equity or capital.
Positive — if it decreases your equity or capital. |
An income account | Negative — if it increases your income.
Positive — if it decreases your income. |
An expense account | Positive — if it increases your expenses.
Negative — if it decreases your expenses. |
Follow the guidelines that apply to the type of program you are using:
The compressed file expands to an IIF file and a readme file.
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