Can QuickBooks Export Transactions to Another Company File?

QuickBooks supports 2 methods to export transactions:

  1. First, the “Export” button on the “Find” window
  2. Second, Exporting from a Centre, such as the Customer Centre.

The first method supports exporting a transaction for more than onevendor, customer, or employee. This is suitable where you need to exchange or analyse a broad but filtered set of data.

The second method is created to export transactions for single and multiple vendors, customers, or employees. This method gives the flexibility to create an export file that would be useful to review one account to address a particular business issue.

For instance, fixing a customer’s payment history or to export a range of transactions.

Both export methods are based on common factors.

Exporting Transaction Data from the Find Window

The Find window can export transaction data for more than one customer/employee. You can use filters to reduce the transactions to be exported down to just one vendor, customer, or employee.

The Export window gives the ability to send the exported data to an Excel workbook or a comma-separated values (.csv) file. Exports to Excel only work with Microsoft Excel 2000 and the latest versions, and you can pick either a new or existing workbook.

Exporting Transaction Data Starting in a Centre

You can easily export transactions for either a single vendor, customer, or employee using the Customer Centre.

Copy more than one transaction from a QuickBooks company file to another.

To copy more than one transaction from one QuickBooks company to another is possible in QuickBooks 2018 or later (Enterprise Accountant Edition or Premier Accountant Edition) for the following transactions:

  • Bill and Bill Credits
  • Checks
  • Deposits
  • Credit Card Charges and Credits
  • Invoice and Credit Memos

1st Step: Set the Preferences properly to enable the export

  • Disable the use of Account Number.
    • First, from the Edit menu, click on Preferences.
    • Now select Accounting and click on the Company Preferences tab.
    • Now uncheck “Use account numbers” and choose OK.
  • Disable Sales Tax.
  1. First, from the Edit menu, click on Preferences.
  2. Now select Sales Tax and click on the Company Preferences tab.
  3. Then, In the “Do you charge sales tax” section, select No, then click on OK.

2nd Step: Create a Custom Transaction Detail Report

  • First, from the Reports menu, click on Custom Reports and select Transaction Detail.
  • Now select Customize Reports and change the report as follows:
    • Pick the desired date.
    • Transaction Type: Select your desired transaction type.
    • Detail Level: All Except Summary.
  • Then, select the following columns based on the type of transaction:
  • Checks
    • Account
    • Date
    • Num (Check Number)
    • Memo
    • Name (Payee)
    • Debit (Amount)
  • Deposits
    • Name (Received From)
    • Memo
    • Num (Check No.)
    • Credit Amount
    • Account (Account From)
  • Credit Card Charges and Credits
    • Date
    • Memo
    • Name (Payee)
    • Account
    • Debit (Amount)
  • Bills and Bill Credits
    • Date
    • Debit (Amount)
    • Num (Ref No.)
    • Name (Vendor)
    • Terms
    • Item Description
  • Invoices and Credit Memos
    • Date
    • Number
    • Name (Customer: Job)
    • Item Description (Description)
    • Terms
    • Debit (Amount)
    • Item
    • Qty
    • Sales Price (Rate)
    • Amount (Total)
  • Now to run the report, click on OK.
  • Then save it as a PDF if you want.

3rd Step: Export the report in excel

  • Now, while the report is open, click on the Excel drop-down.
  • Then choose to Create New Worksheet.
  • And select a new workbook, then click on Export.

4th Step: Enter Batch Transactions

Note: Before doing the steps mentioned, make sure that you backup your company file.

To enter batch invoices.

  • First of all, go to Customers and Create Batch Invoices.
  • And ensure sales tax rate, your terms, and send method is up to date for all your customers you are sending batch invoices to by choosing each customer:
    • Double-click on the customer (or you can right-click and select Edit Customer),
    • Now open the Additional Info tab and change the required information.
  • Identify your customers by searching or selecting or creating a Billing Group, then click on Next.
  • Now select the template and line items you want.
  • Then enter a customer message and click on Next.
  • Then review the list of invoices to be generated, then click on Create Invoices.
  • Now print or email as appropriate, then click on Close.

To enter transactions by batch.

  1. First of all, from the Accountant menu, go to Batch Enter Transactions.
  2. Then select the relevant Account and Transaction Type.
  3. Then open the spreadsheet comprising the transactions you need to record in your QuickBooks Desktop.
  4. Now, highlight the data, then click on Copy.
  5. Finally, Enter the Transactions window on the batch, right-click on the first date field, and select Paste.

Important: Details will turn red if they are not listed in your company file. In that case, select the detail in red and select Quick Add or Set Up.

Read More: How to Setup Recurring Transactions in QuickBooks Desktop?

If you want to add multiple split lines to transaction.

Split transactions enable you to add a single or more additional split lines to a transaction.

  1. First of all, highlight the transaction that you wish to add split lines to.
  2. Then select the Split button.
  3. Now enter the required information for each split in a separate line.
  4. Select Ok for Batch Enter Transactions window.
  5. Now repeat steps 1 and 4 for each transaction with multiple split lines.

Note: You can separate a transaction into two or more by entering them with the same transaction number on the original spreadsheet. By this, you avoid data entry manually

  • Now, select Save Transactions, then click on Yes on the Confirm Account screen.

Read More: How to Edit QuickBooks Memorized Transactions?

To delete transactions by batch.

You can only delete transactions by batch if you are using the QuickBooks Desktop Enterprise Solutions 18.0, Premier Accountant 2018, Enterprise Accountant 2018, and later versions

Now let’s see some workarounds that you can use for other versions of QuickBooks Desktop:

  • When you are on a transaction, press Ctrl+D to delete it.

Note: You can uncheck unused list items to remove the warning message while pressing Ctrl+D (Edit > Preferences > General > My Preferences).

Read More: How to Import Bank Transactions into QuickBooks Desktop?

Frequently Asked Questions

Can I copy transactions from one company to another in my QuickBooks?

No, you can’t. As there’s no merging option available in QuickBooks. However, you can copy the transaction file from one company file to another.

What can I import into my QuickBooks?

You can import data such as your bank transactions, general journal entries, accountant’s changes, and batch transactions. You can also import your customers.

How does the data transfer utility work in QuickBooks?

Data Transfer Utility lets the QuickBooks users easily transfer list and transaction data from one QuickBooks file to another. It makes the transfer while enabling you to control the process.