Create a Quickbooks Invoice Example for Export Effortlessly

Quickbooks invoice example for Export

in this video I'm gonna show you how to transfer data from one QuickBooks file into a brand new blank QuickBooks file now there are all sorts of reasons what you want to do this sometimes your data could be corrupted or sometimes you want to be selective about the data that goes into the new file and I'll quickly show you how to quote-unquote be a little bit selective with it but it does require a lot of work in Excel anyway I'm gonna go ahead and open the file that I want to transfer the data from the next step I have to go to a hidden menu inside QuickBooks in the help menu I'm going to click on the help menu then I'm gonna click on about QuickBooks then I'm gonna click alt ctrl D like dog and be like boy so alt ctrl or ctrl alt DB and then you click anywhere in the logo it's gonna immediately hide we're gonna click on the help menu again and then we're gonna see this menu that says tech support this is a hidden menu not only the tech support people are supposed to know I can't even remember how I stumbled upon it I think I read our website somewhere and and I discovered through it there's some really cool features that you can use in here the only ones I really use are the export features some what I'm gonna do is I'm gonna click on export and then I'm gonna click on export list and then I'm gonna select all the list that I want to export and the reason why I do this list export instead of the regular standard list export is because it includes payroll items and payment template list so that's actually useful to bring as much information as possible something like lick on okay and then I'll click on OK and then we're gonna call this all lists and then I click on save it usually takes about a minute sometimes even less and that's it so I exported all this just to give you some context where that looks like is let me open up that file real quick and I'm gonna go ahead and open that in Excel just to give you an idea what is that I just export it I'm gonna open up a blank excel file and just click and drag that I have filed into it and this is what it is it's basically your entire database of accounts items customers names vendor names all that stuff in one if' file ready for import so that's what that file is and I'm done with that now when I click on the help menu go back to the tech support then I'm gonna click on export and then I'm gonna click on export time activities so I'm gonna click on export time activities and then we're gonna call this time and then I'll click on save then I click ok so let's take a quick glance of what that looks like and that basically is it's almost the entire list plus timesheets so take a look what that looks like bring that time up here and it's very similar it brings the accounts it brings item names but it does bring time sheets at the end so I'll bring the time sheets as well and then we're gonna click on help text support export and then we're going to click on export transactions when I call this all transactions and this will take an hour or two is gonna take a while so you literally just click Save go have coffee and come back so in some cases this could take five minutes two minutes really depends on how many transactions are there in your file my file wasn't that big so it only took a few minutes let me go ahead and show you what that looks like so I'm going to take all the transactions bring that over and then you're gonna see again items names and then you're gonna see all of these transactions in there so you're gonna see tons of transactions in there and that's basically your entire general ledger now if you wanted to exclude some things you can go in here and you can pick and choose the ones you don't want I mean it's gonna take quite a bit of work to get through these and in some cases you really won't be able to you just it just won't so it could be a hit and miss situation okay so I'm wearing clothes that and I'm gonna go to file clothes company file I want to create a brand new blank file so we're gonna create one we'll call it new blank and then click on create company close this window okay so I got a brand new file I don't have any information I'm gonna go ahead and just create a profit and loss and a balance sheet so there's my profit and loss and there's my balance sheet yes I got no information whatsoever I'm gonna go ahead and start importing my file so I'm gonna go to utilities import IEF file and I'm going to start with all this click on open that usually takes a few minutes depending on how big your lists are if you have thousands of items obviously that would take a lot longer okay then I'm gonna go to file utilities import and then I'm gonna go to ia F and then select the timesheets perfect I'm gonna do the last one which is gonna be the transaction so utilities import iaf and click on all transactions and again this could take five minutes or two hours depending on how big your company file was and how many transactions you had overall and once it's done I'm gonna click on all and then all so I can see what this reports look like and the information is not always a hundred percent complete so you're gonna have to compare the two files see what's in there okay here we have a whole bunch of information bunch of information what I'm gonna do is I'm going to open up the second company file at the same time so I can compare them and we can see exactly what is it that came and what is it that did income opening my second file now perfect let me put the two QuickBooks files next to each other I'm gonna put the old file on the rights on the right side and the new file on the left side and let's just start with a profit and loss report so then you pull up the profit and loss report and we'll do all dates and then there's to go on the right side company financial profit and loss report and all dates and we're gonna see look our revenue was exactly the same so that's great but then against things start getting a little bit hairy when it comes to inventory and cost of goods sold see that wasn't perfect it was close not perfect and then we're gonna go down to expenses and see what those look like and compared to the old file and there certainly is a difference here now I'm going to go ahead and collapse this reports a little bit so we don't see the sub-account so see if we can appreciate it a little bit better and sort these by amount you sort them by descending order and then I'll do the same thing on this other side collapse sort by descending order and then we'll know be able to compare one with each other and see what the difference is so there was a difference in payroll it looks like I saw the old file has has payroll information wages and the new file does not or has a lot less obviously and the main reason is is that you cannot import payroll checks that's just not something that you can do so it's not an option so obviously payroll is out of the question a payroll payroll did an import although the file itself contains the payroll transactions listed better than an import but that looks like it's probably about it and there's definitely a difference between the cost of goods sold so that will also leave me to believe that there may be a difference in the balance sheet on the inventory account so let me close the to close that and close that and it will run a balance sheet let's run a balance sheet for all dates and then we'll do the same thing with the old file balance sheet with all dates okay and bank accounts are way different so obviously that's an issue there and then our country syllable is the same so at least it's really good at bringing invoices it looks like this is a perfect process for bringing invoice when we look at inventory for example that's certainly all over the map I don't know what causes this so obviously I don't have a good solution for it but in terms of bringing the invoices and did a pretty good job and then when I look at my other stuff like fixed assets see that came in perfectly and I'm looking at accounts payable and accounts payable was off as well so wonder where that is not really sure maybe bill payments don't come in let me check yeah that's that's exactly what it is bill payments don't come in so so bill payment checks don't come in and payroll checks don't come in I'm gonna have to do some exploring to figure out exactly what else doesn't come in and do some real investigative reporting on on what that is but all those bill payment checks which I'm gonna just filter these real quick by transaction type just to see what they are so let me go to bill payment so that's a total of 75 thousand my bank is probably off by that amount let's see seventy-five thousand I'm sorry five thousand in bank ok so it wasn't all of it so so bill payment check is one of them the other one could also be payroll so I would say between payroll bill payment checks and maybe some other errors so it's not is that a perfect system for sure it's like this is this was not designed for this purpose at all this is something that I stumbled upon upon but at least we know that for the invoices is pretty good and that's one of the area and bills invoices and bills is pretty good so that could be an area where where you use this tool for but it'll probably require you to open up the iaf file in Excel like that and go in and run some filters and maybe two just bring in the the invoices or just bring in the bills type of stuff because it looks like there were some transactions that didn't come in so hopefully it was helpful