Importing customers and jobs into QuickBooks (Desktop)

MyVR’s manual export section provides data exports that can be used for utilizing accounting with QuickBooks desktop versions. Here are some options on how to get MyVR data into Quickbooks and some tips on how to streamline the process.

Article contents

• Option 1: Data mapping
  • Video
• Option 2: Copy and paste
  • Video

 

Option 1

Creating a data mapping in QuickBooks

Jobs and customers can be added in bulk to Quickbooks with the data mapping feature. This feature allows for data from a .csv file to be uploaded directly into Quickbooks. There is an initial setup for creating the mapping template.

 

Creating the initial data mapping

1. Export data from MyVR (for customers, use Financial Summary or Contacts)
2. Open the QuickBooks desktop file
3. Select the Customer drop-down from the top navigation and select Customer Center
4. In the Customer Center select Excel from the navigation bar
5. In the Excel drop-down select Import from Excel
6. A modal will appear asking about Multiple List Entries; select No
7. Another modal will appear; select Advanced Import on the right-hand side
8. In the Import a file modal, select the Browse option and find the desired file to import
9. Next select Choose a mapping and click Add new
10. Name the mapping, use a descriptive title to easily find the mapping over and over again
11. Select the import type
12. Under the Import Data column, select the column names from the import to be mapped to the Quickbook columns.
13. Save the mapping
14. Click Import

Note: Accepted file types include .csv and .xls 

 

Reusing a data mapping

Data mappings can be used over and over again as long as the imported file has the same column headers.

1. Select Import from Excel from the Excel drop-down
2. A modal will appear asking about Multiple List Entries, select No
3. Another modal will appear select Advanced Import on the right-hand side
4. In the Import a file modal select the Browse option and find the desired file to import
5. Next, select the desired mapping from the Choose a mapping dropdown
6. Click Import

Option 1 video

Option 2

Copy and paste

Copy and paste is another way to add customers or jobs in bulk to QuickBooks. Copy and paste is a good option if QuickBooks customer fields are being used.

1. Export data from MyVR (for customers, use Financial Summary or Contacts)
2. Open the QuickBooks desktop file
3. Select Customer dropdown from the top navigation and select Customer Center
4. In the Excel drop-down select Paste from Excel
5. Select the List to add to
6. Then select Customize Columns
7. In the Customize Columns view order the data columns to match the data columns from the file the data is being copied from.
8. Once the columns match select OK
9. Paste in the data
10. Click Save Changes

Option 2 video