Tax & Accounting Blog

Using the CS Quickbooks Data Utility to Import Data into Accounting CS

CS Professional Suite Accounting & Auditing Solutions June 5, 2014

The CS QuickBooks Data Utility v.13 is designed to work with QuickBooks® Pro, Premier, or Enterprise editions (versions currently supported by Intuit®). The utility’s Export data to Accountant option creates a set of XML files and combines them into a single, secure file that can then be imported into Accounting CS.

  • The export file created by the utility includes the date range specified by the user during the export, as well as the QuickBooks company name (for example, CSExport from 01-01-yy to 12-31-yy Client Name.QBW.qbexportdata).
  • Export files created using the CS QuickBooks Data Utility may be used to import all data and transactions into Accounting CS.
  • You or your clients can use the CS QuickBooks Data Utility to create export files from QuickBooks when the client data cannot be directly opened in QuickBooks during the import process (for example, when you are using Accounting CS in a Virtual Office CS or other terminal server environment).
  • The utility creates an export file that contains all of the QuickBooks data for the selected company and for the specified date range. You can then save the resulting export file to a folder on your local drive and select that export file during the import of QuickBooks data into Accounting CS.
  • To use the feature, the CS QuickBooks Data Utility (provided with Accounting CS) must be installed to the same network location or workstation where QuickBooks is installed. You’ll find detailed instructions on how to install the CS QuickBooks data utility in our Help & How-To Center.

Creating the export file using the CS QuickBooks Data Utility (your office or a client’s office)

  1. Click the CS QuickBooks Data Utility shortcut icon on your desktop.
  2. Mark the Export data to Accountant option.
  3. In the Date Range to Export section of the dialog, specify the date range to include in the export file by doing either of the following:
    • Select one of the options from the drop-down list in the Dates field (This Month; This Calendar Quarter; This Calendar Year; Last Month; Last Calendar Quarter; Last Calendar Year; or Custom).

      -OR-

    • Enter the From/To dates using the MMDDYY date format.
  4. Enter or browse to the file location for the QuickBooks company data file (.QBW).
  5. Enter or browse to location where the export file is to be saved.
  6. Click the Export button.
  7. Open QuickBooks and open the company database.
  8. The QuickBooks – Application Certificate dialog opens automatically in QuickBooks. Click the Yes, always; allow access to the data even if QuickBooks is not running option.
  9. Mark the Allow this application to access personal data such as Social Security Numbers and customer credit card information checkbox and then click Continue.
  10. At the confirmation dialog, click Done to complete the creation of the export files.

Saving the export file to a location you can browse to during the import process (your office)

If the client has created the export file to send to you, save that file in a folder in a location (on your own network or workstation) to which you can browse during the import process. Note that you may import multiple times from this same export file if necessary.

Importing data from the export file (your office)

To open the Import Client Data Wizard in Accounting CS, choose File > Import > Client Data.

Prior to importing QuickBooks data, you must select QuickBooks as the import source on the Setup > Clients > Integration tab of the Clients screen.

More information on exporting client data to QuickBooks is available in our Help & How-To Center.