Converting from QuickBooks (DAS)

Importing from QuickBooks

Note: We cannot import from Quickbooks Online unless you can move the online data to a local version of Quickbooks for conversion. 

From QuickBooks you can import your clients, employees, vendors, customers, and Chart of Accounts information, including account balances.

Employees	Customers	Chart of Accounts	Vendors
Employee Code	Customer Code	Account #	Vendor Code
First Name	Customer Name	Account Key (based on type)	Company Name
Middle Name (Initial)	Phone	Name	First Name
Last Name	Phone 2	Type	Last Name
Address 1	City	Current Balance	City
City	State	REA Flag (not visible)	State
State	Zip		Zip
Zip	Shipping City		Phone
State Tax Table	Shipping State		EIN/SSN Indicator
Phone	Shipping Zip		EIN/SSN
Status Code (Active or Terminated)	Email		Do Not Generate a 1099
	Shipping Contact		Email
	Account Type (Depends on QB Value)
	Credit Limit
	User Defined 1
	User Defined 2
	User Defined 3
	User Defined 4
	Status Code (Active or Blank)

In order to import the clients, there is a three-step process.

Important:
- All transactions from the QuickBooks transaction register must be posted to the Chart of Accounts prior to exporting information from QuickBooks. 
-It is also strongly recommended that if you are converting the Chart of Accounts, that you print a Trial Balance report in QuickBooks prior to beginning this process.

Part 1

Complete the following steps in QuickBooks:

1. Select the company to be imported into Drake Accounting^®.
2. Go to Edit > Preferences > Accounting > Company Preferences and verify that Use > Account > Numbers is selected. In the Chart of Accounts, verify the accounts exist.
3. Make sure all transactions in the General Journal are posted to the Chart of Accounts.
4. Close the Chart of Accounts.
5. Go to File > Utilities > Export > Lists to IIF Files.
6. On the Export window, select all check boxes.
7. Click OK.
8. Save the export file from QuickBooks using an extension of .iiF.

Note: The export file from QuickBooks must have an extension of .iiF. If a different extension is used, Drake Accounting^® will not be able to successfully perform the import.  Not all fields can be imported into Drake Accounting^®.  You can convert only one QuickBooks client at a time to Drake Accounting^®. Complete the entire conversion process for a client before returning to QuickBooks and creating another client export file. 

​Part 2

Complete the following steps in Drake Accounting^®:

1. Go to File > Import. The Import ... Files screen is displayed.
2. Select Import QuickBooks.
3. Enter information in the following fields:
   1. File to Import - Click the folder icon on the right side of the File to Import field. Navigate to the export file created in QuickBooks in Part 1 of these instructions. With the export file, which will be a .iiF file, selected, click OK.
   2. Client Code — Enter a client code. If a client with the client code entered exists in Drake Accounting^®, you can only import information that does not exist in Drake Accounting^®. For instance, if there is an employee in Drake Accounting^® for the client code entered, employee information will not be imported.
      • Select to import Employee, Customer, Chart of Account, or Vendor information or Select All Imports to import all four. Information can be imported only once. Selections previously imported are unavailable to be imported again.
      • If a client with the client code entered does not already exist in Drake Accounting^®, a new client will be created using the new code. A Client Code must be a unique code not currently used in Drake Accounting^®. Client codes are up to eight alpha/numeric characters (0 - 9, A - Z, and a - z) including underscores ( _ ).
4. Click Import to begin the import process. If a client with the Client Code entered does not exist in Drake Accounting^®, the Client Setup window is displayed, and you will have to complete and save the required fields before the import process will begin.
5.  The Chart of Accounts setup window is displayed. Choose Set up Chart of Accounts later and click Next.  
6. When data is successfully imported, a window is displayed showing how many records of each data type was imported and if any errors occurred.

Part 3

Verify the information and complete the setup in Drake Accounting^®:

1. Go to Client > Edit. Verify the imported information and complete the client setup.
2. Go to Accounting > Chart of Accounts and verify that each account, its account type, and account balance is correct.

   Note: The Chart of Accounts must have zero balance before it can be saved

3. Go to Employees > Employee Setup. Verify the information is correct for each employee.
4. Go to Payables > Vendor Setup if using Drake Accounting^®'s Accounts Payable feature. Verify the information is correct for each vendor. 
5. Go to Receivables > Customer Setup if using Drake Accounting^®'s Accounts Receivable feature. Verify the information is correct for each customer. 

Important: It is very important that you examine all imported information. Since not all fields can be imported into Drake Accounting^®, you may need to complete missing setup information.