Using Desktop Quickbooks Export

This guide aims to show users that have the desktop version of Quickbooks rather than online how to download a file they can upload into their Quickbooks desktop program.

Please note, if you have Quickbooks Online or if you are already integrated with Workshop Software with your Quickbooks account you do not need to do this! It is only for users that have a desktop version of Quickbooks and therefore are not fully able to integrate their account.

1. To export a copy of your transactional data into a IIF file that can be uploaded into Quickbooks desktop please go to the 'Actions' Tab - 'Quickbooks Export':

2. Firstly, make sure to read the instructions which state:

WARNING! Importing records from Workshop Software into Quickbooks/Reckon that already exist in Quickbooks/Reckon will result in duplicates.

If you have customers, suppliers and/or products in Quickbooks/Recon that also exist in Workshop Software, first export these files from Quickbooks/Reckon and then import them into Workshop Software using the import utility. This will Not create duplicates in Workshop where phone numbers, email addresses, or item codes match. Then when you export, set Ignore Imported to Yes and Workshop will only output records that do not already exist in Quickbooks/Reckon.

3. Follow the below explanation of accounts to work out what accounts need to be set up:

1. Email Export File To - This will be the email that the export file will be sent to.

2. Tax Agency - In Quickbooks you have the ability to create a new 'Sales Tax Item' which allows you to select the Tax Agency (vendor you collect for) from thedrop-down list. This allows you to select the vendor to which you remit your sales tax payments. If your vendor is not set up in QuickBooks, select Add New at the top of the list to create a sales tax vendor record. Here is a useful link from Quickbooks: https://www.firmofthefuture.com/content/setting-up-sales-tax-in-quickbooks-bookkeeper-know-how/

3. Sales GST - This is the name of the tax rate you have in your Quickbooks system - this is so that when you export the document you can identify and calculate the tax you owe.

4. Sales Account - This is the Sales Account in Quickbooks you would like any earnings to go into within Quickbooks.

5. Sales Credit Account - This is the Sales Credit Account that will record any credits that you create for a customer.

6. Customer Payment Account - This account will stipulate where all the payments from your clients go into within Quickbooks.

7. Purchases Account - This account should be where you would like your vendor/supplier invoices to be entered into.

8. Purchases Credit Account - This is the Purchases Credit Account that will record any credits that a supplier/vendor owes to you.

9. Supplier Payment Account - This account will stipulate where all the purchases from your suppliers/vendors go into within Quickbooks.

4. Once you have filled out all the accounts you are able to stipulate the type of data you would like to export. e.g. you may not want to have products in your export so if you untick this box it will not include that information in the export:

5. Select the dates from when you would like to export your data to upload and adjust the toggles accordingly:

1. Last, First Format - This will export the customers names with their last name first.

2. Allow Previously Exported - If this toggle is flicked to 'NO' the export will not include previously exported data - this is designed to stop the risk of duplication.

3. Ignore Imported - If this toggle is flicked to 'NO' the export will bypass any clients imported into Workshop Software and therefore it will stop the upload of any files that are already in Quickbooks.

6. Lastly, once all your settings are configured you can press 'Export':

7. Your IIF file will appear in an email which you can upload to your Quickbooks Desktop program:

If you have any questions, comments or concerns regarding these instructions please get in contact with us by emailing our support team: support@workshopsoftware.com