How to Enter Batch Information Into QuickBooks
Business owners just starting out may have started their record keeping with Excel spreadsheets rather than even the free version of QuickBooks. Having a long list of customers, vendors or items can be discouraging to a person who doesn't relish the thought of entering all this information again into QuickBooks. The best way to enter batch information into QuickBooks is through the use of the "Add Your Excel Data to QuickBooks" feature. All it takes is a little organization and a few clicks of a mouse.
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Instructions
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Entering Batch Customer Information
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Organize the Excel spreadsheet with your customer list on it. To import this batch into QuickBooks, the heading of each cell must match the pre-formatted Import spreadsheet. For the customer import list there are 16 columns with a header at the top of each. These columns are, from left to right: Company Name, Mr./Ms., First Name, Middle Initial, Last Name, Display As, Street 1, Street 2, City, State, Zip, Phone, Fax, Alternate Phone, Email and Account Number. Organize your customer list spreadsheet in this order. Some columns may remain blank.
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Cut and paste the organized columns one by one from your Excel sheet into the Import Customers sheet. Click on the first entry and drag the cursor downward until the last entry is highlighted. Hold the "Ctrl" and "C" keys to copy the entire column. Click in the first row in the Import Customers sheet and then hold the "Ctrl" and "V" keys and the data will be pasted into the form. Repeat this procedure for each column.
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Examine the list for any yellow highlighted cells. Yellow highlighted cells indicate that there is an error. You can correct these errors by deleting that cell or changing the data in it. Then, click the "Add My Data Now" button. When you are prompted for the location on the computer to save the data file to, choose the "Desktop" and click "OK."
Entering Batch Vendor Information
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Organize your Excel spreadsheet with the vendor list on it. The pre-formatted import spreadsheet for vendor information is in the same form as the one for customer information, with 16 columns matching the headings for the Import Customers sheet.
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Copy and paste the organized vendor columns in the same way you did the customer columns. Examine the completed list for the yellow highlighted cells and correct the errors if need be.
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Click the "Add My Data Now" tab and when prompted for the "Save To" location, choose the "Desktop." When the process is complete, all vendor information will be imported into the QuickBooks company file.
Entering Batch Product Information
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Organize the Excel spreadsheet with all the items you sell on it. There are only five columns in the Import Product page. These columns include the Product Name, Description, Sales Price, Manufacturer Part Number and the Tracked as Inventory. You may add other data for each item, like cost to you and accounts to use, after you've imported the bulk of the items into QuickBooks.
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Copy and paste the five columns, one at a time, into the Import Products spreadsheet. Examine the list for any yellow highlighted cells and make corrections if needed.
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Click the "Add My Data Now" tab and the program will import the items and the other data into the QuickBooks program. You may now scroll through the item list in QuickBooks to see if you need to add additional data on each item.
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