Import data from Microsoft Office Excel

You can import master record information (including customers, vendors, employees, or items) and transaction data (such as invoices or sales orders) from Microsoft Office Excel workbooks into Microsoft Office Accounting 2009 by using the Import Data Wizard. This can be useful in many circumstances. For example:

  • Importing data from another accounting program    If you were using an accounting program other than QuickBooks before you started using Office Accounting 2009, you can export your data from the previous system to Microsoft Office Excel 2007 or Office Excel 2003, and then import the data from Excel into Accounting 2009.

  • Facilitating offline data entry    If you are participating at a trade show, you can take customer orders, enter them into customer and order worksheets, and then import the data into Accounting 2009 when you return to your office.

  • Performing regularly planned imports    You might be using a program to manage your business that is not adequate for accounting purposes. Once a week you can export data, such as customer invoices and payments, to Excel worksheets, and then import the data into Accounting 2009. By doing this, you can keep both programs in sync and take advantage of the strengths of both.

When you install Accounting 2009, a set of Excel workbooks is saved in the following folder:

Windows Vista    drive:\ProgramData\Microsoft\Windows\Templates\Office Accounting 2009\Templates\Excel

Windows XP    drive:\Documents and Settings\All Users\Templates\Office Accounting 2009\Templates\Excel

These workbooks correspond to the types of data that you might want to import into Accounting 2009, for example, vendor information, customer information, and employee information. The column headings in the worksheets correspond to fields in Accounting 2009, and each worksheet contains some rows of sample data to help you enter data in the correct format for importing.

We recommend that you use these workbooks to import data, because they have been formatted so that the data mapping to Accounting 2009 is performed automatically.

You can use other Excel worksheets and do the mapping manually, or you can choose to override the automatic mappings selected by Accounting 2009. For more information, see Map Fields dialog box: options and information.

Before you begin

Before you can import data, you must set up your company in Accounting 2009. For more information, see Company Setup: options and information.

Using Excel workbooks included with Accounting 2009

Open the workbook that you want to use and save a copy in a folder that you can easily access. Use a name that makes sense to you. Enter your data into the new file.

When entering data, remember the following:

  • Do not change the column headings. These headings automatically map to appropriate fields in Accounting 2009.

  • Do not leave any rows empty. To the Import Data Wizard, an empty row signals the end of the data. Subsequent rows will be ignored.

After you have entered your data, do the following:

  1. Delete the rows that contain the sample data.

  2. Delete any unused columns.

  3. Save the worksheet.

After you save the worksheet, you are ready to import the data into Accounting 2009 by using the Import Data Wizard. For more information, see Import Data Wizard: options and information.

Using other Excel workbooks

When creating other worksheets to use for data import, remember the following:

  • Always use the first row of the worksheet for column headings. The wizard searches for the first row that contains data and assumes that the data in this row is column headings (field names). Any data that you enter in the first row will not be imported.

  • Use column heading names that exactly match fields on forms in Accounting 2009. Data in columns that exactly match Accounting 2009 will be automatically mapped.

  • Do not use periods or special characters in column headings. For example, Number and No are valid, but No. and # are not.

  • If you import transaction data, the record name (account, customer, vendor, employee, or item) must exactly match the name used in Accounting 2009. All mismatches will cause validation errors.

Tip: Before you import your data, you can practice by using the wizard to import data into a sample company. The workbooks that are provided with Accounting 2009 include sample data, some of which will cause errors. This gives you the opportunity to practice correcting errors.

Related topics

View details of import errors (Excel)

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