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Importing from QuickBooks

We are able to import account lists, contacts and transactions from QuickBooks to make it simpler to move to Aplos, but there are a couple of things to be aware of with this process:

  1. Importing QuickBooks will delete and replace everything currently in your Aplos account, so if you have already began entering data or configuring your chart of accounts these would be lost.
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  2. Our systems are very different, so importing QuickBooks information may not yield usable information in Aplos. This is particularly true because Aplos uses true fund accounting, which will help you track your designated funds accurately and give you greater accuracy in your reporting. It may be beneficial to not use the same configuration as you did in QuickBooks and start with a clean slate for your chart of accounts to build the best result for your organization moving forward.
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  3. Depending on the size of the files, we may need to limit the import to a specific period of time, or only the most recent year or two.
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  4. If the import does not produce desired results, we can remove the information and start fresh.
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If you’d like to proceed, please read the instructions below to get the proper reports from your Quickbooks account:

QuickBooks Report Instructions

Please follow the steps below to generate the needed reports for import from QuickBooks. Once generated and saved, please email them to support@aplos.com.

QuickBooks Pro / Nonprofit

  • Account Listing
    • In QuickBooks Pro, click on the “reports” drop-down at the top of the page, and select “report center.” Under the “List” section of reports, find the report titled “Account Listing,” and click “run.” Click the link to “customize report,” and under “filters,” make sure “All” accounts is selected. This will ensure your account listing contains all your accounts. Export this report to Excel and save it to your desktop.
  • Vendor Contact List
    • In QuickBooks Pro, click on the “reports” drop-down at the top of the page, and select “report center.” Under the “List” section of reports, find the report titled “Vendor Contact List,” and click “run.” Export this report to Excel and save it to your desktop.
  • Journal
    • In QuickBooks Pro, click on the “reports” drop-down at the top of the page, and select “report center.” Under the “Accountant & Taxes” section of reports, find the report titled “Journal,” and click “run.” Click on the “Dates” filter and be sure to select “all” dates. Then click the link to “customize report” and under “columns,” scroll down and click on “account type.” This will add an “account type” column to the report for proper account identification. Export this report to Excel and save it to your desktop.

QuickBooks Online

In your QuickBooks Online account, click on the “reports” tab to access the list of reports. You can use the “Go to Reports” search field to locate and run the following reports:

  • Account Listing
    • Click the “customize…” button to view report options. Under “status,” change the drop-down from “Not Deleted” to “All.” This will ensure your account listing contains all your accounts. Click “Run Report” to apply these settings, then export this report to Excel and save it to your desktop.
  • Vendor Contact List
    • Click the “customize…” button to view report options. Under “Rows/Columns”, make sure the following columns are included:
      • Vendor
      • Phone Numbers
      • Email
      • Full Name
      • Address
      • Account number

Click “Run Report” to apply these settings, then export this report to Excel and save it to your desktop.

  • Transaction List with Splits
    • Click the “customize…” button to view report options. Under “General,” be sure to select “all dates” for the date filter. Under “Lists, be sure to select “Posting” for the Transaction Type. Click “Run Report” to apply these settings, then export this report to Excel and save it to your desktop.

Once you have sent your exports to support@aplos.com, we will inform you when to expect your data to be uploaded into your account for review. During the review process, we will notify you of any concerns or recommendations for set up based on the configuration of your data. This service usually takes 2-5 business days, depending on the volume of data and is provided at no cost.

Updated on April 29, 2016

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