Should You Import QuickBooks Data?
You can import much of your historical data from QuickBooks, including contacts and transactions, making it simpler to move to Aplos, but there is an important decision to keep in mind before you move forward.
Fund Accounting
Aplos uses fund accounting and QuickBooks does not. This means our systems are very different. Importing QuickBooks information may bring over some of the problems you were trying to solve by switching to a fund accounting system. Instead of classes, Aplos uses funds. Aplos also uses tag layers to get granular reporting. This will help you track your designated funds accurately and give you greater accuracy on your reports.
Since Aplos uses fund accounting, it may not be beneficial to use the same configuration you had in QuickBooks. That is why most organizations choose to export historic reports to keep on file, but they decide to start with a clean slate by creating a new chart of accounts with funds and tags, and resetting their starting balances moving forward.
If you choose to export information from QuickBooks and import it into Aplos, you can find some tips below. If you need expert assistance in converting historic QuickBooks activity to true fund accounting, we recommend working with our Implementation Services team. Request a quote.
How To Import Your Chart Of Accounts And Tags From QuickBooks
If you’d like to proceed with the same QuickBooks structure, you can edit your chart of accounts manually or request a free import of the chart of accounts and tags that you provide. If you choose to import a chart of accounts, please be aware that this import will delete and replace everything currently in your Aplos account, so if you have already begun entering data or configuring your chart of accounts, all that would be lost.
To generate the needed file for importing your chart of accounts from QuickBooks, follow the steps below based on the version of QuickBooks you are currently using. Once those reports are generated and saved, you can contact Support and we will inform you of when you can expect your data to be uploaded into your account. This service usually takes two to five business days, depending on the volume of data, and we provide the service at no cost. If any concerns arise during the process, we will contact you to let you know.
QuickBooks Pro/Nonprofit
Account Listing
In QuickBooks Pro, click on the Reports dropdown at the top of the page, and select “Report Center.” Under the List section, find the report titled Account Listing, and click “Run.” Click the Customize Report link, and under Filters, select “All.” This will ensure your account listing contains all your accounts. 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 your Account Listing.
Account Listing
Click the “Customize…” button to view report options. Under Status, change the dropdown 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.
How To Import Your Contacts From QuickBooks
There is a built-in import tool in the contact database so you can import your vendor and donor contacts. For tips on importing your contacts that you export from QuickBooks, see our resource on Importing Contacts. Below are recommended steps to export your contact list from QuickBooks.
QuickBooks Pro/Nonprofit
Vendor Contact List
In QuickBooks Pro, click on the Reports dropdown at the top of the page, and select Report Center. Under the List section, find the report titled Vendor Contact List, and click “Run.” Export this report to Excel and save it to your desktop.
QuickBooks Online
Vendor Contact List
Click the “Customize…” button to view report options. Under Rows/Columns, make sure the following columns are included:
- Vendor
- Phone Numbers
- Full Name
- Address
- Account Number
Click “Run Report” to apply these settings. Then export this report to Excel and save it to your desktop.
How To Import Your Transaction History From QuickBooks
Importing can be complex and is not required to successfully launch Aplos for your organization. If you do not need to import transaction history, it is recommended that you create starting balances and simply enter transactions going forward.
If you wish to bring in historic information, see the resource on importing data into Aplos that walks you through available import screens in Aplos. Follow the steps below to generate the needed transaction lists from QuickBooks so you can import them into Aplos. Before importing, you will need to have your chart of accounts already in the software.
QuickBooks Pro/Nonprofit
Journal
In QuickBooks Pro, click on the Reports dropdown at the top of the page, and select Report Center. Under the Accountant & Taxes section, find the report titled Journal, and click “Run.” Click on the Dates filter and be sure to select “All.” 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
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.
