Sample Using QuickBooks Lists - Accounting Software Secrets
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Sample Using QuickBooks Lists

Sample Using QuickBooks Lists

Sample Using QuickBooks Lists


Importing and exporting lists is a way of entering information from an external source. The importing and exporting of lists from one QuickBooks data file to another works quite easily. To import transactions, however, requires programming experience, and is, therefore, not recommended for the average user. Transactions cannot be exported from QuickBooks. They can, however, be shown in reports that are then printed to a file which can be opened in other software packages. The easiest use of the import and export function is to export a list from an existing QuickBooks file, then import it into a new QuickBooks file.  This procedure works quite well for setting up a company again on versions prior to 2002 or on files version 2002 or higher that are using QuickBooks to calculate payroll (with 2002 and higher there is a feature that permits removing all the transactions while keeping the preferences and business service information intact). Using this method it is possible to import the lists that have been exported from the old company but leave the problem transactions behind.  However, the preferences, passwords, and beginning balances will need to be created in the new company. 


  1. 1.      Open the QuickBooks file (old) that contains the list to be transferred.
  2. 2.      Choose Utilities > Export > Choose the lists you wish to export > OK > Choose the folder and name for the file containing the information > Save.
  3. 3.      Open the QuickBooks file (new) that needs to be updated with the list information.  Note: When creating the new file, be sure to choose none for the chart of accounts.
  4. 4.      Choose Utilities > Import > Choose the folder and name for the file containing the information > Open.
  5. 5.      Choose Lists > then the appropriate list to confirm that the information has been imported successfully.


TRICK: This also works well for accountants and bookkeepers that want to set up each client with the same (or similar) chart of accounts.


TRICK: If the import file contains a duplicate, an error message will be generated with the appropriate line.  Open the import file in Excel and change the appropriate line to eliminate the problem then attempt the import again.

TIP: This process will work with any list, including budgets.


TIP: New with version 2004 is the ability to import some lists directly from Excel.

More information on this topic

Managing Lists