QuickBooks Export Tips - TechSoup.xls by liningnvp

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									                                                         Instructions for Exporting QuickBooks data

Where did my worksheet go?
          When you export data to a new workbook, your new worksheet containing exported data goes to Sheet 1. When
          the new worksheet is placed in front of the last active sheet where it will be named "SheetX" using the next availa


How do I make sure this tips sheet isn't exported with the QuickBooks report in the final workbook?
          Before exporting, on the Export Report Basic tab, deselect the option to include the instruction worksheet.


How can I customize and update my worksheet?
           You can set up Excel links between 2 or more worksheets. (See Microsoft Excel Help for details about linking in Ex
           feature to setup links between a QuickBooks summary report and your customized sheet.
                       >> Choose one sheet as your source worksheet into which you'll export QuickBooks data. Then create a
                       customize your data and link the data between that sheet and the source worksheet.
                       >> Export your source data to an existing worksheet and overwrite the current data so that the new da
                       >> Create Excel links between a QuickBooks data worksheet and another worksheet in the workbook.


Troubleshooting: Why don't my links work correctly after exporting data?
          Be aware that any difference in the structure of the current report from the report that you used when setting up
          in the links between worksheets. If you are seeing wrong data in your customized worksheet, then you may have:
                       >> Moved or deleted elements, or changed the structure of the report in some way? For example:
                                  You might have moved or deleted items from item list which gets used in a report like Inve
                                  You might have moved or deleted accounts from accounts list which gets used in a report l
                       >> You are using a report related to accounts and have account(s) with no activity associated and did n
                                  TIP: Choose display All rows (available for most of the reports), Select Modify report->Disp
                       >> Deleted exported data sheet which serves as data source.
orted data goes to Sheet 1. When you export to an existing workbook,
med "SheetX" using the next available number in the series.




 the instruction worksheet.




 Help for details about linking in Excel.) You can use this

 rt QuickBooks data. Then create another worksheet where you can
 urce worksheet.
he current data so that the new data is used by any Excel links and formulas.
ther worksheet in the workbook.




ort that you used when setting up links, can cause mismatch
 d worksheet, then you may have:
t in some way? For example:
hich gets used in a report like Inventory Valuation report.
ts list which gets used in a report like Profit and Loss standard report.
th no activity associated and did not choose to display "All rows".
ports), Select Modify report->Display->Advanced->Display Rows->All rows
                    Sample Nonprofit -MAC
  Sample Chart of Accounts with Functional Expense Categories


                           Account                              Accnt. #            Type
10000 · Wells Fargo - Checking                                  10000      Bank
10005 · Goldman Sachs - Mutual Funds                            10005      Bank
11000 · Accounts Receivable                                     11000      Accounts Receivable
12000 · Undeposited Funds                                       12000      Other Current Asset
15000 · Furniture and Equipment                                 15000      Fixed Asset
18000 · Marketable Securities                                   18000      Other Asset
18600 · Other Assets                                            18600      Other Asset
18700 · Security Deposits Asset                                 18700      Other Asset
20000 · Accounts Payable                                        20000      Accounts Payable
27200 · Other Liabilities                                       27200      Other Current Liability
27220 · Payroll Tax Liabilities                                 27220      Other Current Liability
27270 · Health Bene Payable                                     27270      Other Current Liability
30000 · Opening Balance Equity                                  30000      Equity
31300 · Perm. Restricted Net Assets                             31300      Equity
31500 · Temp. Restricted Net Assets                             31500      Equity
32000 · Unrestricted Net Assets                                 32000      Equity
43300 · Direct Public Grants                                    43300      Income
43310 · Corporate and Business Grants                           43310      Income
43320 · Discounts - Long-term Grants                            43320      Income
43330 · Foundation and Trust Grants                             43330      Income
43340 · Nonprofit Organization Grants                           43340      Income
43400 · Direct Public Support                                   43400      Income
43410 · Corporate Contributions                                 43410      Income
43430 · Donated Prof Fees, Facilities                           43430      Income
43440 · Gifts in Kind - Goods                                   43440      Income
43450 · Individ, Business Contributions                         43450      Income
43460 · Legacies and Bequests                                   43460      Income
44400 · Government Contracts                                    44400      Income
44410 · Agency (Government) Contracts                           44410      Income
44420 · Federal Contracts                                       44420      Income
44430 · Local Government Contracts                              44430      Income
44440 · Medicare and Medicaid Payments                          44440      Income
44450 · State Contracts                                         44450      Income
44500 · Government Grants                                       44500      Income
44510 · Agency (Government) Grants                              44510      Income
44520 · Federal Grants                                          44520      Income
44530 · Local Government Grants                                 44530      Income
44540 · State Grants                                            44540      Income
44800 · Indirect Public Support                                 44800      Income
44810 · Affiliated Org. Contributions                           44810      Income
44820 · United Way, CFC Contributions                           44820      Income
45000 · Investments                                             45000      Income



                                                                                               Page 3 of 6
                          Account         Accnt. #             Type
45030 · Interest-Savings, Short-term CD   45030      Income
45050 · Other Investment Revenue          45050      Income
46400 · Other Types of Income             46400      Income
46430 · Miscellaneous Revenue             46430      Income
47200 · Program Income                    47200      Income
47230 · Membership Dues                   47230      Income
47240 · Program Service Fees              47240      Income
49000 · Special Events Income             49000      Income
49010 · Special Events Contributions      49010      Income
49020 · Special Events Sales (Nongift)    49020      Income
6 · Program Expenses                      6          Expense
60005 · Salaries-Pgm                      60005      Expense
60010 · Payroll Taxes-Pgm                 60010      Expense
60015 · Health Benefits-Pgm               60015      Expense
60020 · Workers Compensation-Pgm          60020      Expense
60300 · Awards and Grants - PGM           60300      Expense
60900 · Business Expenses - PGM           60900      Expense
60920 · Business Registration Fees - PG   60920      Expense
62100 · Contract Services - PGM           62100      Expense
62110 · Accounting Fees - PGM             62110      Expense
62130 · Fundraising Fees - PGM            62130      Expense
62140 · Legal Fees - PGM                  62140      Expense
62150 · Outside Contract Services - PGM   62150      Expense
62600 · Facilities and Equipment - PGM    62600      Expense
62610 · Depr and Amort - Allowable - PG   62610      Expense
62630 · Donated Facilities - PGM          62630      Expense
62640 · Equip Rental and Maintenance -    62640      Expense
62650 · Janitorial Services - PGM         62650      Expense
62660 · Mortgage Interest - PGM           62660      Expense
62660* · Property Insurance - PGM         62660*     Expense
62665 · Real Estate, Personal Prop Tax    62665      Expense
62690 · Rent, Parking, Utilities - PGM    62690      Expense
65000 · Operations - PGM                  65000      Expense
65010 · Books, Subscriptions, Reference   65010      Expense
65020 · Postage, Mailing Service - PGM    65020      Expense
65030 · Printing and Copying - PGM        65030      Expense
65040 · Supplies - PGM                    65040      Expense
65050 · Telephone, Telecommunications -   65050      Expense
65100 · Other Types of Expenses - PGM     65100      Expense
65110 · Advertising Expenses - PGM        65110      Expense
65120 · Insurance - Liability, D and O    65120      Expense
65130 · Interest Expense - General - PG   65130      Expense
65160 · Other Costs - PGM                 65160      Expense
65165 · Staff Development - PGM           65165      Expense
66300 · Travel and Meetings - PGM         66300      Expense



                                                                      Page 4 of 6
                          Account          Accnt. #             Type
66310 · Conference, Convention, Meeting    66310      Expense
66320 · Travel - PGM                       66320      Expense
7 · Management & Admin                     7          Expense
70005 · Salaries-M&A                       70005      Expense
70010 · Payroll Taxes-M&A                  70010      Expense
70015 · Health Benefits-M&A                70015      Expense
70020 · Workers Compensation-M&A           70020      Expense
70300 · Awards and Grants                  70300      Expense
70300* · Awards and Grants-M&A             70300*     Expense
70900 · Business Expenses                  70900      Expense
70920 · Business Registration Fees         70920      Expense
70900* · Business Expenses-M&A             70900*     Expense
70920* · Business Registration Fees-M&A    70920*     Expense
72100 · Contract Services                  72100      Expense
72110 · Accounting Fees                    72110      Expense
72130 · Fundraising Fees                   72130      Expense
72140 · Legal Fees                         72140      Expense
72150 · Outside Contract Services          72150      Expense
72100* · Contract Services-M&A             72100*     Expense
72110* · Accounting Fees-M&A               72110*     Expense
72130* · Fundraising Fees-M&A              72130*     Expense
72140* · Legal Fees-M&A                    72140*     Expense
72150* · Outside Contract Services-M&A     72150*     Expense
72800 · Facilities and Equipment           72800      Expense
72810 · Depr and Amort - Allowable         72810      Expense
72830 · Donated Facilities                 72830      Expense
72840 · Equip Rental and Maintenance       72840      Expense
72850 · Janitorial Services                72850      Expense
72870 · Mortgage Interest                  72870      Expense
72870* · Property Insurance                72870*     Expense
72880 · Real Estate, Personal Prop Tax     72880      Expense
72890 · Rent, Parking, Utilities           72890      Expense
72800* · Facilities and Equipment-M&A      72800*     Expense
72810* · Depr and Amort - Allowable-M&A    72810*     Expense
72830* · Donated Facilities-M&A            72830*     Expense
72840* · Equip Rental and Maintenance-M&   72840*     Expense
72850* · Janitorial Services-M&A           72850*     Expense
75000 · Operations                         75000      Expense
75010 · Books, Subscriptions, Reference    75010      Expense
75020 · Postage, Mailing Service           75020      Expense
75030 · Printing and Copying               75030      Expense
75040 · Supplies                           75040      Expense
75050 · Telephone, Telecommunications      75050      Expense
75100 · Other Types of Expenses            75100      Expense
75110 · Advertising Expenses               75110      Expense



                                                                       Page 5 of 6
                           Account        Accnt. #             Type
75120 · Insurance - Liability, D and O    75120      Expense
75130 · Interest Expense - General        75130      Expense
75170 · Other Costs                       75170      Expense
75170* · Staff Development                75170*     Expense
78300 · Travel and Meetings               78300      Expense
78310 · Conference, Convention, Meeting   78310      Expense
78320 · Travel                            78320      Expense
8 · Fundraising                           8          Expense
80005 · Salaries - FR                     80005      Expense
80010 · Payroll Taxes - FR                80010      Expense
80015 · Health Benefits - FR              80015      Expense
80020 · Workers Compensation - FR         80020      Expense
80300 · Awards and Grants - FR            80300      Expense
80900 · Business Expenses - FR            80900      Expense
80920 · Business Registration Fees - FR   80920      Expense
82100 · Contract Services - FR            82100      Expense
82110 · Accounting Fees - FR              82110      Expense
82130 · Fundraising Fees - FR             82130      Expense
82140 · Legal Fees - FR                   82140      Expense
82150 · Outside Contract Services - FR    82150      Expense
82800 · Facilities and Equipment - FR     82800      Expense
82810 · Depr and Amort - Allowable - FR   82810      Expense
82830 · Donated Facilities - FR           82830      Expense
82850 · Janitorial Services - FR          82850      Expense
82880 · Mortgage Interest - FR            82880      Expense
82890 · Rent, Parking, Utilities - FR     82890      Expense
85000 · Operations - FR                   85000      Expense
85020 · Postage, Mailing Service - FR     85020      Expense
85030 · Printing and Copying - FR         85030      Expense
85040 · Supplies - FR                     85040      Expense
85100 · Other Types of Expenses - FR      85100      Expense
85110 · Advertising Expenses - FR         85110      Expense
85130 · Interest Expense - General - FR   85130      Expense
85180 · Other Costs - FR                  85180      Expense
85185 · Staff Development - FR            85185      Expense
88300 · Travel and Meetings - FR          88300      Expense
88320 · Travel - FR                       88320      Expense




                                                                      Page 6 of 6

								
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