UNIT10:IMPORT AND EXPORT DATA TO/FROM
Key unit competence: Import and export data to/from other systemand software.
Introductory Activity
The senior accountant of MGDS Ltd has an urgent meeting with the business
owners. He is required to attend the meeting with well printed financial reports
and list of vendors, customers, charts of account and items so that the owners
will be using them in the decision making process. Because of urgency, the
accountant is wondering how he can get all the required reports and list out of
QuickBooks.
a. If you are acting on behalf of the accountant o MGDS Ltd, What can you
do?b. How can you do this?
Instead of starting from scratch, you can transfer data to and from QuickBooks.
This makes it easy if you need to convert, upgrade, or create a new company file.
The user can import data like bank transactions, accountant’s changes, general
journal entries, and batch transactions. The customers and vendors also can beimported or exported to and from QuickBooks.
10.1. Data import
Learning Activity 10.1.
1. Information is different from Data. True or False.
2. Vendors and customers can’t be imported from external source to
QuickBooks. True or False
3. Read the information in the table below and prepare in excel sheet andimport it in QuickBooks as an accountant of XYZ Ltd.
Data is defined as facts or figures, or information that’s stored in or used by a
computer. In accounting, data are all (ledgers and journals and spreadsheets)
that support a financial statement.
10.1.1. Meaning
Data Import lets you upload data from external sources and use it in other
system. In Quick books, data can be imported from excel or spread sheet to
be used automatically in QuickBooks. Data can also be exported from other
external software and system.
10.1.2. Transactions to be imported
The user can have a numerous data on his computer but out of QuickBooks.
There is no reasons to take time re-typing. Instead, data like list of vendors,
customers, charts of account and items… can be imported from excel toQuickBooks.
Application Activity 10.1.
1. What is the meaning of data import?
2. Give three examples of data that can be imported from external sourceto QuickBooks
10.2. Process to import and export
Learning Activity 10.2.
The QuickBooks users or accountants in general are always facing the issue
of a huge data to record in system. For not losing time, if data are in other
computer system, the user can import it for processing it as fast as possible.List the steps associated with data import.
Example: HOPE SHOP, a manufacturing company is willing to create a chart
of account, list of items, customers and vendor in its QuickBooks for staring itsday to day business activities.
10.2.1. To import the list of vendors
Start on QuickBooks Home page and click on VENDORS
The vendor window appears as follow and the user has only one vendor called
MUNYABARABE. As longer as there is another file on the user’s computer
containing a number of vendors, the user will not waste his time to record them,contrary, he has to IMPORT
From the above window,
Click on Excel if there is a need to import from an excel sheet document. For
us, we need a list of vendors in excel. A click on Import from Excel gives
the following window in which the user has to select Vendors as he needs toimport the vendors.
A click on Vendor gives an empty excel sheet. A user has to close it for browsing
the appropriate file containing data he needs to import. By closing this emptyexcel sheet, it is better to select: I’ll Add My Data Later. And don’t Save.
Click on I’ll Add My Data Later to find the field of Browser
Browse the file containing data to be imported
A click on browser leads to the file location. It is located on desktop and file
Name in MY VENDORS.
A Click on Open gives to the user an option to add data from Excel sheet to
QuickBooks. It means that the list of vendors included in MY VENDORS file are
going to be added on the only one vendor MUNYABARAME in QuickBooks. It
also gives the option to edit the data before being imported.Click on Add My Data Now
From the window below the user gets View vendor list which leads to the final
list of all vendors in QuickBooks.
The user finally gets the long list of all business vendors without losing time to
type it but by importing it.
The same process can be used on any other data that the user is willing to
import from Excel file.
Application Activity 10.2.
1. What is data import?2. Enumerate the steps followed to import data from Excel to QuickBooks
10.2.2. Data Export
Learning Activity 10.2.
1. What is data export?
2. Enumerate the steps followed to export data from QuickBooks to Excelfile format
Export means to carry away. To remove, to carry or send (something) to some
other place. Data export is defined as the extraction and conversion of raw data
from their existing place and format into a format required by another.
a. Data to be exported
The user can have a numerous data in his QuickBooks but not on his computer.
There is no reasons to take time for re-typing. Instead, data like list of vendors,
customers, charts of account and items… can be exported from QuickBooks
to excel files.
Apart from this, the financial repot of business can be also exported and be
presented using another format different to the one used in QuickBooks.
b. Process to Export data
If the company profile has been created, list of items, list of vendors, list of
customers, chart of account and business transactions are recorded correctly,
the remaining task is export data from QuickBooks to another file format.
Example:
APENDEKI SHOP, a manufacturing company created a long list of chart of
account, list of items, customers and vendor in its QuickBooks for staring its day
to day business activities. At the end of the day, business transactions have been
recorded and the reports presented in QuickBooks. The user recognizes that
the accounting report should be submitted in excel format not in QuickBooks.
To export the report, (Trial balance, Income statement balance sheet and cash
flow statement) there are the steps to follow:
Start on QuickBooks Home page and click on REPORTS; Company &Financials,
Profit &loss if you are to export the income statement. The next step is to clickon Excel and Create a New Work Sheet. It appears as follows:
Click on Export. The following windows appears:
The same data as the one presented by QuickBooks is exported and displayed
in Excel. As it is in Excel now, it can be well edited and presented to the differentusers better than it was in QuickBooks.
The same process can be used to export data like list of vendors, customers,
charts of account and items from QuickBooks to Excel or any other possibleexternal files.
Application Activity 10.2.
1. Differentiate Data import from data export
2. Trial balance can’t be exported from QuickBooks to external files. True
or False.
3. Read the information in the table below: record it in QuickBooks and
export it from QuickBooks to an excel format file as an accountant ofXYZ Ltd
End of Unit Assessment
1. Define the following concepts:
• Data
• Import
• Export
2. Discuss the advantage of importing or exporting data from and to
QuickBooks and excel file.
3. GOOD LUCK Shop is a small sole trade business of purchasing and
selling of Eggplants. It is located in MUGANZA Sector, RUSIZI District
in Western Province (Tel +250788373939
GOOD LUCK Shop is well known for its services in Society and this attracts
clients. Now days GOOD LUCK shop is facing serious problems related to
the use of manual accounting, lack of tool which helps to analyze the financial
prospects in advance, financial projection and the challenge of performing an
effective payroll system.
Therefore the Manager wants to solve the above said problems by using
accounting software QuickBooks to record financial transactions and Ms
Office excel for effectiveness of the business. The decision is made to hireyou knowing that you are skilled and able to help the business to perform well.
Below are transactions occurred during February?
a. On 1st February, 2022 Starting business with RWF 25,000,000 (from
the business owner)
b. 2nd February, 2022 Receiving a loan from KCB of RWF 5,000,000
c. 8th February,2022 Buying premises for RWF 500,000 and paying rent
for RWF 250,000 (both by cheque)
d. 10th February, 2022 Purchasing goods on credit from GASANA for
RWF 2,000,000
Record the information in QuickBooks and export the trial balance and generalledger of GOOD LUCK SHOP in excel file.
BIOGRAPHY
1. SARAH A. DROLLETTE (2009), A Basic Guide for Beginning
QuickBooks Users, Utah State University
2. SaoudJayed MASHKOUR (2019), Accounting in English, Iraq
3. Elizabeth A. MINBIOLE (2000), Accounting principles II, NEW YORK
4. PRU MARRIOTT, J.R EDWARDS AND H.J MELLETT 2002), Introduction
to accounting, 3rd edition, London
5. Kate MOONEY (2008), The essentials of accounting dictionary, Canada
6. Jeffry R. HABER (2004), Accounting demystified, USA
7. BPP Learning media Ltd (2006), Fundamentals of accounting, UK
8. https://quickbooks.intuit.com/global/9. https://en.wikipedia.org/wiki/QuickBooks