Quickbooks

Overview

You can export your financial transactions and related records (Contacts, Invoices, Payments, Refunds and Donations) to the Quickbooks IIF format- which is supported by Quickbooks 2002 or later. Once you have created a filter of the data you would like to export, you can preview the transactions and then export a list of your 'customers' and transactions into two separate Quickbooks IIF files.

Preparing for exporting the data from Wild Apricot into QuickBooks

In Wild Apricot

Before you export your finances, you need to configure which data you will be exporting and how it will be formatted in the file (see QuickBooks Export Settings )

In Quickbooks

Create a backup of your current data in Quickbooks before you import any new data from the exported file from your Wild Apricot account.

Starting the Export Process

To access the export tool, first browse to Finances and then continue to either Invoices, Payments & Refunds or Donations * and click *[Export to Quickbooks] to start your export.

Using filters

If you click on either Invoices, Payments & Refunds or Donations the data to be exported will be filtered to only include the selection you've made. This could also include a keyword or date range that you've entered - this is what is meant when "Export current filtered list" is selected. You can also clear this selection to either export all records or to create a new selection for your export, by checking "Export All Transactions".

Additional Filters

At this stage you can also apply additional filters (see below) at you would like to export by using the filter, search and other export options, but keep in mind that you can also experiment with different options by previewing your export (see Preview link)

Available Filters and Options

• Date Filters
• Invoice Filters
• Payment Filters
• Other Transactions
• Sort Options

Previewing Transactions

Before you start your Export, you can preview the transactions that will be exported as a result of your current filter settings (see button below).

Completing Export

Once you have your filters in place you can complete the export process by exporting either your customers and or transactions using the buttons on menu.

Customers vs. Contacts In Wild Apricot each record is typically referred to as a contact and or member record - in Quickbooks each 'record' is typically referred to a 'customer' record.

Tips and Best Practices

• Currently there is no mechanism in Quickbooks to prevent duplicate records from being created if the same file IIF file is imported in Quickbooks multiple times. Also there is no 'Undo' option in Quickbooks for imports - so make sure you backup all your Quickbooks data before importing your Wild Apricot data.

• Be sure that all the list elements pertaining to your transactions (accounts, customers, etc.) are already entered in your company file OR are being imported at the TOP of your IIF transaction import file BEFORE you attempt to import the transactions. If you do not do so, default list element types will be taken based on the transaction they were imported with.

• Import your IIF file into a test QuickBooks company file to ensure that your import is producing the desired result BEFORE you import into an actual, live company data file.