Importing the Uniform System Chart of Accounts for Restaurants into QuickBooks Desktop

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Edwina Cassandra Pope
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Importing the Uniform System Chart of Accounts for Restaurants into QuickBooks Desktop DISCLAIMER: This procedure explains the steps for using the QuickBooks file import utility to import the chart

Use extreme caution if you are planning to import the USAR Chart of Accounts for QuickBooks into a company file with existing transactions.

files. These instructions are intended when creating new company files in QuickBooks and not recommended for use in existing company files that contain balances.

com and its associates are not responsible for any adverse changes to your QuickBooks company files. You should always backup your files before importing data.

1 Importing the Uniform System Chart of Accounts for Restaurants into QuickBooks Desktop DISCLAIMER: This procedure explains the steps for using the QuickBooks file import utility to import the chart of accounts list found in the downloaded Excel file, to a new QuickBooks company file. Use extreme caution if you are planning to import the USAR Chart of Accounts for QuickBooks into a company file with existing transactions. We highly recommend this function be performed by a qualified QuickBooks accountant who understands general accounting principles and has experience with importing from Excel to QuickBooks company files. These instructions are intended when creating new company files in QuickBooks and not recommended for use in existing company files that contain balances. They have been created using QuickBooks Pro 2008 and have been tested on QuickBooks The steps listed may differ for later versions. RestaurantOwner.com and its associates are not responsible for any adverse changes to your QuickBooks company files. You should always backup your files before importing data. Step 1 Download the Uniform System Chart of Accounts for QuickBooks 1. If you haven t already done so, you must first download the Excel file from RestaurantOwner.com. 2. DOWNLOAD NOW 3. When prompted, select the save the file to your desktop or other directory where it can easily be found. You will be prompted for this file when attempting to import from within the QuickBooks program. Step 2 Create the New QuickBooks Company File (skip this step if you are using an existing company file) 1. Open QuickBooks 2. Click on File>New Company 3. Click Skip interview 4. Complete the company information. 5. Complete the company organization form. 6. Select the first month of the fiscal year. 7. Select None when prompted to Select your

Click on Accounting in the preferences list on left column. a. Click on the Company Preferences tab. b. Set Accounts preferences as follows: i.

2 industry from the list. Step 3 Set Company Preferences 1. In QuickBooks, click on Edit and then Preferences to open the Preferences dialogue window. 2. Click on Accounting in the preferences list on left column. a. Click on the Company Preferences tab. b. Set Accounts preferences as follows: i. Use account numbers ii. Require accounts iii. Optional: Show lowest sub account only c. Click OK to save settings Step 4 Import the Chart of Accounts 1. Click on File, Utilities, Import and then Excel Files to bring up the correct import screen. 2. Click on Advanced Import icon.

represents entity type for this company (the only differences in the sheets is for the Equity accounts.

3 3. Click on Browse to select the USAR Chart of Accounts for QuickBooks file downloaded earlier. 4. QuickBooks will open the Excel workbook ; Choose the sheet (LLC, Corp or Partnership) from the dropdown list that represents entity type for this company (the only differences in the sheets is for the Equity accounts. All other accounts are the same). 5. Be sure the This data file has header rows is checked. 6. Click on Add New from the Choose a mapping: dropdown list.

the right. 10. Click Save. 11. Click on the Preferences tab. 12.

4 7. Enter a Mapping name: (USAR, USA QB LLC, etc.) 8. Select Account from the Import type dropdown list. 9. Map the QuickBooks field types to the Import data: field types by selecting from the dropdown list for each of the 5 fields as shown in figure to the right. 10. Click Save. 11. Click on the Preferences tab. 12. Select the Duplicate Handling option that you prefer to use when duplicates are encountered. 13. Select the Error Handling option (there are typically not any errors if the file has been unchanged after downloading). 14. Click Preview to inspect the records to be imported.

5 15. Review the records to be imported. If you see any problems such as mis mapping or errors, click Cancel, otherwise, proceed. 16. Click Import to begin the import process.

6 17. Click Yes if you have already made a backup copy earlier. 18. If you selected Prompt me when duplicates are found, then this dialogue box may appear. Check the option desired and then click on Apply.

screen. 2. Click on the Account button to display the menu choices. 3.

7 Step 5 Activate Imported Accounts 1. Click on Lists and then Chart of Accounts to bring up the Chart of Accounts list screen. 2. Click on the Account button to display the menu choices. 3. Click Show Inactive Accounts to display the InActive accounts that were imported. 4. Click on the X of the main accounts to activate.

Repeat the above process until all desired accounts have been

8 5. Click Yes to activate the subaccounts or No if you will only be using the summary accounts. 6. Repeat the above process until all desired accounts have been activated. 7. You can also deactivate any existing accounts (that do not have balances) using the same method.

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