If
you frequently add or edit more than one customer, vendor, or item at a time,
working in a New or Edit window (like New Customer or Edit Item) isn’t only
tedious, but it also takes up time you should spend on more important tasks,
like selling, managing cash flow, or finding out who has the incriminating
pictures from the last company party.
If
you set up your company file using the EasyStep Interview, it helps you bring
information in from an email program or Excel (page 14), and you can use that
same window anytime you want to add more customers or vendors (by choosing
Company→Bulk Enter Business Details). Another option is the Add/Edit Multiple
List Entries feature, which you can use to paste data from Excel into
QuickBooks when you’re creating customers, vendors, or items. Or, to edit
existing records, you can filter or search the list in that window to show just
the customers, vendors, or items you want to update, and then paste in Excel
data, type in values, or copy values between records. This chapter shows you
how to perform all these tasks.
Then
again, you might store info about customers, vendors, and items in other
programs such as a database or word-processing program where you create mailing
labels. If your other programs can create Excel-compatible files or delimited
text files, you can avoid data-entry grunt work by transferring data to or from
QuickBooks. (Delimited text files are simply files that separate each piece of
data with a comma, space, tab, or other character.) In both types of files, the
same kind of info appears in the same position in each line or row, so
QuickBooks (and other programs) can pull the information into the right places.
When you want to transfer a ton of data from another program into QuickBooks,
importing is the way to go. By mapping QuickBooks’ fields to the fields in the
other program, you can quickly transfer hundreds or even thousands of records.
In this chapter, you’ll learn about the keywords QuickBooks uses to put your
data into the correct fields and how to get your import file set up to work
with QuickBooks. The chapter wraps up by explaining the steps for importing
data into your company file.
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