QuickBooks Asia

How to import an invoice template from one company file to the other company file?

Sometime as a business owner or an Accountant, you are requiring managing more than one company files within a business group. In some cases, the layout of the templates such as Invoice, Credit Note, Statement of Account and Purchase Order form are similar within this group of companies. So to cut down the time spend in creating templates, usually, we create a “Master” template in one main company file; then, duplicate it for the rest of the company files that we manage.

After you have created a “Master” template, you can export this template and import it into the other company file.

To export a template, go to the List menu and select Templates List. In the Template List window, select the template that you like to export, and click the Templates button that located below the window and select Export (Template files are having an extension of *.DES).

To import the template, go to the List menu and select Templates List. In the Template List window, click the Templates button and select Import. Browse to your exported template location and select your template that to be import.

If you did add some custom field in your original “Master” template, and if these fields are not supposed to bring over to the new company file, you may have to remove it before exporting. In this case, usually, from the original company file, I duplicate this template and edit it before exporting. To duplicate a template, just select the template that you want, click the Templates button, and select Duplicate.

Import of list item into QuickBooks

I had a customer who was always very busy with meetings. She doesn’t even have times to create the name list in QuickBooks. She asked me whether QuickBooks allowed her to import those customer and supplier name list from a spreadsheet.

What are those things that can be imported into QuickBooks?

At user level, QuickBooks does allow you to import list item such as:

• Chart of account list
• Customer:job list
• Supplier name list
• Employee list
• Item list

During the implementation stage, creating of name and item list usually takes up most of the time. By importing list item it helps to reduce the implementation time and focus on your day-to-day operational task such as invoicing and enter bills.

How to import?