QuickBooks Add-On Utilities from Karl Irvin Software

The Data Transfer Utility allows QuickBooks users to quickly and easily transfer (merge) list and transaction data from one QuickBooks file to another QuickBooks file. Using simple parameters, the Transfer Utility automatically makes the transfer while allowing you to control the process. QuickBooks files are opened and closed by the Transfer Utility and the regular QuickBooks program does not have to be running. Small transfers can be made in less than a minute.

The utility will merge data from one QuickBooks file into another QuickBooks file without erasing or overwriting existing data. It's useful for transferring work done at home, at client offices, at service locations or at remote offices to a main office QuickBooks file. Data can be transferred by network connection, email or removable disk.

The utility allows you to do non-networked data entry in multiple QuickBooks files at the same time and then merge the data together in one file. For example, an accountant can be paying bills on the office computer while a salesman or service technician in the field or at a remote office is issuing invoices or estimates to customers, while a stay at home worker is entering bills at home. All of the remote data can then be merged into the office computer without erasing any data.

CPA's and accountants can use the utility to send journal entries and other changes to their clients. Clients can send a backup of their QuickBooks file to their accountant and continue to work in their copy while the accountant is reviewing and adjusting his copy of their file. The accountant's changes can then be merged into the clients files without erasing any data. The utility does not not require that accountant's and their clients be on the same release level.

With version 2.93 (5/23/03) and later accountants can can send journal entries and new general ledger accounts created by them to their clients using an iif import file. This file can be easily imported into QuickBooks without the client having to purchase any additional software. The iif file is compatible back to version 4 so accountants can work in the latest version while their clients continue to use an older version of QuickBooks.

In addition, you can use the utility as part of a process to create a new and smaller QuickBooks file. For example, using simple selection parameters, you can transfer just the unpaid invoices into the new file and just the customers who have an unpaid balance or who have not been marked as inactive.

If you have an office network and need more data entry than the QuickBooks 5 user maximum allows, you can enter data on non-networked QuickBooks files and at the end of the day use the utility to merge the data from the non-networked files into the networked file.

The utility can be used to improve security and privacy. You can have temporary employees enter data in a copy of your QuickBooks file that doesn't contain any payroll or other sensitive information and transfer their input to your file at your convenience.

You can transfer data between two files located on your desktop computer or between a laptop computer and a desktop computer connected to a network. You can also transfer the information by email or by floppy disk.

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Data Transfer Utility Version 4

Data Transfer Utility Version 5

Data Transfer Utility Version 7

With the Invoice Duplicator you can can create one sample invoice in QuickBooks and create a copy of it for all (or a select group) of your customers with a minimum of effort. The invoice created for each customer will be just like the sample invoice except that each customers invoice will have their own name, address, taxes, terms, custom field values etc. on it.

If you need to create the same invoice for multiple customers, the Invoice Duplicator provides several advantages over the QuickBooks memorized transaction feature.

1. You don't have to initially create an invoice for each customer and memorize it. You create one sample invoice and select the customers who are to receive the invoice. If the customers to receive the invoice have a common identifier (such as Monthly or Quarterly) in the Customer Type field or in a custom field you can select all of them with a single button click.

2. When you create a memorized invoice all data on the invoice is frozen except the customers address. If any of the other fields on the invoice change you have to edit each memorized invoice and change it. The frozen fields include amount, quantity, rate, terms, tax status and tax rate. With the Invoice Duplicator, all of this data is current at the time the invoices are created.

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Featured Add-On: Invoice Duplicator

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Invoice Duplicator

The Beginning Balance Transfer Utility allows you to take the ending balances in one QuickBooks file (as of any date) and make them the beginning balances in a new QuickBooks file. This allows you to start a new file with the least number of transactions in it. The new file will normally be smaller than a file that has been condensed.

After transferring the beginning balances to a new file, you can transfer transactions from the beginning balance date to the current date using our Data Transfer Utility.

IMPORTANT NOTE: This program is designed only for businesses using the accrual basis of accounting. QuickBooks reports run on the cash basis that include any receipts or payments affecting beginning balances created by this program will be incorrect.

The Beginning Balance Transfer Utility can transfer the trial balance, open customer invoices, unpaid vendor bills and inventory balances as of any date selected by the user.

1. The Trial Balance is transferred as a single journal entry with the following changes:

a. The Trial Balance amounts for Accounts Receivable, Accounts Payable and Inventory are posted to the Opening Balance Equity account. Posting to the Opening Balance Equity Account avoids duplicating amounts when you transfer the detail for these accounts to the new file. The amounts posted to the Opening Balance Equity account (by the Trial Balance transfer) are offset to zero when you when you transfer the detail for these accounts (providing that the detail reports match the balance sheet).

b. A new "Sales Tax Payable (BegBal)" account is created and the Trial Balance amount for the regular Sales Tax Payable account is posted to this new account. This new account is required because posting to the regular account would require a breakdown by Sales Tax vendor which is not available. The new account will zero out when the opening balance amount is paid to the sales tax vendor(s).

2. The Accounts Receivable transfer creates a new Invoice for each unpaid Invoice as of the transfer date selected by the user. These Invoices will have the same customer, invoice number, transaction and due dates as the original Invoices but will have only one item on them. This item is an opening balance item which points to the Opening Balance Equity account.

3. The Accounts Payable transfer creates a new Bill for each unpaid Bill as of the transfer date selected by the user. These Bills will have the same transaction and due dates as the original Bill but will be coded to the Opening Balance Equity account. In addition, each Item Receipt transaction in Accounts Payable is converted to a Bill. The conversion is needed because QuickBooks doesn’t provide the ability to transfer the Item Receipt transaction type.

4. The Inventory transfer creates an Inventory Adjustment Transaction for each inventory item with an extended cost value as of the transfer date selected by the user. The Inventory Adjustment Transactions add the quantity, value and average cost to the new company and credit the Opening Balance Equity account.

Due to limitations in the Intuit SDK, Assembly quantities in inventory can't be transferred and will need to added manually using an Inventory Adjustment transaction. Also inventory quantities imported for items using Units-Of-Measure will need to be manually adjusted to the stocking unit-of-measure quantity.

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Ask the Expert - Balance Transfer Follow Up

Featured Add-On: Beginning Balance Transfer Tool

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Beginning Balance Transfer Tool Version 4

Beginning Balance Transfer Tool Version 6

The Customer Payment Analyzer produces reports that show how timely your customers paid you. Reports are generated for paid invoices instead of unpaid invoices.

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Customer Payment Analyzer

This tool uses the power of the SDK from Intuit to extract the QuickBooks data into a familiar Excel format to automate the process of setting up a report template then simply updating it in the future. The color coded system makes changes after the fact quite easy.

With the Custom Financial Reporter, you can quickly and easily produce presentation quality financial statements. The Reporter allows you to use Excel to create customized financial statement formats and then to merge QuickBooks data into those formats. The same financial statement formats (in an Excel workbook) can be used from month to month and for all of your clients or you can have different financial statement format workbooks for different clients.

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Custom Financial Reporter

The Report Combiner, extracts data from 1 to 99 QuickBooks files and creates combining Profit and Loss statements and combining Balance Sheets.

In addition the Combiner can create an iif file (containing a summary journal entry) for import into a new or existing QuickBooks company file. After importing the data into the QuickBooks file, you can run any of the QuickBooks reports on the imported data.

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Report Combiner