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Importing Quickbooks Point of Sale Data

Before using ProfitSystem© at all, we strongly recommend watching the ProfitSystem© section of the InfoDisc in its entirety to familiarize yourself with ProfitSystem©. ​ Read through the manual as you look through the program and take note of any questions or concerns you may have with regards to the conversion.

Overview of the import process

The Quickbooks data will be imported according to these rules.

The data conversion will import Customers, Vendors, Inventory Categories, and Retail Inventory

  • Only items of type “Inventory Part” or “Service” will be imported.
  • The items Name will become the style code and vendor style code. If the Name contains a :, the part after the : becomes the style code. For example, if the name is Gown:A2456 the style code will be A2456
  • The Account becomes the inventory category. It will be abbreviated because Quickbooks supports much longer names than ProfitSystem. If the Name contains a :, the the part after the : becomes the category. For example, if the Account is Sales:Brides Maid the category will be BRDSMD.
  • The Qty On hand, Cost, and Price are imported as is.
  • If there are custom fields called Color, and Size they will be used for the color and size.
  • Vendors will be imported, and vendor codes will be created automatically.
  • Customers are imported as is.

The conversion must be performed using “clean” ProfitSystem data. This means you can't have entered any customers, inventory, vendors, or categories into ProfitSystem.

ProfitSystem has a training mode that you can use to perform a “test conversion” of the data. The training data files are separate from your live data. You can copy the clean live data to the training mode, then convert the data using the training mode, and find any problems and correct them in Quickbooks. You can then re-copy the clean data to training, and re-convert the Quickbooks data.

Before conversion, configure the live version of ProfitSystem.

  1. Set the tax rate in ProfitSystem© you must go from the Main Menu into Housekeeping and then into Accounting Set-up and finally into Taxes (Main->Housekeeping->Accounting Setup->Taxes) This is where you will set up your Retail tax rate before you convert the data.
  2. To set up the accounting method you start at the main menu and go into Housekeeping, then into Accounting Setup..., then into Accounting Setup, click on the GL Accounts tab and you will find the setting on the bottom right portion of the form To Convert the Quickbooks Data... First, download http://bblsystems.com/downloads/QBProImport.exe
  3. Create a folder on your desktop to hold the exported files.
  4. Start Quickbooks Pro, select Lists from the menu, and choose Item Lists.
  5. Click the Excel button and choose “Export all items”
  6. Make sure 'a comma seperated values (.csv) file' is selected and click Export.
  7. Select the folder you created on your desktop, enter a filename of qbinv.csv, and click Save.
  8. In Quickbooks, click Customer on the menu, then select Customer Center.
  9. On the Customer center, click Excel, then select Export customer list.
  10. Make sure 'a comma separated values (.csv) file' is selected and click Export.
  11. Select the folder you created on your desktop, enter a filename of qbcust.csv, and click Save.
  12. In Quickbooks, click Items on the menu, then select Vendor Center.
  13. On the Vendor center, click Excel, then select Export vendor list.
  14. Make sure 'a comma separated values (.csv) file' is selected and click Export.
  15. Select the folder you created on your desktop, enter a filename of qbvend.csv, and click Save.
  16. In Quickbooks, click Items on the menu, then select Departments.
  17. Click Excel, then select Export list.
  18. Make sure 'a comma separated values (.csv) file' is selected and click Export.
  19. Select the folder you created on your desktop, enter a filename of qbdept.csv, and click Save.
  20. When it's done exporting, open the folder on your desktop.
  21. Double-click QBProImport.exe, and click the Import button.
  22. It will import the Quickbooks inventory and customers and display a message once it is done. Click Ok to close the program.

Importing the data into ProfitSystem

  1. Click Start->Programs->BBL Systems->Copy Livedata to training. The clean live data will be copied to the training mode.
  2. Click Start->Programs->BBL systems->ProfitSystem Training.
  3. Start at the Main Menu and click on Housekeeping. Enter the user name and password if required. Username is MANAGER and password is PASSWORD.
  4. Click on the System Maintenance button.
  5. Click on the Import BPS Data button.
  6. Click the Start button the Import form.
  7. You are then prompted to select the location of the BPS data you want to convert. Select the folder on your desktop and the conversion process will begin.
  8. When it finishes, exit from ProfitSystem and restart it. ​

Checking the data

  1. Start at the Main Menu and click View/Change Customers. Verify that your customers have been imported.
  2. Start at the Main Menu and click Housekeeping->Inventory Setup->Inventory. Verify that your inventory has been imported.
  3. Go back to the Inventory Menu and click Inventory Categories. Verify that your categories are imported correctly.
  4. Go back to the Inventory Menu and click Vendors.

Verify that your vendors imported.

If all the data imported correctly, repeat steps 14-24, but start ProfitSystem instead of ProfitSystem training.

If the data did not import correctly, make your changes in Quickbooks and repeat steps 2-24