Nov. 28, 2012
-- In this post we are going to discuss a common question that many people have about setting up their company files in Quickbooks. Specifically for Property Management, if you are taking over a new community to manage, or a large group of customers, instead of hand keying all the data in, let Quickbooks do the work for you. Listed below is a ste by step instruction on how to easily handle this.
First Select Customer Center. From the customer center there is an option that states Excel with a drop down arrow. From here you will select the option “Import From Excel”. This will open a dialogue that will walk you through a couple different methods of importing your information. The first way is an easy how to guide, with the second being a more advanced way.
Using the first method, select the type of data you are trying to import, either customers (people who pay you), vendors (people you pay) or products ( things you sell). Quickbooks will open a second windo where you will start copying a pasting your data to match the appropriate headers. After this is complete you will save and Quickbooks will walk you through browsing for you data file to pull in your information.
With the advanced import, you will have a spreadsheet that is already completed with data in which you will “map” the items into Quickbooks. Essentially what mapping does is tell your Quickbooks software that Column A is the homeowners name, Column B is the account number a so on. Since the data will be standardized all the way down, Quickbooks will import that data correctly into your customer fields for you.
One piece of advice about importing the amounts that customers owe. There are many different thoughts on how to handle this, personally I belive that any amounts that are owed at the time of taking on that customer should be entered into the system using the create invoices function. This will allow you to put in descriptions as to what is owed by the customer that will save you time and headaches later in the process.