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Data Transfer Utility

Add-Ons

This page lists programs that can change data that is being transferred by the Data Transfer Utility. These programs are free.

1. Add Class (9.06)

NOTE: This Add Class ability is built into Data Transfer Utility 12.16 and later. Click File>Add Class within the program to use the Add Class feature. Don't use the program discussed below for DTU 12.16 and later.

If you are are merging QuickBooks files and you want each file to show as a separate class in the merged file, use this program to add a class to the transactions as there are being transferred. The program only adds a class if the transactions are un-classed. It doesn't change any existing classes in the data being transferred. You can edit the data being transferred using WordPad if you need to change existing classes.

To use this program, (AddClassToTransactions.mde)

1. Export the transactions from QuickBooks using the Data Transfer Utility versions 5 to 12 (if your are doing email transfers in the Data Transfer Utility, run this program after clicking the "Verify" button on the Email Transfer screen.)
2. Don't exit the Data Transfer Utility.
3. Start this program by double clicking the Add Class icon that will be added to your desktop when the this program is installed..
4. Follow the instructions the main screen of the program
5. Exit this program
6. Return to the Data Transfer Utility and import the data.

This program can add a class to Bills, Statement Charges, Checks, Credit Card, Credit Memo, Estimate, Invoice, Journal Entry, Purchase Order, Sales Order, Sales Receipt, Vendor Credits

In QuickBooks, classes can't be added to Bill Payment Checks, Receive Payments and Transfers.

QuickBooks allows classes for the following but the program is not capable of adding these classes now. Deposit, Inventory Adjustment, Item Receipt and
Time Tracking (hours)

Click at right to download this program AddClassToTransactions.exe Double click on the downloaded file to install the program.

2. Add Ref Numbers (8.11)

When Bills, Item Receipts and Vendor Credits are transferred with the Data Transfer Utility, two or more of these transactions can't have the same vendor, date and reference number. Use this program to add a reference number to these transactions to avoid having two or more of these transactions with the same vendor, date and reference number. Changing the reference number on these transactions automatically updates that transactions reference number on any bill payment checks that they are included on.

This programs works with QuickBooks 2009 US, UK and CA and later and 2011-12 and later for Australia.

Reference numbers on Vendor Credits can't be updated in the Australian version of QuickBooks

8.09 and later can add reference numbers to Receive Payments and Journal Entries. Note that adding a reference number to these transactions types will not change that transactions reference number as shown in a deposit transaction. If you use this program to change Receive Payment and Journal Entry reference numbers you will need to manually update their reference number in any deposit transactions they are included in. Use the Change button on row 3 in the program to select these transactions types. They are not automatically shown on row 3.

This program will re-number Receive Payments transactions if they have the same name, date, reference number and amount. It will re-number journal entries if they have the same date and number.

8.10 and later can add reference numbers to Invoices, Credit Memos and Charges (statement charges). Use the Change button on row 3 in the program to select these transactions types. They are not automatically shown on row 3. This change is for US QuickBooks.

8.11. Can now add reference numbers to Invoices, Credit Memos and Charges (statement charges) for UK QuickBooks.

Click at right to download this program. Add Ref Numbers 8 Double click on the downloaded file to install the program.

3. Accounts Cross Reference (12.05)

We recommend that chart of account changes be made (using QuickBooks) before or after transferring data. However, if already have a new chart of accounts in the destination company, you can use this Cross Reference program to export the charts of accounts from both the source and destination companies and map (cross reference) the charts of accounts. After you have mapped the accounts, you export the data (items, journal entries etc.) from the source company using our Data Transfer Utility program and run this program which will change the accounts in the exported data. Then you continue with the import of the changed data using the Data Transfer Utility program. This program doesn't change the way the Data Transfer Utility works. It only changes the data that the program works with.

This program changes the accounts in items, journal entries, bank transfers, bills and any transaction that uses an account directly. It doesn't change the accounts on transactions that use items (invoices, sales receipts etc) because on import of these transactions, QuickBooks uses the accounts in the items in the destination company. So be sure to run this program when you transfer items to the destination company. Note that this program can't change the accounts in existing items in the destination company.

This program works with QuickBooks 2007 and later. It must be copied (saved) into the same same folder as the Data Transfer Utility program. Double click on the program to run it. After starting the program, followed the numbered steps on the programs screen.

Click at right to download this program. Account Cross Reference

12.05 (04/26/14) Considers XML encoded characters in search and replace. Handles bank transfers on companies not using multi-currency.

4. Inactivate Customers (13.01)

The program inactivates customers who have not had any sales in a user entered date range. Then when transferring customers with our Data Transfer Utility program, you can choose to transfer just the Active Only customers (those which have not been marked as inactive). However if you are starting a new QuickBooks file, see our recommended procedures at http://www.q2q.us/How%20to%20start%20a%20new%20QuickBooks%20file.htm . Those procedures recommend removing old no longer used customers as the last step of creating a new file instead of transferring just the active customers to the new file. If you transfer just the active customers, you may not transfer all the customers need to start the new file because this inactivator program only looks at sales as a basis for inactivating customers and the data transferred to a new file may include beginning balances, credits and other transactions that are not part of sales.

This program works with QuickBooks 2009 or later and it requires Microsoft Access 2000 to 2013 or the free Microsoft Access Runtime engine from
http://www.microsoft.com/en-us/download/details.aspx?id=4438

Click at right to download this program. Inactivate Customers

5. Open Orders Transfer Utility (10.04)

Use this program if you need to transfer just currently open Sales Orders and Purchase Orders.

This program works with

1. US QuickBooks 2007 to 2010 (pro version or higher) and US Enterprise to 10.
2. CA QuickBooks 2008 to 2010
3. UK QuickBooks 2010 (Purchase Orders Only)

The program requires either:

1. Microsoft Access 2000 to 2010 or

2. The free Microsoft Access Runtime engine from
http://www.q2q.us/downloads/ARTInstall.exe

Click at right to download this program. Open Orders Transfer Utility 10 Double click on the downloaded file to install the program.