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Using QuickBooks Data to Set Up GL Accounts

We start with the assumption that your QuickBooks application is already configured, running, and contains data. If this assumption is incorrect, then we recommend pausing this tutorial and begin setting up your QuickBooks. If you are uncertain how to set up your QuickBooks, we recommend discussing the issue with your accountant, as that is the person who will most likely be handling the data entered, and likely has a preferred way of entering the data. Setting up QuickBooks is outside the scope of this tutorial and FlexiBake personnel are not the correct people to advise you on that task.

Export Chart of Accounts

The first step in setting up FlexiBake is to get the list of GL Accounts currently in QuickBooks, and then deciding which of those accounts are relevant to FlexiBake. To start, you will need to export the Chart of Accounts from QuickBooks. 

  1. In QuickBooks, select File > Utilities > Export > Lists to IIF Files.

  2. From the Lists of IIF Files window, select Chart of Accounts and select OK .

    The program will prompt you for a location and a filename into which to save the file. We recommend naming the file Chart of Accounts, and saving the file onto your Desktop. 

Export Customer Lists

Once the Chart of Accounts has been exported to an IIF file, you will want to repeat the process for the Customer List.

  1. In QuickBooks, select File > Utilities > Export > Lists to IIF Files.

  2. From the Lists of IIF Files window, select Chart of Accounts and select OK.

Setting up FlexiBake

To set up FlexiBake, you will want to first import your Customer List and then use your Chart of Accounts to enter your GL accounts into the program.

Import Customer List

  1. In FlexiBake, access Administration > Import Data > Data from QuickBooks IIF File.

  2. This will bring up the Import From QuickBooks IIF File window. Select the Browse button, find the CustomerList.IIF file that you created from QuickBooks. Once you have selected the file, click the OK button to start the import.

Maintain GL Accounts

When entering your GL accounts into FlexiBake, they must appear exactly as they due in QuickBooks. To assist with this process, open the Chart of Accounts file that you exported from QuickBooks. 

  1. To open the file, first locate the file, then right-click on it and select Open With...

  2. This will bring up the Open With window. Uncheck the Always use the selected program to open this kind of file checkbox, and then select Browse...

  3. In the browse window, go to the location of your Windows folder, this is usually located at C:\Windows, and select notepad.exe and then click Open.

  4. This will return you to the Open With window. Select OK and this will open the ChartofAccounts.IIF file.

  5. Reference your Chart of Accounts when entering your GL accounts into FlexiBake.