How to merge two QuickBooks data files?

A file merging service can be used in any of the following scenarios:

  • You used a local data file to enter data into and not the networked data file
  • You entered data into two different data files and want to combine the files
  • Consolidating multiple QuickBooks data files into a single file after adding a class to each data file
  • Merging data files prior to uploading to QuickBooks Online

Before you combine reports, take note of the following:

  • To make combined reports easier to read, make your Chart of Accounts in the several company files as nearly identical as you can
  • Accounts will be combined if they have the same name, same type and are at the same hierarchical level in each report. (Account names are not case sensitive)

Accounts that will not be combined:

  • Accounts at different levels (For example, “Telephone” account is not combined with “Telephone” sub-account). Spelling differences (For example, ‘telephone’ is not combined with ‘phone’)
  • Different account numbers
  • One with an account number and one without an account number
  • Accounts are listed by type. Within each type, accounts are listed in the order of what has been done in the first selected company file. Subsequent accounts from the other company files are appended in the order they are encountered

Data that will not be merged:

  • Payroll checks are merged as regular checks and won’t appear in payroll reports or W2 calculations
  • Memorized Transactions definitions from secondary files are not transferred and will need to be memorized again
  • Bank Reconciliations cannot be merged because QuickBooks does not support the transfer of Bank Reconciliations
  • Data files with negative inventory and assembly builds do not merge correctly because there is insufficient quantity on hand to build the assemblies and they transfer over as pending builds
  • Data files with sales tax items and sales tax groups that were modified after their initial use
  • Data files with group items that were modified after their initial use
  • Customer Notes and To-Do lists are not merged
  • Custom fields from transactions are not merged from the secondary file(s) to the primary file

E-Tech provides a turnkey service to merge multiple company files into a single company file.  The service combines lists and transaction data from multiple files and return a single company file with  merged data. The merge is then audited to ensure the financial accuracy of the merged data.

More Information:

Quickbooks File/Data Merge Service

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