Quickbooks POS Export Instructions

Owned by Nicholas Cook, created
Last updated: Sept 26, 2023
13 min read

Use this how to article to export your data out of Quickbooks POS for importing into Pinogy POS.

 Instructions

Please note that this process, and the Sales Detail report especially can take a long time to run, and Quickbooks POS will not be usable on the computer you are running these reports on while they are running. It is not unusual for this process to take more than 8 hours.

With your permission, your implementations specialist will work with you to setup remote access for us so we can do this data export for you. We will need to setup Teamviewer on your system, credentials for Windows and Quickbooks, and what time you would like us to connect to complete this export.

  1. Open Quickbooks POS

  2. Open Reports (1), and then Report Center (2)

  3. Click on All Reports (1)

  4. The first Report we are going to run is the “Customer List” under Customers. To do this, click on Customers (1), and then Customer List (2).

    1. Click on Modify (1)

    2. Click on Add or Remove Columns (1)

       

    3. Click on and check every column option that is available in this report, and then press save (1)

       

    4. Next press Filter Data (1)

       

    5. Check every field and make sure nothing is being filtered out. If there is a value in any field, delete it, select “Select All”, or “Clear All” to clear out the filter. Then press Save (1)

       

    6. We are now ready to run this report. Press Run (1)

       

    7. Once the report has finished running, press the Excel button (1). Please note that this button may be in another location on your screen based on your excel version.

    8. Once the excel file opens up, click on File (1)

       

    9. Then select Save As (1)

       

    10. Browse (1) to the location you want to save this file to, then name the file (2) and Save it (3). Recommendation on file name is to name it “Customer List YYYYMMDD” where YYYY = the current year, MM = the current month, and DD = the current day.

       

    11. Close out the “Customer List” tab (1).

       

  5. The next Report we are going get is the “Member List” under Customers. Click on “Reward History” (1). If you don’t use rewards in Quickbooks POS, then it’s okay to skip this step and continue onto step 6.

     

     

    1. Click on Modify (1)

       

       

    2. Click on Add or Remove Columns (1)

       

    3. Click on and check every column option that is available in this report, and then press save (1)

       

       

    4. Next press Filter Data (1)

       

    5. Check every field and make sure nothing is being filtered out. If there is a value in any field, delete it, select “Select All”, or “Clear All” to clear out the filter. Then press Save (1)

       

       

    6. We are now ready to run this report. Press Run (1)

       

    7. Once the report has finished running, press the Excel button (1). Please note that this button may be in another location on your screen based on your excel version.

       

       

    8. Once the excel file opens up, click on File (1)

       

    9. Then select Save As (1)

       

    10. Browse (1) to the location you want to save this file to, then name the file (2) and Save it (3). Recommendation on file name is to name it “Reward History YYYYMMDD” where YYYY = the current year, MM = the current month, and DD = the current day.

       

    11. Close out the “Member List” tab

       

    12. When you email us at the end, include details about your current reward program For instance, if you give $5 for every $250 spent, include that in your email. That tells us that we should divide 2/250, which gives us that you are giving your customers 2% back in $5 increments.

       

  6. The next Report we are going get is the “Item List” under Items. Click on Items (1), then Item List (2)

    1. Click on Modify (1)

    2. Click on Add or Remove Columns (1)

       

    3. Click on each column (1) to check it, make sure “Create Subtotals for this field” (2) is not checked, and then click on save (3)

       

    4. Next press Filter Data (1)

       

    5. Check every field and make sure nothing is being filtered out. If there is a value in any field, delete it, select “Select All”, or “Clear All” to clear out the filter. Then press Save (1)

       

    6. Next click on “Print full descriptions on this report” (1)

       

    7. We are now ready to run this report. Press Run (1)

       

    8. Once the report has finished running, press the Excel button (1). Please note that this button may be in another location on your screen based on your excel version.

       

    9. Once the excel file opens up, click on File (1)

       

    10. Then select Save As (1)

       

    11. Browse (1) to the location you want to save this file to, then name the file (2) and Save it (3). Recommendation on file name is to name it “Item List YYYYMMDD” where YYYY = the current year, MM = the current month, and DD = the current day.

       

    12. Close out the “Item List” tab (1).

       

  7. The next Report we are going get is the “Vendor List” Under Purchasing. To start, click on “Purchasing” (1), and then “Vendor List” (2).

      1. Click on Modify (1)

         

      2. Click on Add or Remove Columns (1)

         

      3. Click on and check every column option that is available in this report, and then press save (1)

         

      4. Next press Filter Data (1)

         

      5. Check every field and make sure nothing is being filtered out. If there is a value in any field, delete it, select “Select All”, or “Clear All” to clear out the filter. Then press Save (1)

         

      6. We are now ready to run this report. Press Run (1)

         

      7. Once the report has finished running, press the Excel button (1). Please note that this button may be in another location on your screen based on your excel version.

         

      8. Once the excel file opens up, click on File (1)

         

      9. Then select Save As (1)

         

      10. Browse (1) to the location you want to save this file to, then name the file (2) and Save it (3). Recommendation on file name is to name it “Vendor List YYYYMMDD” where YYYY = the current year, MM = the current month, and DD = the current day.

         

      11. Close out the “Vendor List” tab (1).

         

  8. The next Report we are going get is the “Employee List” under Employees. Click on Employees (1), then Employee List (2).

    1. Click on Modify (1)

       

    2. Click on Add or Remove Columns (1)

       

    3. Click on and check every column option that is available in this report, and then press save (1)

       

    4. Next press Filter Data (1)

       

    5. Check every field and make sure nothing is being filtered out. If there is a value in any field, delete it, select “Select All”, or “Clear All” to clear out the filter. Then press Save (1)

       

    6. We are now ready to run this report. Press Run (1)

       

    7. Once the report has finished running, press the Excel button (1). Please note that this button may be in another location on your screen based on your excel version.

    8. Once the excel file opens up, click on File (1)

       

    9. Then select Save As (1)

       

    10. Browse (1) to the location you want to save this file to, then name the file (2) and Save it (3). Recommendation on file name is to name it “Employee List YYYYMMDD” where YYYY = the current year, MM = the current month, and DD = the current day.

       

    11. Close out the “Employee List” tab (1).

       

  9. The next Report we are going get is the “Balance Summary” under the Gift Card Service section of Payments. (If this report is not available, export the “Gift Card List” report instead.)

     

     

    1. Click on Modify (1)

       

       

    2. Click on Add or Remove Columns (1)

       

    3. Click on and check every column option that is available in this report, and then press save (1)

       

       

    4. Next press Filter Data (1)

       

       

    5. Check every field and make sure nothing is being filtered out. If there is a value in any field, delete it, select “Select All”, or “Clear All” to clear out the filter. Then press Save (1)

       

       

       

    6. We are now ready to run this report. Press Run (1)

       

       

    7. Once the report has finished running, press the Excel button (1). Please note that this button may be in another location on your screen based on your excel version.

       

    8. Once the excel file opens up, click on File (1)

       

       

    9. Then select Save As (1)

       

       

    10. Browse (1) to the location you want to save this file to, then name the file (2) and Save it (3). Recommendation on file name is to name it “Balance Summary YYYYMMDD” where YYYY = the current year, MM = the current month, and DD = the current day.

       

    11. Close out the “Gift Card List” tab (1).

       

  10. The last Report we are going get is the “Sales Detail” (2) under Sales (1).

    1. Click on Modify (1)

       

    2. Click on Add or Remove Columns (1)

       

    3. On the Columns tab (1), go through each record in section 2 and check them and then drag and drop them in the following

       

      • Receipt #

      • Date

      • Total

      • Payment

      • First Name

      • Last Name

      • Bill to Street

      • Bill to City

      • Bill to State

      • Bill To ZIP

      • Phone

      • Discount

      • SubTotal

      • Tax

      • Store -- This field may not be available in your version of Quickbooks.  If it's not present, skip this record.

      • Discount %

      • Qty Sold

      • Shipping -- This field may not be available in your version of Quickbooks.  If it's not present, skip this record.

      • Promo Code

      • WorkStation

      • Receipt Type

      • Full Name

      • Time

      • Cashier

      • No. of items

      • Tax Location

      • Status

      • Mobile Sale

      • – There may also be Ecommerce, Online Store, Transaction Posted By, and Transaction Store Type columns. If these are present, leave them off.

    4. Next is to make sure sort by is set for Date Ascending and “Create Subtotals for this field” is not checked (1).

       

    5. Now click on Details (1), and then once again check all columns and sort them by dragging them up and down into the following order (2), and then press Save (3)

      • Item #

      • Qty Sold

      • Price

      • Name (or Item Name)

      • Size

      • Attribute

      • Receipt Desc (or Item Description)

      • Alternate Lookup

      • Ext Discount

      • Disc %

      • Ext Price

      • Department

      • Vendor

      • Associate

      • Unit of Measure

      • Serial #

    6. Next press Filter Data (1)

       

    7. Check every field and make sure nothing is being filtered out. If there is a value in any field, delete it, select “Select All”, or “Clear All” to clear out the filter. Then press Save (1)

       

    8. You now want to make sure “Print full descriptions on this report” is checked (1)

       

    9. Lastly, set the date range for the sales period you want to export (1). If this is your initial export, this will often be 1-3 years back. If this is your second export for loading the night before you go live, you only need to do this from the last date that you had exported and loaded.

       

    10. We are now ready to run this report. Press Run (1)

       

    11. Once the report has finished running, click on the Expand option on the screen (1)

       

    12. Now we are ready to click on the Excel button (1) to have the report get exported out. Please note that this button may be in another location on your screen based on your excel version.

       

    13. Once the excel file opens up, click on File (1)

       

    14. Then select Save As (1)

       

    15. Browse (1) to the location you want to save this file to, then name the file (2) and Save it (3). Recommendation on file name is to name it “Sales Detail YYYYMMDD” where YYYY = the current year, MM = the current month, and DD = the current day.

       

    16. Close out the “Sales Detail” tab (1)

       

  11. You now need to zip up all of the files you just saved and send them to us. This can be done by emailing imports@pinogy.com. If the files are large, please zip them before sending them to us. Also, if you are having us convert your reward history, please remember to include the details of that in the email you send us

This process is completed twice. The first time is when you are first starting the setup with us. We can then get your data preloaded so you can confirm everything looks good, with the exception of Bonus Bucks/Rewards, Gift Cards, and Inventory. Once the data has been confirmed, we will then have you export the data again the night before you go live so we can refresh the information with the most recent changes.