Data Conversion and Mapping

Class Conversion

QuickBooks Classes are converted to:

• Departments - For job costing and departmental reporting - OR
• Categories - For additional classification and filtering

Classes marked as hidden in QuickBooks remain inactive in AccountEdge.

Account Conversion

Account Numbers:

• QuickBooks account numbers are preserved when available
• Missing account numbers are auto-generated in AccountEdge format (X-XXXX)
• Account number format follows AccountEdge conventions by account type:
  • Bank: 1-XXXX
  • Accounts Receivable: 1-XXXX
  • Assets: 1-XXXX
  • Accounts Payable: 2-XXXX
  • Credit Cards: 2-XXXX
  • Liabilities: 2-XXXX
  • Equity: 3-XXXX
  • Income: 4-XXXX
  • Expenses: 5-XXXX, 6-XXXX
  • Other Income (EXINC): 8-XXXX
  • Other Expense (EXEXP): 9-XXXX
• Non-posting accounts are skipped and not imported

Account Hierarchy:

• QuickBooks uses colons (:) to denote subaccounts (e.g., "Income:Services:Consulting")
• The tool automatically creates header accounts for parent levels
• Detail accounts are linked to their appropriate headers
• Multi-level hierarchies are fully preserved

Skipped Account Types:

• Non-posting accounts (NONPOSTING type) are automatically skipped and not imported
• These are QuickBooks accounts used only for organization and totaling, not for transactions
• If you need organizational headers in AccountEdge, create them manually as header accounts

Opening Balances:

• Preserved from QuickBooks OBAMOUNT field
• Credit balances (negative amounts) are properly formatted
• Balance formatting follows AccountEdge conventions

Customer and Vendor Conversion

Address Parsing:

• QuickBooks uses 5 address lines (BADDR1-5, SADDR1-5)
• The tool intelligently extracts:
  • Street address lines (up to 4 lines)
  • City
  • State/Province
  • ZIP/Postal Code
  • Country
  • Handles various address formats and international addresses

Payment Terms:

• Common QuickBooks terms are mapped to AccountEdge equivalents:
  • "Net 15" → Payment Due in 15 days
  • "2% 10 Net 30" → 2% discount if paid in 10 days, balance due in 30 days
  • "Due on receipt" → Prepaid (Payment Due = 0)
  • "Net 30" → Payment Due in 30 days
  • Custom terms are parsed when possible

Contact Information:

• Primary contacts: First name, Last name, Phone, Fax, Email, Mobile
• Alternate contacts: Contact name and phone
• Credit card information is preserved in notes if present

Custom Fields:

• QuickBooks custom fields (up to 6) are mapped to AccountEdge custom fields
• Field labels are preserved from QuickBooks field definitions
• Only fields marked for Customers/Vendors/Employees are included

Job Conversion

Job Numbers:

• Generated from customer name and job name
• Format: “LastName, FirstName:JobName”
• Example: “Smith, John:Kitchen Remodel”
• Ensures unique, readable job identifiers

Job Status:

• QuickBooks status codes are mapped:
  • "1" → Pending
  • "3" → In Progress
  • "4" → Completed
• Other statuses are left blank

Job Linking:

• Jobs are automatically linked to the corresponding customer
• Customer must exist before job import

Item Conversion

Item Types:

• QuickBooks item types are converted as follows:
  • SERV (Service) → Service item (Sell = Y, Buy = Y/N)
  • INVENTORY PART → Inventory item (Inventory = Y)
  • PART (Non-inventory Part) → Non-inventory item (Buy and/or Sell)
  • COMPTAX (Component Tax) → Imported as non-consolidated tax codes (not as items)
• The following QuickBooks item types are not imported:
  • ASSEMBLY - Not supported
  • GRP (Group) - Not supported
  • FIXEDASSET (Fixed Asset) - Not supported
  • OTHC (Other Charge) - Not supported
  • SUBT (Subtotal) - Not supported
  • DISC (Discount) - Not supported
  • PMT (Payment) - Not supported
• Skipped items are logged in the import summary

Pricing:

• Sale prices preserved from QuickBooks PRICE field
• Purchase costs preserved from COST field
• Standard cost calculations included

Linked Accounts:

• Income accounts: Mapped from QuickBooks ACCNT field
• Asset accounts: Mapped from QuickBooks ASSETACCNT field
• COGS accounts: Mapped from QuickBooks COGSACCNT field
• Expense accounts: Mapped from QuickBooks ACCNT for purchase items
• Account names are matched to converted AccountEdge accounts

Tax Settings:

• "Tax" field from QuickBooks determines tax-when-sold setting
• Tax codes are matched to converted AccountEdge tax codes
• Tax-exempt items are properly flagged

Custom Fields:

• Item custom fields (up to 6) are mapped
• Field labels preserved from CUSTITEMDICT definitions

Tax Code Conversion

Tax Code Format:

• QuickBooks tax code names are converted to AccountEdge format:
  • Maximum 10 characters
  • All uppercase
  • Spaces and special characters removed
  • Unique codes generated when duplicates occur

Tax Code Sources:

• COMPTAX items from the INVITEM section are imported as non-consolidated tax codes
• STAX items (group tax codes) are imported as consolidated tax codes in AccountEdge
• Component taxes within STAX groups are properly linked to create the consolidated tax code

Tax Code Generation:

• Generates readable abbreviations from full names
• Example: "California Sales Tax" → "CASALESTAX" or “CALSALEST”
• Uses word-based abbreviation when needed
• Adds numeric suffixes for duplicates (CALSALEST1, CALSALEST2)

Tax Rates:

• Preserved from QuickBooks PRICE field (as percentage)
• Rates are properly formatted for AccountEdge

Linked Accounts:

• Tax collected accounts are mapped from QuickBooks ACCNT field
• Account references are updated to match converted AccountEdge accounts

Consolidated Tax Codes:

• QuickBooks STAX (group tax) items are imported as consolidated tax codes in AccountEdge
• Component taxes are properly linked
• Total rates are calculated from components
• Each component tax code must already exist (imported from COMPTAX items)

Payment/Shipping Methods and Comments

• These simple list items are imported with minimal transformation:
  • Names are preserved as-is
  • Hidden/inactive status is maintained
  • Automatically available in AccountEdge drop-down lists after import