Merging Files

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Our Data Transfer Utility program is a general purpose program for transferring list names and transactions from one QuickBooks file to a different QuickBooks file. It's frequently used to merge QuickBooks files.

Typically you transfer data from the smaller files into the larger file. However, current year payroll checks can't be ransferred so that may affect the direction of transfer.

If any of the files contain summaries of data from the other files in them, you will need to reverse out the summary data after transferring in the detail.

For more information about the Data Transfer Utility, please visit:

1. Our home page:

2. The main page for the Data Transfer Utility: Data Transfer Utility

3. The download page for pricing information and a free trial: Download

4. For video clips of the program: Data Transfer Utility Videos

5. For tables of what can and cannot be transferred: Types of Data

Be sure to read over the attached Transfer Strategies document before making any transfers.

Tax liability checks and prior-year payroll checks can be transferred using our Check Transfer Utility program from Check Transfer Utility . Current year payroll checks can't be transferred and have to be re-created. Click on the links at the top of that webpage to see screenshots and download free trial copy of the program.

In addition, some users want to add a class to the transactions as they're being transferred. If you need to do this, consider setting up a new file and transferring the transactions to the new file. During the transfer you can add a class to most of the transaction types using the free program from Data Transfer Add-Ons . If you use version 12 and later of the Data Transfer Utility (it works with QuickBooks 2012 and 2013), you don't need this add on program because the add class feature is built in the program at File >Add/Class.

In some cases, a Name is a customer in one file and a Vendor in the other file. When this occurs, change one of the names slightly. For example you can have American as a customer and American v as a vendor.

Sometimes users rename the Undeposited Funds account. Before transferring any data, make sure both files use the same name for the Undeposited Funds account.