Importing The Uniform System Of Accounts For Restaurants Into QuickBooks

Importing the Uniform System Chart of Accounts for Restaurants intoQuickBooks DesktopDISCLAIMER: This procedure explains the steps for using the QuickBooks file import utility to import thechart of accounts list found in the downloaded Excel file, to a new QuickBooks company file. Useextreme caution if you are planning to import the USAR Chart of Accounts for QuickBooks into acompany file with existing transactions. We highly recommend this function be performed by a qualifiedQuickBooks accountant who understands general accounting principles and has experience withimporting from Excel to QuickBooks company files. These instructions are intended when creating newcompany files in QuickBooks and not recommended for use in existing company files that containbalances. They have been created using QuickBooks Pro 2008 and have been tested on QuickBooks2012. The steps listed may differ for later versions. RestaurantOwner.com and its associates are notresponsible for any adverse changes to your QuickBooks company files. You should always backup yourfiles before importing data.Step 1 – Download the Uniform System Chart of Accounts for QuickBooks1. If you haven’t already done so, you must first download the Excel file fromRestaurantOwner.com.2. DOWNLOAD NOW3. When prompted, select the save the file to your desktop or other directory where it can easilybe found. You will be prompted for this file when attempting to import from within theQuickBooks program.Step 2 – Create the New QuickBooks Company File (skip this step if you are using an existingcompany file)1. Open QuickBooks2. Click on File New Company3. Click Skip interview4. Complete the company information.5. Complete the company organization form.6. Select the first month of the fiscal year.7. Select “None” when prompted to “Select your

industry” from the list.Step 3 – Set Company Preferences1. In QuickBooks, click on Edit and then Preferences to open the Preferences dialogue window.2. Click on Accounting in the preferences list on left column.a. Click on the CompanyPreferences tab.b. Set Accounts preferences asfollows:i. Use account numbersii. Require accountsiii. Optional: Show lowest sub‐account onlyc. Click OK to save settingsStep 4 – Import the Chart of Accounts1. Click on File, Utilities,Import and then ExcelFiles to bring up thecorrect import screen.2. Click on Advanced Importicon.

3. Click on Browse to select theUSAR Chart of Accounts forQuickBooks file downloadedearlier.4. QuickBooks will open the Excelworkbook ; Choose the sheet(LLC, Corp or Partnership) fromthe dropdown list that representsentity type for this company (theonly differences in the sheets isfor the Equity accounts. All otheraccounts are the same).5. Be sure the This data file hasheader rows is checked.6. Click on “Add New” from theChoose a mapping: dropdownlist.

7. Enter a Mapping name:(USAR, USA‐QB‐LLC, etc.)8. Select “Account” from theImport type dropdown list.9. Map the QuickBooks fieldtypes to the Import data:field types by selecting fromthe dropdown list for each ofthe 5 fields as shown infigure to the right.10. Click Save.11. Click on the Preferences tab.12. Select the Duplicate Handlingoption that you prefer to usewhen duplicates areencountered.13. Select the Error Handlingoption (there are typically notany errors if the file has beenunchanged afterdownloading).14. Click Preview to inspect therecords to be imported.

15. Review the records to beimported. If you see anyproblems such as mis‐mappingor errors, click Cancel,otherwise, proceed.16. Click Import to begin the importprocess.

17. Click Yes if you havealready made a backupcopy earlier.18. If you selected Prompt mewhen duplicates are found,then this dialogue box mayappear. Check the optiondesired and then click onApply.

Step 5 – Activate Imported Accounts1. Click on Lists and thenChart of Accounts tobring up the Chart ofAccounts list screen.2. Click on the Accountbutton to display themenu choices.3. Click Show InactiveAccounts to display theInActive accounts thatwere imported.4. Click on the X of the mainaccounts to activate.

5. Click Yes to activate thesubaccounts or No ifyou will only be usingthe summary accounts.6. Repeat the aboveprocess until all desiredaccounts have beenactivated.7. You can also deactivate anyexisting accounts (that do nothave balances) using the samemethod.

1. In QuickBooks, click on Edit and then Preferences to open the Preferences dialogue window. 2. Click on Accounting in the preferences list on left column. a. Click on the Company Preferences tab. b. Set Accounts preferences as follows: i. Use account numbers ii. Require accounts iii.