Procedure for Exporting Lists from Old Company File into New Data File

Are you in pursuit of exporting from the old Company File into a New data File but dont know how to initiate it? There is no need to worry as this article divulges all the information you need in this context. Just make sure that you got through this article very keenly till the very end to export lists from old company file into new data file.

Note the following.

You need to bear in mind the following points before you export from Old Company file into a new data file.

  • You can import damaged lists to your new company files and damage your files.
  • If the lists are imported to an existing file or you can either add information to the new company file, ensure that you have created a backup of the file before following the steps in this blog.
  • The steps listed below will be very helpful in importing lists. If you are willing to use transactions, use Batch entry or third-party software.

Walkway to Export Lists from Old Company File into a New Data File

Step 1: Export the List

  • To begin, select Utilities from the QuickBooks File menu, followed by Export Lists to IIF Files.


  • Then, once the user decided on the list to export, choose it and click OK.
  • Finally, navigate to the spot where to save the file using Browse.
  • Finally, select the Save option to save the file.
  • To export the list from QuickBooks, use Notepad or Excel to open the .IIF file.
  • To avoid complications caused by exporting very long lists, use only one at a time to export the major lists, including Items, Customers, and Vendors.

Step 2: Clean lists

  • First, launch Microsoft Excel.
  • Select the Office Button Open option from the File menu (if working with Excel 2007).
  • Select the location where to save the file (.IIF file).
  • Select All Files from the Type Field drop-down menu.
  • Next, choose the IIF file and select Open.
  • Return to the Text Import Wizard and select Finish from the Next menu. Users can open it in Microsoft Excel.
  • In MS Excel, user may do any alteration that he/she wants.
  • Save all necessary changes to the IIF at this point.
  • Choose Save from the File menu.
  • On the prompt that appears, select Yes.
  • Close Excel
  • On the screen, the user will be asked to save the IIF file again.
  • Select Don’t Save.
  • Note: If users want a comprehensive understanding of IIF Files in IIF, they should read the overview by checking out the edit, import, and export IIF Files in QuickBooks Desktop.

Step 3: Import the list

The user should backup all company files before performing any operation on them and before importing any list. Importing the list is easy if the user sticks to the hassle-free walkthrough provided below.

  • Access the Company file as an Administrator. The user also needs to ensure that he/she opens the file in single user mode.
  • Then select Utilities from the File Menu.


  • Next, select Import and select IIF Files
  • Finally, import the Charts of Accounts
  • Import the lists that do not contain information from other lists.
  • After successfully importing the Charts of Accounts, import the other lists in the following order:
  • Payment Methods List
  • Payment Terms List
  • To-Do Notes
  • Customer Type List
  • Vendor Type List
  • Class List
  • Job Type List
  • Shipping Methods List
  • Customer Message List
  • The user needs to Import the below-mentioned lists in the same order as they have been provided:
  • Vendor
  • Employee
  • Other Names
  • Sales Rep
  • Item
  • Price Level
  • Customer
  • Budgets

When importing the lists, jump to Step 4 for the creation of Opening Balance.

Step 4: Creating an Opening Balance

Creating opening balance for bank accounts

  • Firstly, sign in to the website of the financial institution.
  • Access QuickBooks Desktop and head to Company.
  • Proceed ahead to Chart of Accounts.
  • Right-click to choose New.
  • In account type, choose Bank or Credit Card.
  • Choose Continue.
  • Put some name on the account.
  • Provide information prompted by other data fields.
  • Choose Enter Opening Balance.
  • If the user wishes to edit the opening balance, he/she should choose the Change Opening Balance option.

Other types of accounts like Asset and liability

  • Sign in to the website of the financial institution.
  • Open QuickBooks Desktop.
  • Head to Company. menu & choose Chart of Accounts.
  • Right-click Chart of Accounts and then select New.
  • Click on Fixed Asset, Loan, or Equity.
  • Subsequently, choose the Other Account Types option & select one type.
  • Tap on Continue.
  • Provide some name to the account.
  • Provide data for other fields.
  • Click on Enter Opening Balance.
  • If users want to alter the opening balance, they can choose the Change Opening Balance option.
  • Choose Save.
  • Click on Close to record the opening balance.


This blog articulated all the steps to export lists from the old company file into a new data file. If you need further assistance in this regard, just call our experts at 1 800 761 1787.

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