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How to Migrate data from Sage 100 to QuickBooks Desktop or Online?

Migrate data from Sage 100 to QuickBooks

You can migrate most of your Sage 100 data to QuickBooks, but not all because Sage 100 has a lot more data types than QuickBooks has. Although Sage 100 is an ERP software with features that can help you manage various aspects of the business including manufacturing, distribution, inventory and more, its cost and features may not be the right fit for your business. 

The migration process depends on the version of QuickBooks that you want to migrate your Sage 100 data to. To convert your Sage 100 data to QuickBooks, you can rely on the export and import features available in both Sage and QuickBooks. You may have to rely on spreadsheet programs if you want to alter the data that you export from Sage 100 before you import this data into QuickBooks.

In this post, you’ll learn how to convert Sage 100 data to QuickBooks.

What data can you migrate from Sage 100 to QuickBooks?

The process is quite simple because it requires you to export data from Sage 100 in Excel or CSV format, then import into QuickBooks. Of course, not all data can be transferred from Sage 100 to QuickBooks because Sage 100 has a lot more lists and data types.

List of data that you can migrate from Sage 100 to QuickBooks:

  • Customer
  • Vendors
  • Accounts
  • Products and services

When you export data from Sage 100 in CSV or XLS format, you can alter the data using Microsoft Excel or any other spreadsheet software. You can also use Google Sheets to make the required changes.

While you can export some lists directly, you will have to create reports and then export the data from the report so that you can then import the specific data type in QuickBooks. Almost all Sage 100 reports can be exported in CSV or Excel format, and both these formats are compatible with QuickBooks Desktop and Online.

Export data from Sage 100 to Excel or CSV file

Before you can migrate your data, you have to export the data from Sage 100. You can export the data in either CSV or Excel format, which are supported by QuickBooks desktop and online. Sage 100 also enables you to choose the format of the exported file as per the version of Microsoft office.

1. Export customer and vendor lists from Sage 100

  1. Go to the Customer or Vendor Maintenance window.
  2. In the View drop-down menu, click on Address List.
  3. Choose the Spreadsheet icon to export your data.
  4. Wait for Sage 100 to export the data to an excel file.

2. Export Accounts from Sage 100

  1. Launch Sage 100 and log into your business file.
  2. Go to the Reports menu.
  3. Choose General Ledger Reports.
  4. Click on Chart of Accounts.
  5. Go to the bottom, and choose Export.
  6. Choose the format to export the chart of accounts information in.
  7. Click on Ok.

3. Export products and services lists from Sage 100

  1. Create a report for a product or service in Sage 100.
  2. Go to the Export option.
  3. Choose the Format in which you want the data to be exported.
  4. Choose the location to save the exported file, and click on Ok.
  5. Wait for Sage 100 to export the list of products and services.

You can save the exported data locally or upload it to google sheets if you’re planning to migrate to QuickBooks online. However, for QuickBooks Desktop, you should store the exported file on the local hard disk.

Migrate Sage 100 data to QuickBooks Online

By importing a spreadsheet containing information about all the products and services you sell, you can save yourself a lot of time. You can also use this method to import sales tax data and non-inventory items from Sage 100 to QuickBooks. Before you can import the data, though, you have to format the spreadsheet so that it is compatible with QuickBooks.

To format the spreadsheet, you can use any spreadsheet program such as Microsoft Excel or another compatible program.

1. Import customer or vendor list from Sage 100 to QuickBooks Online

  1. Sign into QuickBooks online.
  2. Click on Settings, then choose Import Data.
  3. Click on Customers or Vendors. Your selection will depend upon the list that you’re trying to import. While you can use the customer data in invoices, the vendor data can be used in purchase orders.
  4. After selecting Browse, choose the export Excel or CSV file that contains the customer or vendor list.
    Note: you can also click on Connect and sign into your Google Account, then choose the relevant Google Sheet.
  5. Click on Open so that QuickBooks can upload the file. Then choose Next.
  6. Go to the Your Field column, and choose the small arrow icon, and then select the field matching the column.
    Note: you can choose the No Match option if no column in the spreadsheet matches the field in QuickBooks online.
  7. Check the data and unmark any contacts that you don’t want to import into QuickBooks Desktop.
  8. Click on Import.

QuickBooks online will quickly import the data in the open company file, and you’ll be able to use the imported customer or vendor data to create invoices or purchase orders respectively. If you find that any particular contact wasn’t imported, you can import the contact manually by entering details about the contact in QuickBooks online.

2. Import Chart of Accounts from Sage 50 to QuickBooks Online

  1. Log into your Intuit account and choose a company file.
  2. From the Settings option, click on Import Data.
  3. Choose a Chart of Accounts.
  4. Click on Browse, then choose the Excel or CSV file containing the chart of accounts from Sage 100. Click on Open.
    Note: You can click on Connect and then sign into your Google Account to choose a Google Sheet containing the chart of account data.
  5. Click on Next.
  6. Once QuickBooks uploads the data, you can click on the Small Arrow icon in the Your Field Column to match the fields in QuickBooks to the columns in the spreadsheet. Match the following fields accurately:
    1. Account Name
    2. Account Number
    3. Account Detail Type
    4. Account Type
  7. Choose No Match for any column that doesn’t have a corresponding field in QuickBooks online.
  8. Click on Next.
  9. Go through the data, make the necessary adjustment, and when ready, click on Import.
  10. After all the chart of accounts data exported from Sage 100 is imported into QuickBooks online, go to the Settings option.
  11. Choose a Chart of Accounts.
  12. Find a credit card or bank account, then choose Edit from the Action column commands.
  13. Input the correct amount in the Account Balance Field.
  14. Choose Save and Close.

3. Import products and services from Sage 100 into QuickBooks online

A spreadsheet containing a list of products and services can be imported only if the data is correctly formatted and the spreadsheet has no more than 1,000 rows. Here are some tips to keep in mind when formatting the product or service data before you import it into QuickBooks online:

  • Income account: choose the income account affected by the transaction for the product or service. Selection of sub-accounts isn’t allowed.
  • Name of the product/service: the name of the product or service must be no more than 100 characters. Further, you cannot use special characters in the name of these products and services.
  • Quantity as-of date: use the correct date/time format when entering the date.
  • Income and expense account: choose the correct parent account. Selection of sub-accounts isn’t allowed.

To import product or services into QuickBooks online, follow these steps:

  1. After logging into QuicKbooks online, click on Settings.
  2. Click on Import Data, then select Product and Services.
  3. Choose the Browse option, then select the file containing the product and service information from Sage 100. Choose Open.
    Note: you can click on Connect, sign into your Google Account and choose a Google sheet to import data.
  4. Click on Next.
  5. Remove the invalid fields that are marked red.
  6. Click on Overwrite all values for each product or service. When QuickBooks finds products or services with same names, the product or service from the spreadsheet supersedes the one already present in QuickBooks.
  7. Click on Import once you’ve verified your selection.

Unfortunately, you have to rely on third party services or add-ons to transfer the rest of the data types from Sage 100 to QuickBooks online. This can prove to be quite expensive, because add-ons generally come with a subscription fee, so even if you want to migrate the data once, you may have to pay the annual subscription fee.

If you need help in migrating Sage 100 data to QuickBooks online, then get in touch with our accounting experts.

Migrate Sage 100 data to QuickBooks Desktop

You can use the CSV and Excel file formats to import data that was exported from Sage 100. Quickbooks desktop also has a separate utility that you can download and install on your system, then use 

1. Import chart of accounts from Sage 100 to QuickBooks Desktop.

  1. From the Lists menu, choose Chart of Accounts.
  2. Click on the Account drop-down option, then click on Import from Excel.
  3. Click on Browse, then choose the Excel file that you want to import.
  4. Click on Open after selecting the file.
  5. Map your accounts correctly by altering the columns in the heading. You can use the following steps to map correctly:
    1. Type in the appropriate name to map the column to the account.
    2. Choose the Import type in the Account option.
    3. Match each column with the information in QuickBooks.
    4. Click on Save.
  6. Click on Import.
  7. When you get a confirmation message, click on Yes.

2. Import lists from Sage 100 to QuickBooks Desktop

  1. From the File menu, choose Utilities.
  2. Click on Import, then Excel Files.
  3. When the Add/Edit Multiple List Entries windows shows up, click on No.
  4. In the Import wizard, follow the steps provided below:
    1. Choose the type of data that you’re importing.
    2. View and verify your data when QuickBooks opens it in Spreadsheet format.
    3. Choose the option to Add my Data Now.
    4. Verify the results by viewing Data in QuickBooks desktop.
    5. Click on Close.

3. Import CSV files from Sage 100 to QuickBooks Desktop

You can also use the toolkit offered by Intuit to transfer your Sage 100 data to QuickBooks Desktop. The toolkit makes it easier to import large amounts of data into the QuickBooks desktop. Further, it also has certain features that enable you to alter the data before you import it into your new accounting software.

  1. Download the QuickBooks Import Excel CSV Toolkit.
  2. Choose a location to extract the files from the executable.
  3. Launch the setup and install the software by following the on-screen instructions.
  4. Launch the Tool.
  5. Choose the CSV file that you want to import.
  6. Click on the Import file option.

FAQ

How do I resolve errors when importing into QuickBooks the data that I exported from Sage 100?

Errors when importing data into QuickBooks online generally occur because of two reasons. Either the error is in the data exported from Sage 50 – maybe certain items or fields were created by default and don’t have any appropriate data in them – or the item or account that you’re trying to migrate doesn’t exist in the first place. In either of these cases, you should stop the import process and remove such data types that are causing errors.

Do I need particular software to transfer data from Sage 100 to QuickBooks?

You don’t actually need any particular software to convert sage 100 to QuickBooks. However, you can rely on various add-ons available on Intuit marketplace to make things easier. These add-ons can actually take care of most of the steps in the migration process so that you can quickly move your data to your new accounting software.

What file formats can I use to migrate Sage 100 data to QuickBooks Desktop or Online?

Both QuickBooks Desktop and Online support several file types that you can use to import the data that you exported from Sage 100. Here are the two main file types supported by QuickBooks:

  • CSV file: the comma-separated values file is a widespread format supported by both QuickBooks online and desktop.
  • XLS/XLSX file: the two spreadsheet file formats can be used to not only import data but also alter the data before importing.

QuickBooks Online also supports direct integration with Google Sheets. You can log into your Google Account and choose the file containing the exported data from Sage 100.

The first row of data exported from Sage 100 wasn’t imported into QuickBooks. What should I do?

QuickBooks does not import the first row of the spreadsheet if you choose the first row as the heading information. In this case, the first row is used to map the data correctly so that, when you import the data into QuickBooks, each piece of data is recorded in the correct field. Before importing the data into Quickbooks, you can use a spreadsheet program to alter the format of the data.

How do I import spreadsheets with more than 1,000 rows of data into QuickBooks?

You have two options here: either split the spreadsheet into parts with each one containing less than 1,000 rows or use an add-on to import the data. While you can split the spreadsheet for free, you may have to pay extra to use an add-on to facilitate the process of data migration from Sage 100 to QuickBooks.

Can I change the data exported from Sage 100 before I import it into QuickBooks?

Yes, you have several opportunities to alter the data before you import it into QuickBooks –

  • Alter data in Sage 100: before you export the selected data, you can choose and filter to narrow down the data that finally gets exported.
  • Alter spreadsheet data: you can use Excel or another spreadsheet program to launch the file exported from Sage 100. Then, you can make the required changes to the data and its format.
  • Alter the data in the review screen: after uploading the data to QuickBooks, you can make changes in the review screen that appears just before you choose to import the data into QuickBooks.

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