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