ShoWorks Help Articles

How to export data to QuickBooks

Summary

ShoWorks can export all transactions to a standard QuickBooks importing file (.iif).  You can then import this file directly into your QuickBooks company file.

Important Notes

• Gladstone does not assume any responsibility for the accuracy of any data outside of ShoWorks.
• Once you export data to QuickBooks, there is no intervention or communication between QuickBooks and ShoWorks (updates to data in one program will not update the other).  Therefore you should only export your ShoWorks data once - at the end of your fair.
• Before exporting, you must let ShoWorks write all checks (this doe not mean "printing" them, but rather letting ShoWorks create the records for the checks).  To do this in ShoWorks, select Tools>>Write Checks.

Steps

1. Run ShoWorks and select Office Button then Export, then Export Data to QuickBooks.  (ShoWorks 2006 users choose File >>Export all to QuickBooks). ShoWorks will generate a text file called “ShoWorks QuickBooks.iif”.
2. Make a backup copy of your QuickBooks file.
3. Create a new ‘blank’ QuickBooks file that you can temporarily work with to see how items are imported.
4. In QuickBooks, select File>>Utilities>>Import>>QuickBooks.iif File.
5. Locate the “ShoWorks QuickBooks.iif” file that ShoWorks generated (it is usually in the C:\Program Files\ShoWorks 200x\System folder).
6. Click “Import”. The import process may take several minutes.
7. You may want to turn on Class tracking for a more thorough reporting option. QuickBooks terms what ShoWorks calls “Divisions” as QuickBooks’s “Classes”. Turn on Class tracking in QuickBooks by selecting Edit>>Preferences, then “Accounting”, then click the "Company Preferences" tab. Place a check in the “Use class tracking” box (do not check the “Prompt to assign classes” box.
8. For ShoWorks 2006 Users Only: Note the accounts that are set up. You can now look at the names of these accounts and if yours differ (example: ShoWorks calls it “Checking” but you may want it to read “My Checking Account”), then you will need to rename these in the original “ShoWorks QuickBooks.iif” text file that was generated.

You can rename accounts by the following method: 

1. Opening the file in NOTEPAD (in Windows, select Start>>All Programs>>Accessories>>Notepad).
2. Selecting Edit>>Replace…
3. In the “Find What” field, type exactly “Checking” (use the double-quotes)
4. In the “Replace With” field, type exactly “My Checking Account” (use the double-quotes and replace the text with the name of your checking account).
5. Click “Replace All”.
6. Save the file and exit NOTEPAD