How to Merge QuickBooks Company Files?

Merge QuickBooks Files

QuickBooks is a top-notch software used by small and medium-sized businesses to carry out their varied accounting tasks. By streamlining accounting, this software makes business more efficient.
A feature that is highly appreciated by QuickBooks users is the one that allows you to merge QuickBooks files. A QB user can combine financial reports from different company files.
There are different ways available to use QuickBooks merge company files feature. If as a QB user, you want to combine financial reports, you can use any of these three methods – through QB itself, through a third-party application, or through Microsoft Excel.
Before you go ahead with the merge QuickBooks files procedure for combining reports, take into consideration the following points. If you want that your combined reports are easily readable, you should make as nearly identical as you can the chart of accounts in the different QuickBooks company files. Also, consider that if in case the accounts have the same name and type, and if they are, in each report, at the same hierarchical level, then they will be combined. Names of the accounts are case insensitive.
Take into your consideration that accounts that will not be combined if in case accounts are not at the same level, if there are differences in spellings, account numbers are different, and if one has an account number and one is lacking it.
Also, you have to note that accounts are listed by type, and within each type, you will find that accounts are listed in the order according to the first selected QB company file. You will find that other company files’ subsequent accounts are appended in a particular order. This particular order is the order in which these accounts are encountered.
Keep in your mind, that you may be prompted to login into your files, and then, switch the files to multi-user mode. This may be required from you to accommodate the combination routine.

Steps to Merge QuickBooks Company Files

Different options available to merge financial reports from different company files are as follows:

Use QB combined reports feature

QB Desktop Enterprise provides a built-in feature for merging files. This feature enables you to combine reports very easily from many QB company files. Following reports can be combined with this feature – balance sheet standard, statement of cash flows, balance sheet summary, profit and loss by class, trial balance, and profit and loss standard.
Follow merge QuickBooks files procedure to combine reports in QuickBooks Enterprise-

  • Go to QuickBooks main menu and look for Reports menu.
  • Click on Reports menu.
  • From the submenu list, click on Combine Reports from Multiple Companies.
  • Choose Add Files.
  • Find another company file.
  • Now, click Open.
  • You have to repeat this for additional company files.
  • Go to the section that allows you to select reports for combining.
  • Now, in this step, you are required to choose the reports for which you desire to have combined information.
  • Set the date range for the report, by filling the From and To fields about date range.
  • Now that you are done with the above step, you have to choose a reported basis.
  • Finally, you have to look for Combine Reports in Excel and select it.
  • You will find that a Microsoft Excel spreadsheet appears on the screen. It will have the combined information.

If in case, you require other report combinations, or if in case, you are using Pro or Premier version of QuickBooks, you can make use of the two options given below. Take into your consideration that if in case you are using the Mac Desktop version of QB, you have to use the second of the two options given below.

Make use of software developed by a third-party software

Numerous utilities are available from the Intuit Market place that is compatible with QuickBooks Desktop and increase its functionality. Look for that third-party software that can create combined reports easily from many QB company data files. Note that these Intuit Marketplace programs are not compatible with the Mac Desktop version of QB. So, if you are using Mac version, go to the next option if you want to merge QuickBooks files.

Manually export and combine

In this option, you have to first manually export reports from each of the files. After this, you have to combine these reports by using Excel software. For this option, you have to follow the following merge QuickBooks files procedure –

  • First of all, your first data file has to be opened.
  • Then for this data file, you have to create the report.
  • Now, you have to export the report created in the above step to a worksheet opened in an Excel workbook
  • After you have exported the report, save the workbook.
  • Now, you have to close the first data file.
  • Go to the second data file and open it.
  • Create the same report after opening the second data file.
  • Now, you have to export the report created in the above step to a new worksheet opened in the same Excel workbook as for the first report.
  • After you have exported the report, save the workbook.
  • Now, you have to open Microsoft Excel.
  • Open the workbook.
  • In this step, you have to manually combine the two exported reports in two different worksheets into a third Excel worksheet.
  • Finally, save the Excel workbook.

If you are looking to merge QuickBooks files, you can call us at our QuickBooks Support Number 1-855-857-0824. We, at Accountant Squad, provide you complete solutions to merge QuickBooks files such as company files, reports, etc.

More to explorer