Quickbooks File Merge Service
We provide a turnkey service to merge multiple company files into a single company file. Simply send us backups of the files that need to be merged, and we do the rest! This service will combine list and transaction data from multiple files and return a single company file with the merged data. We audit the merge to ensure the financial accuracy of the merged data.
How does merging company files work?
Prior to the merge, you will identify the primary data file and the secondary data files. The merge process involves two steps: Merging lists (Chart of Accounts, Customers, Vendors, Employees, Items, and Other Names) and merging transactions (All financial transactions). If a list name is present in the primary file, it will be merged; if not, the name will be added to the primary file. All transactions from the secondary files are transferred to the primary file.
What are the limitations of the merge?
- Quickbooks does not allow payroll transactions to be merged from the secondary files into the primary file. We will transfer payroll checks as regular checks with full line item details
- Bank Reconciliations are not merged since it is not supported by the Quickbooks SDK. You will need to do one single reconciliation for each bank acount/credit card after the merge.
- Data files with negative inventory and/or assembly builds do not merge correctly due to insufficient quantity on hand to build the assemblies and they transfer over as pending builds.
- Data files with sales tax items and sales tax groups that were modified after their initial use may not be transferred correctly since Quickbooks does not store historical tax rate changes.
- Data files with group items that were modified after their first use may not be transferred correctly since Quickbooks does not store historical group modification data.
- Templates are not transferred from secondary files to the primary file as Quickbooks does not support the trasnfer of templates. (However, you can manually export templates and import them into the merged file after the merge).
- Attachments are not transferred since the Quickbooks SDK does not support the transfer of attachments.
- Customer Notes and To-Do lists are NOT merged.
- Custom fields in transactions are NOT merged from the secondary file(s) to the primary file.
- Memorized Transaction definitions from secondary files are not transferred, and will need to be memorized again.
- Memorized Reports from secondary files are not transferred, and will need to be memorized again.
- Username are not transferred from the secondary files to the primary file. You will need to re-create users after the merge.
- Budget data cannot be merged.
Financial Reports after merging files
When merging files that have items, account balances in financial reports in the merged file may be different from the source data files. You cannot add two reports from the original files together and expect them to match the same report in the merged file. In Quickbooks, Accounts on items in the secondary files can be changed after they are used without changing historical transactions. When the transactions are merged, they post to the account currently selected on the item. Items can also have the same name in primary and secondary files, but post to different accounts.
ALL Lists (customers, vendors, accounts, items, employees, other names) with the same name are merged i.e. the merged file will have a single name if the name was the same in both the primary file and the secondary file(s). For example, if the Primary file has a Bank Account with the name 'Chase Bank' and the Secondary file also has a Bank Account with the name 'Chase Bank', the merged file will have a single Bank Account with the name 'Chase Bank' regardless of if the account numbers were different.
Lists with different names are retained in the merged file. For example, if the Primary file has a Bank Account with the name 'Chase Bank #1' and the Secondary file has a Bank Account with the name 'Chase Bank #2', the merged file will have both Bank accounts regardless of if the account numbers were the same.
If a list name in the secondary file clashes with a list name of another timein the primary file, the name in the secondary file will be made unique for the merge. For example, if there was a customer in the Primary file with the name 'ACME Inc', and a vendor in the secondary file with the name 'ACME Inc', the name from the secondary file will be renamed to 'ACME Inc-V' for the merge.
How does it work?
To proceed with the merge, fill out the form at the bottom of the page to send us backups of the source files that need to be merged. You will need to identify the primary files and the secondary files for the merge. We will send you a no-obligation quote after analyzing the source files as well as give you the turnround time. You can then schedule the merge if you decide to proceed. Weekend service can be requested. This service works for amalgamated companies to produce a single consolidated company file. It also works to merge multiple Quickbooks files into a single Quickbooks file. Classes can be added to the source files prior to the merge to take advantage of Quickbooks reporting by classes in the merged file.