Please review the QuickBooks Online preparation information below to ensure the cleanest data in regard to your data import.
NOTE: Not reviewing any of these items prior to data import may cause a delay in the import process as we have you run through them, or may cause duplicate records, or incorrect information.
Prior to import, please review the following:
1) Setting up QuickBooks Online: Including Customer Records and Transactions
It is up to your organization and your accountant or bookkeeper if you would like to bring your pre-existing customer records and transactions (historical or just open A/R) from your current accounting system into QuickBooks Online.
Note that once Novi and QuickBooks are synced after data import, the two systems will be a 1:1 match, meaning that every customer record in Novi will appear in QuickBooks Online and vice versa.
When your members begin getting logged in to Novi, they will be able to see and pay open invoices that are in QuickBooks Online and connected to their record. They will also be able to see historic transactions you have for them in their QuickBooks record. If some or all of this information is not in QuickBooks Online, they will not be able to see or pay it in Novi. That is of course, until they start generating new transactions through the new website.
Note that journal entries are not visible to customers in Novi - only invoices, sales receipts, payments, credit memos, and refunds that are attached to a customer record will appear in Novi. Transactions pertaining to your vendors (not your supplier/associate members, if that applies to you, but rather the people who YOU pay for services), will not appear in Novi. Only transactions on the revenue/customer side of QuickBooks Online.
Overall, keep in mind that some associations choose to bring in Customer Records and open and/or historic A/R in QuickBooks Online from their previous accounting system. Some, however, choose to start their books fresh with Novi. Either way is totally fine, so this decision is completely up to your association, but please just be aware of the stated information.
We've compiled a few QuickBooks Resources, such as how to migrate your data to QuickBooks Online from Desktop, that can help your team out. If you will be including this information in your QuickBooks Online account, the migration should be fully complete prior to the Novi member data import process.
- If you're starting fresh with Novi, you do not need to have customer records or transactions in QuickBooks Online to start with, nor do you have to manually create any customer records. After we import your member spreadsheet into Novi and sync with QuickBooks Online, customer records will automatically be created since the systems become a 1:1 sync.
- If you are bringing in customer records and transactions into QuickBooks Online from your previous accounting system, please keep reading the additional points below for more important information.
Run your QuickBooks Online records and transactions through our Novi-engineered, award-winning QuickBooks Online data analyzing platform, DataMaid, to find any formatting errors, transaction issues, ambiguous records, or duplicate records in QuickBooks Online that may cause issues in the data import.
Note: We will review and assign a DataMaid task during a check-in call.
3) Display Name Formatting in QuickBooks Online
If you have existing individual/person records in QuickBooks Online, their display name should be displayed as First Name Last Name. They should not be displayed as Last Name, First Name. The display name should also match what is in the First Name and Last Name fields.
If you have existing company records in QuickBooks Online, display names for companies should exactly match the information in the company name field.
In both cases, not having this formatting will cause what we call "Ambiguous Records," which can be identified and updated in DataMaid (above), but if you can help not having person names in that format to start with, that will save you time.
4) Matching Names for Automatic Merging
Ensure that existing customer record Display Names in QuickBooks Online exactly match the names of records in your spreadsheet.
(NOTE: Only the Company Name column for companies and/or First/Last Name columns for people should match what is in QuickBooks Online. You do NOT need to worry about updating the Import ID/Parent ID columns to match.)
For example, if you have "ABC Company" in both QuickBooks Online and in your member spreadsheet, the records will automatically merge during import.
However, a company named "ABC Company" in QuickBooks Online and "ABC Co" in the spreadsheet would NOT automatically merge.
The names must be an exact match in terms of spelling. Spacing, punctuation, and capitalization do not need to match.
If names do not match, you will end up with duplicate records in both systems that will need to be manually merged. Merges can be done in Novi after data import, but we strongly recommend taking care of matching the names prior to import for the cleanest data upfront.
On the other hand, keep in mind that if you have "dirty" data in your member spreadsheet, you may want to clean that up. ABC Co. and ABC Co are treated as the same name in terms of this matchup process, so the first records in the spreadsheet would be what matches to the QuickBooks record.
5) Conflicting Information Selection
Please be aware that when you complete the Data Import Questionnaire you will be asked: If there is conflicting contact information in QuickBooks Online vs. your spreadsheet for import, which information should win, for the import as a whole?
For example, if ABC Company is in both QuickBooks and your spreadsheet and its name matches in both, and its email is email@example.com in QuickBooks Online, but firstname.lastname@example.org in the spreadsheet, one of them has to be the "winner." Basically, which information do you trust more?
6) Billing Contacts
Please note, company Billing Contacts must be denoted in the Billing Contact column of your member spreadsheet that will be imported if you would like to utilize them. Novi Billing Contacts are not the same as simply having a person's name on a company's record inside of QuickBooks Online. Please see the "Novi Billing Contact Does Not Equal Person's Name On A QuickBooks Record" section of this article for more information.