March 31, 2020

Combining Data from Multiple QB Reports

Small Business
By: Ronald B. Allen

There are times in business when your success makes life a little more complicated. One such instance is when your business interests have grown and your books are being kept at multiple locations. You are probably using QuickBooks, the best bookkeeping and accounting software for a small or medium-sized business. But, maybe you bought out a competitor and their books are obviously in a separate QuickBooks. Or, you have grown to the point where transaction limits were exceeded so you simply started keeping track of one of your business interests on a separate QuickBooks. So, now you need to combine data from multiple QB reports into one so that you can get a better overview of all of your business operations. This is a problem that we at Exigo Business Solutions help clients with from time to time. And, there are a number of solutions to this dilemma.

QuickBooks Enterprise Edition

As QuickBooks ProAdvisors, QuickBooks is our bread and butter. To keep all of your bookkeeping within the QuickBooks realm, you can upgrade to the QuickBooks Enterprise Edition. With this solution, you can generate a variety of reports from each of your QuickBooks.

• Standard Balance Sheet

• Balance Sheet Summary

• Standard Profit and Loss Statement

• Cash Flow Statement

• Trial Balance

• Profit and Loss by Class

However, if you want a more detailed analysis such as late accounts receivable across all companies that may not be possible. Then, another solution is to separately export all data into Excel.

Microsoft Excel, PivotTables, PowerPivot

An alternative if you want to combine data from multiple QB reports into one is to export the data you want from each QuickBooks into a separate Excel worksheet. Then do your report from there. This is a possible one-time solution. But, there is a lot of manual work involved and a lot of chances for human error creep in. Every time you want to update the report you renew the chances for human error. And, you are basically getting lots of really big spreadsheets without a lot of analysis.

What you can do is use PivotTables which will help you find the data you want to see. Or, you can use Microsoft PowerPivot. This is more of an analytic and business intelligence solution. It is an SQL tool that comes as an add-on with Excel. Besides being a smarter tool, PowerPivot can use data from any source so long as it is connected by an office network or via the internet.

This can be an excellent solution when you need to combine data from multiple QB reports into one. For help in integrating this solution into your bookkeeping system, contact us today.

Microsoft Power BI

This analytic and business intelligence software allows you to access data from multiple sources including multiple QuickBooks to create insightful and actionable reports. Microsoft Power BI integrates well with QuickBooks which makes it a good fit for the purpose of extracting data from multiple QuickBooks and producing insightful reports.

This software lets you run multiple scenarios and choose from multiple possible formats for data presentation. It also lets more than one employee collaborate in writing and editing reports as well.

For help with any of these solutions, you can work with our QuickBooks experts to find the most cost-effective way to combine data from multiple QuickBooks reports into one.

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