I can’t seem to export data in a useful way. I’ve spent what feels like a lifetime life entering data into quickfile over the past few days and would now like to download the data in csv format so that i can retain a backup that presents the data in a coherent way. For example, I would like to download a list of purchases (ideally not limited to 50 at a time) that shows what bank account they were paid from and what category they have been filed under. I can’t seem to find a way of doing this. The backups don’t contain this information. I have downloaded the bank account data but that doesn’t contain receipt information or any reference that can be linked to purchases (or sales). Am I missing something??? I was hoping to gradually switch to using quickfiles for my accounting needs but if i can’t backup the data in a useful format it worries me!
Hi @Jon_Russ
The backups can be linked, but it does require a little bit of work.
The backup file itself has 2 files which would be relevant in this case:
- Purchase_Invoices.csv
- Purchase_Invoice_Items.csv
The items file has a Purchase_ID column which matches up to the ID column in the invoice file.
Between the two files, they show the supplier, the invoice, the nominal codes etc.
Thank you - how strange - the last backup i was using didn’t have a list of purchases…
As @QFMathew explains, this information has to be split across two CSVs in the backup as a single purchase can have lines assigned to more than one nominal code (e.g. general purchases for the goods and carriage for the delivery charge).
This information is there in the Purchase_Receipt.csv but again there’s not necessarily a one-to-one mapping between purchases and payments (you can pay one purchase in several instalments or make one payment that covers several purchases).
If in your particular case all your purchases are in fact one line and all your payments are one-to-one matches with purchases then you could construct a single table with judicious use of VLOOKUP in Excel, linking the items on the ID column and linking the payments by the “details” column which will say
This payment has been allocated to purchase <RECEIPT REF.>
but if you have any many-to-one links then it’s trickier.
you’ve been very helpful - thank you. I just meant earlier that the two “purchases” files were not present in my backup folder previously downloaded - they are there in the latest one though
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