QuickBooks GL Detail Import

Upload QB GL Detail / Transaction Detail by Account

Run Reports → Accountant & Taxes → Transaction Detail by Account for your full migration window (or just YTD). The file should include columns Transaction Type, Date, Num, Name, Debit, Credit, and a pre-mapped GL Code column with GENUS account codes.

Run AFTER AR & AP Aging. Aging defines what's open at cutover; this step posts the full GL history. Optionally bring in fully settled closed invoices (checkbox in Step 3) so they remain reprintable per customer — a synthetic offset receipt nets them to zero in AR reports. Closed receipts/credit memos always stay in gltrans only. No supptrans rows are created here — AP Aging is the sole source.

Target Database

Cutover date (lower bound — transactions ON or BEFORE this date are skipped; they're covered by Opening Balances)

Cutoff date (upper bound — transactions AFTER this date are skipped; leave blank to import everything through end of file)

Map Columns

Couldn't auto-detect the GL detail columns. Pick which column corresponds to each field. Transaction Type, Debit, Credit, and either GL Code or Account # are required.

Header row

Date column

Transaction Type col *

Num column

Name column

Memo column

Debit column *

Credit column *

GL Code col (pre-mapped GENUS code)

Account # col (QB code, fallback)

Account Name col

GL Description col

Split column

Section Account col (QB "General Ledger" layout — account lives in section headers)

File preview (first 30 rows)

Review & Configure

— rebuilds account/customer/supplier matches from the on-disk file (use if matching looks stale)

AR Control Account (required for closed-invoice ledger)

The AR Control account tells GL Detail which gltrans lines should also create closed-invoice debtortrans rows (the ones that AR Aging didn't already mark as open). If it doesn't match the codes in your GL Code mapping, no debtortrans rows will be created. The AP code is no longer used for sub-ledger derivation but is kept here for reference. Saved values persist in companies.

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Transactions by type (after cutover filter)

Sample transactions

Confirm & Commit

Cutover date (skip ≤)

Cutoff date (skip >, blank = no limit)

Clicking Commit will:

Insert gltrans rows for every transaction line, with correct GENUS type (Invoice=10, Bill=20, etc.) and a contiguous typeno per transaction
Update chartdetails.actual and chartdetails.bfwd per period and onward
Skip transactions whose date falls on or before the cutover (covered by Opening Balances)
Skip transactions referencing accounts not in chartmaster (unless the checkbox below is on)

Auto-create missing chartmaster accounts during commit (uses GL Description as name, places in Migration - Unmapped group) Incremental mode — skip transactions already in gltrans for the same (type, QB num). Use this when re-running after a partial / timed-out commit, or when layering an updated GL file on top of a prior import. Transactions without numeric QB numbers can't be deduped and will re-import. Bring in fully settled closed invoices — for each closed customer invoice (type Invoice only, not receipts/credit memos), insert a debtortrans row preserving the QB invoice number so it remains reprintable via PrintCustTrans. Adds one synthetic "QB Pre-Cutover Settled" offset receipt per customer plus custallocns rows so the closed invoices net to zero in AR reports. Leave unchecked to post only gltrans — no per-customer closed-invoice list, no reprint. AR Aging-created open invoices are unaffected either way; closed receipts/credit memos always stay in gltrans only.