QuickBooks Point of Sale: Export Customers, Vendors, Items, Departments, Employees


Export Point of Sale List Data

Note: This topic may refer to data types not applicable to your Point of Sale installation. For example, Point of Sale Free users cannot export customer, vendor, or item quantity/cost information and Basic users cannot export item pictures.

Note: Excel must be installed on the workstation using this option.

The Data Export Wizard walks you through exporting list data to an Excel spreadsheet, where you can then utilize Excel’s features to further manipulate the data. You can choose to export all records in a list, all records currently displayed in a filtered list, or only selected records!

Export templates determine the data fields included in the export and how that data appears in columns in Excel. A default template is provided for each record type. You can customize the default templates or create and save new ones to meet your needs.

Export records directly from a list
(customers, vendors, items, departments, employees)

  1. Display the list you wish to export and filter, sort, or select the records you wish to export.
    Customer List
  2. From the I Want To menu, select Export to Excel. The Export Data Wizard is opened.
    I want to export to excel
  3. Specify the records you want to export (selected, entire list, etc.) and select Next.
    Specify records to export
  4. Select a destination Excel file (.xls format) for the exported data:
    Select destination excel

    • Accept the default location and file name, or
    • Enter a location and file name to create a new file, or
    • Browse to an existing custom file that will receive the exported information
  5. Select the worksheet and starting row number in the spreadsheet file that you want to receive the data. The column headers will begin on the row you specify.
  6. Select the export template that you wish to use. The default template for the record type is suggested. Select Manage Templates to review, edit or create export templates.
  7. Select Next.
  8. Continue following the on-screen prompts to complete the export.

Export customers from the Customer Center
(provides additional options for filtering by customer sales history)

  1. In QuickBooks Point of Sale, go on the Customers menu to Customer Center.
    Customers menu Customer Center
  2. In the Reach Out to Your Customers section, click Export list to a file.
    Reach Out to Your Customers
    The Export Wizard is opened. Make entries as needed on the following wizard pages.Click Next on each when ready to move to the next page.
  3. Select Customers: Select one of the choices on which to filter your customer list.
    Change the type of customer list you'd like to create

    • Recent Purchase—Include only customers that have made a purchase in the last x number of days (enter x).
    • No Activity—Contact only customers that haven’t made a purchase in x number of days (enter x). Optionally, you can also elect to include only those customers that have made at least one purchase from you anytime.
    • Merchandise Interest—Contact only customers that have made a purchase from a particular department or vendor. Click the Select Department/Vendor button to specify which department/vendor. Optionally, you may limit the sales period to the last x number of days.
    • Custom—Create list based on filter criteria you enter.
      • Custom Filter Pages: Displayed only if you selected Custom above. Learn more about using filters
        • On the first page,enter filter criteria for information stored in your customer records (city, ZIP Code, customer type, reward program members, charge account customers, etc.).
        • On the second page, enter criteria to filter for information contained in your customer sales history.
  4. Review Customer List: This page displays the list of customers resulting from your previous entries and provides an opportunity to remove customers. By default, all customers in this proposed list are selected for inclusion in the final list (Checkbox indicating a selected customer = selected). Remove customers by clearing their checkboxes. Clear/select checkboxes by clicking on them or by using the button options on the right.
  5. Select a destination Excel file (.xls format) for the exported data:
    Select destination excel

    • Accept the default location and file name, or
    • Enter a location and file name to create a new file, or
    • Browse to an existing custom file that will receive the exported information
  6. Select the worksheet and starting row number in the spreadsheet file that you want to receive the data. The column headers will begin on the row you specify.
  7. Select the export template that you wish to use. The default template for the record type is suggested. (Select Manage Templates to review, edit or create export templates.)
  8. Select Next and continue following the on-screen prompts to complete the export.

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