Background
Audit Sight accepts General Ledger data exported directly from QuickBooks Desktop (QBD) as a CSV file. Once exported, the file can be uploaded to Audit Sight and used for testing. This guide walks through exporting the General Ledger from QBD and uploading it to your Audit Sight engagement.
Key Requirements
- QuickBooks Desktop reports with more than 250,000 rows will not export successfully. If your General Ledger exceeds this size, export the data in multiple files by running the report by quarter (or by another shorter period) instead of for the full year.
- The Transaction # (Trans #) column must be included in the export. Audit Sight uses this field during processing, and the report will not import correctly without it.
- Confirm that the exported file ends with a Total row. If it does not, the report did not export completely and must be re-run for a smaller date range.
Step-by-Step Instructions
1. Extract the General Ledger from QuickBooks Desktop
- Open the QuickBooks Desktop file for the client you are exporting data for.
2. At the top of the screen, navigate to Reports → Report Center.
3. In the Report Center, select Accountant & Taxes, then run the General Ledger report.
4. Set the report's date range to the appropriate period for your engagement. If you change the date range, click Refresh to update the report.
5. Click Customize Report to open the Modify Report window.
6. In the Modify Report window, check the box next to Trans # in the column list, then click OK.
7. Export the report to CSV and click Export.
8. Open the exported CSV and confirm the last row shows TOTAL. If the last row is not a total, the export is incomplete — re-run the report for a smaller date range (this is common when the underlying data has more than 200,000 rows) and export again.
2. Upload the File to Audit Sight
- Log in to your Audit Sight account.
- Select your client and navigate to Add Data → Accounting Data → QuickBooks Desktop (CSV) Upload.
- Select the appropriate entity and upload the exported General Ledger CSV file(s). If you exported multiple files by quarter, upload each file.
- Audit Sight will automatically process and convert the data for import.
3. Confirm the Import
- Once processing is complete, you will receive a confirmation email that the data has been imported successfully.
- Review the Chart of Accounts screen in Audit Sight to confirm accounts have been mapped correctly.
Data Imported
Audit Sight imports the following information from the QuickBooks Desktop General Ledger export:
- Trial Balance
- Chart of Accounts
- General Ledger
Note: Accounts Receivable (AR) and Accounts Payable (AP) Aging data are not included in the General Ledger export and are not imported through this process. These should be uploaded separately if required for your engagement.
FAQ
Is there a row limit on the export? Yes. QuickBooks Desktop reports with more than 250,000 rows will not export. If you hit this limit, run and export the General Ledger report by quarter (or a shorter period) instead of for the full year, then upload each file.
How do I know if my export is complete? Check that the last row of the exported CSV shows TOTAL. If it doesn't, the report did not fully export and needs to be re-run for a smaller date range.
Why do I need to add the Trans # column? The Transaction # field is required by Audit Sight to process and import the General Ledger correctly. Reports exported without this column may fail to import or import incorrectly.
What date range should I use? Use the date range that corresponds to your engagement period, and confirm all months and transactions in that range are included before uploading. If any periods are missing, re-run the report with the correct date range and re-export.
Where does Audit Sight store account mappings? Mappings are maintained in the Description column within the Chart of Accounts (CoA) screen in Audit Sight, reflecting how each QuickBooks account was originally categorized.
What if Audit Sight assigns a mapping category that differs from how the account is classified in QuickBooks? You can update the mapping in one of two ways: (1) update it directly in the Chart of Accounts screen in Audit Sight, or (2) download the generated AUS template, adjust the mappings, and re-upload the corrected file. Either method updates the mapping used for testing going forward.
Have updates or suggestions to improve this guide? Please contact us at support@auditsight.com with your input!
