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Piko Documentation

How to Export Vendors from QuickBooks Desktop

This guide shows you how to export a complete list of vendors from QuickBooks Desktop. You might need this when migrating to a new system, creating backups, or analyzing vendor data in Excel.

Prerequisites

Section titled “Prerequisites”
  • QuickBooks Desktop (Pro, Premier, or Enterprise)
  • Administrator or appropriate user permissions to access vendor data

Steps

Section titled “Steps”

1. Open the Vendor Center

Section titled “1. Open the Vendor Center”

Navigate to Vendors > Vendor Center from the top menu bar.

2. Access the Export Function

Section titled “2. Access the Export Function”

In the Vendor Center window:

  1. Click the Excel dropdown button at the top of the window
  2. Select Export Vendor List

If you don’t see the Excel button, go to File > Utilities > Export > Lists to IIF Files as an alternative method.

3. Configure Export Settings

Section titled “3. Configure Export Settings”

In the export dialog:

  1. Choose which fields to include (Company Name, Contact, Phone, Email, Address, etc.)
  2. Select your preferred format:
    • Excel (.xlsx) - Best for analysis and filtering
    • CSV (.csv) - Best for importing into other systems

4. Save the Export File

Section titled “4. Save the Export File”
  1. Choose a destination folder
  2. Name your file (e.g., vendors-export-2024.xlsx)
  3. Click Export

Alternative Method: Using Reports

Section titled “Alternative Method: Using Reports”

If you need more control over the exported data:

  1. Go to Reports > Vendors & Payables > Vendor Contact List
  2. Customize the report columns as needed via Customize Report
  3. Click Excel > Create New Worksheet
  4. Save the resulting Excel file

Verification

Section titled “Verification”

Open the exported file and confirm:

  • All expected vendors appear in the list
  • Contact information and addresses are complete
  • No data appears truncated or corrupted

Troubleshooting

Section titled “Troubleshooting”

Export button is grayed out

Section titled “Export button is grayed out”

Ensure you have the proper user permissions. Contact your QuickBooks administrator to grant export privileges.

Missing vendor data in export

Section titled “Missing vendor data in export”

Some fields may not export by default. Use the Reports method to select specific columns, or check the field selection in the export dialog.

Excel not installed

Section titled “Excel not installed”

Choose the CSV format instead, which can be opened by any spreadsheet application or text editor.

IIF export instead of Excel

Section titled “IIF export instead of Excel”

If only IIF export is available, you’re likely using an older QuickBooks version. IIF files can be converted to CSV using a text editor or import tool.

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