As we all know, QuickBooks is a leading accounting solution all over the world. This accounting software is popular because of its exciting features and functionalities. At the time of using QuickBooks, users may confront various QuickBooks file extensions to save the file data. There are multiple files extensions in QuickBooks Desktop that you can use for saving data for different purposes. Each file is unique and needs to keep as per the proper file extension. It is imminent to understand the nature and usage of different QuickBooks file extensions for their proper functioning.
In this blog, we will elaborately discuss the file types and their functionality. we assure you that by the end of the blog you will be well aware of what are the different file types and their usage. Let’s begin with the advantages of file extensions in the QuickBooks Desktop.
Why do you need File Extensions in QuickBooks Desktop?
- To identify the type of file content
- File extensions make searches easy
- You need to keep all the same type file together, hence suitable for synchronization
- Makes file extensions easy to identify by just looking at the file name
- The file extension maintains the security of the file.
Different File Types in QuickBooks
QuickBooks saves files in different formats as per its usage. Import files, Backup files, Storage files, and Export Files are the four different file types present in QuickBooks. The import files load the data, and storage files store your information to enable you to open the file in QuickBooks. Backup files are restoring files and keep a set if the company’s file is damaged/removed. Especially When you use export files to send across data from QuickBooks to other programs.
We can further club QuickBooks file types in the below categories:
- Common Files- In this category, we will discuss the most commonly or frequently used file types that store, save or change data. Whenever you create a file, you need to save it with the file name and. QBW The DES files are QB Form templates that have many types. Another commonly used file type is IIF extensions which are used for Importing & exporting text files that have transactions/ lists. ND files are configuration files that allow you to have entry to the company file. You should never delete the ND files. Additionally, you have to create QBR files whenever you use any template in QuickBooks, then export it and finally save it.
- Accountant Copy files- In this category, we have the QBX, QBA, TLG, and QBY file types. The QBX files are the ‘accountant copy’ version of your Company data. When the accountant is working on this file on his computer, then it generates QBA The backup files of the QBA files are the TLG files. Finally, when the accountant has completed work on the QBA file. The accountant sends across the QBY to you to add it to the Company file.
- QuickBooks File extension for the Payroll Files- Here we have QPD, 1PA, TXT & SET, Qpconvrt.log, and USA files. The QPD is QuickPay, are the data files that can create by QuickPay version 3.0. 1PA is the file extension for 940 & 941 tax form files. TXT&SET is file extension for QB version 2.0 & 2.1, while Taxtbl.usa is the extension for Windows version 3.1. You need to store all payroll Warning messages in the Qpconvrt.log file.
- Storage Extension files- In this we speak about the files that store the data. The QBB file extensions indicate “you have saved a company file”, and you can restore them from the File menu in QuickBooks. Furthermore, Another file type is QBW.TLG file which is a backup file that has all transactions added to QuickBooks since the last instance data backup. Moreover, you can use this file by technical support to sync data with the connected programs.
- Other files- This category has different file types that QuickBooks uses to store data. Files types are different as per the new and the older QuickBooks versions. Also, the file types also vary in the MAC and the Windows Computers. For instance – QB MAC company data files are stored as QB2013, QB2012, etc. depending upon the version. The other name for backup files is QBMB files. Audio files in Windows are called as AVI files, and sound files are called as WAV files.
- The PDF Files- QuickBooks does not utilize PDF files for uploading, analyzing or data storage. On the other hand, PDF files can be used to create PDF format reports which can be further emailed to people you want to. In contrast, If you are using the Email function to send data from QuickBooks, save the data in PDF format and then attached it to the email.
Below given is a detailed table of the different QuickBooks File types, their extensions, and their function or nature.
|AIF||Accountant review copy (it is an import file)||The file is generated when you export the Accountant’s copy to import it to the user company file|
|.bmp||The Windows bitmap file||The files store the ‘bitmapped images’ that are used by QuickBooks.|
|.bdb||The timer back-up file||It is a backup file made when the user backs up time-data in the QB Pro-timer.|
|.bpw||The business planner file||The file needs to be separately copied to the backups as no automatic backup is there for this with the Company file|
|.des||The Form design template file.||It is made while exporting a form design from the ‘template list.’|
|.doc||The word documents||The file types are used to write any content such as letter etc.|
|.IIF||The Intuit interchange format file||The .IIF files allow you to import/ export lists, transactions, etc. Though it is not a recommended option. In the same way, you should use QuickBooks SDK files to read and write data for QuickBooks & other apps.|
|.INI||The configuration file||You can do Online Banking with this file|
|.LDB||The MS Access file||The is required for the ‘*.tdb file.’|
|.LGB||The Little green box||The file has encrypted info associated with user-names and passwords.
|.LMR||The Loan Manager Data file||The file stores info related to loans, and you need to copy the file to backups separately. The copying is necessary, as it is not backed up with the company file.|
|.ND||QB Network Data File||It is a configuration file that will allow access to the QB Company file. Keep this file & ensure that it is not deleted.|
|.NPC||The Online Banking file||It is an online banking format used by former QB versions and was superseded by “OFX” format. Financial institutions no longer support it.|
|.QBA||The accountant’s review copy (working copy)||The accountant restores the QBX file and gives it a.QBA extension|
|.QBA.TLG||The transaction log file (this is for the accountant’s review copy||This is the log of transactions that is made when you back-up the Accountant’s review copy. If by chance you lose data then it can be recovered via ‘Transaction Log file.’|
|.QBB||The QuickBooks Backup file||It is the QB company back up file.|
|.QBI||The QuickBooks Image file||This is the image file that holds transactions until you transfer them to a hard drive.|
|QBM||QB Portable Company file for QB versions 2006 and newer||The file is used for transferring data file through the internet.|
|.QBO||The Web Connect File||Known as the Web Connect Online banking download file. You can use the Web Connect method to download this file.|
|.QBW||QB for Windows Company file||This is a primary file type for the QB Company file|
|.QBW.TLG||The transaction log file for the company file||Helps you get back the lost data for the QuickBooks Company file.|
|.QBW 192.168.X.XXmta||The temporary database file||It is a temporary file that is made by the Database server manager when you open the company file and gets deleted as soon as you open the temporary file.|
|qbx||The accountant review copy( the export file)||This file comes along the accountant review copy of the company file. Therefore, It has an extension of .QBX|
|TDB||The QB Pro timer files||QuickBooks timer gives ‘Time tracking data’ in the QBTIMER directory.|
|Archive copy (XX/XX/200X) ABC.QBW||Data file archive copy||This file is made when you condense data in QuickBooks. It has the same content for the file before condensing.|
|Connlog.txt||The Connection log file||The file has a log of each connection for the Online Banking|
|Download QBXX folder||The download folder||The folder is made by QB to store updates that download when you use ‘Update QuickBooks Function.’|
|Images folder||The images folder||Stores temporary copies of images utilized by QuickBooks|
|Inet folder||The Inet||No longer in use. Previously was used for storing license info for QuickBooks|
|QB Instance Finder||The instance finder file||No longer in use. Delete if it comes up|
|QB RESTOR.TMP||The temp restore file||You can generate the file while restoring the QBB file that got deleted automatically during the restore process.|
|Qbwin.log||The QB Log file||It is made when RUN verify/rebuild option. You can detect Log issues etc. with this file|
|Qb letters template folder||The letters folder||It has Word doc templates for QuickBooks. The use is for writing letters.|
|Temp1234.qbt||The temp rebuild file||Made during Pass 1 of the Rebuild and is deleted automatically when the rebuild is completed.|
That is all for this blog. Finally, you have a clear picture of the different file types we have in QuickBooks, their extensions and function. Even if, you are unsure about any point it is advisable to seek technical assistance at QuickBooks Enterprise Support or call at toll-free number +1-805-257-5030.