Common versions are 12.0, 18.0, and 19.0. Intuit ended sales of QuickBooks POS in May 2023 and ended payments support in October 2023, but the desktop software still runs offline. The export workflow described below works on all supported versions.
What Orchid Does With This File
Orchid imports your vendor list and aligns each vendor to our standard vendor master. For firearms vendors, we add and verify the FFL number (which Orchid POS and eBound use to populate the 'Acquired From' field on bound book entries). For distributors (Sports South, Lipsey's, Davidson's, Camfour, RSR, Bill Hicks, Chattanooga, Zanders, Crow), we pre-populate your account so you can sync catalogs at go-live.
Before You Start
- Have your FFL number handy in case your vendors don't already have FFLs on file - Orchid will fill those gaps but it helps to flag firearms vendors specifically.
- Quick (under 5 minutes).
Step-by-Step Instructions
- Open QuickBooks POS and sign in as Admin.
- From the top menu, click File > Utilities > Export.
- Choose Vendors as the data type and click Next.
- Select the Default Template and choose a destination folder.
- Click Export.
- On older versions of QBPOS the export wizard may produce an incomplete file. If the file looks short or has missing addresses, use this alternate path: Reports menu > Vendors > Vendor List, then click the Excel button.
Expected File Format
Excel workbook (.xlsx)
Expected Columns
- Vendor Name
- Vendor Code
- Contact
- Phone
- Address 1
- Address 2
- City
- State
- Zip
- Account Number
- Terms
- Notes
Watch Out For
- The vendor export does not include FFL numbers (QuickBooks POS doesn't store them as a structured field). Orchid will populate FFLs from our master vendor list for the standard distributors. For local vendors and small manufacturers, you may be asked to confirm their FFL number during cutover.
- The Vendor Code field is sometimes blank in QBPOS - that's the value other systems call 'Vendor SKU' or 'Vendor Part Number.' If blank, Orchid pulls it from the Inventory export instead.
This file may contain sensitive information (customer addresses, pricing, costs). Send it to Orchid using the secure upload link your consultant provided. Do not email exports as unencrypted attachments.
Questions about this export? Reach out to your Orchid implementation consultant, or email implementations@joinorchid.com with the subject line "[Migration] [Your Store Name] - [Legacy System] [File Type] export."