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Migrating from QuickBooks Desktop to QuickBooks Online with internal tool
Are you contemplating a shift from QuickBooks Desktop to QuickBooks Online, but feeling uncertain about where to begin? This detailed guide will illuminate your path, helping you navigate the intricacies of migration with confidence.
Is Migration the Right Choice for You?
Before making the leap, take a moment to assess whether transitioning to QuickBooks Online aligns with your business’s operational needs. The following insights will aid you in determining the feasibility of migration using QuickBooks' internal conversion tool.
Should You Transition to QuickBooks Online?
Both QuickBooks Desktop and QuickBooks Online offer robust accounting capabilities, yet they serve businesses differently. To ensure a seamless transition, it’s crucial to evaluate your company's suitability for migration.
The complexity of your company file plays a pivotal role in the success of the migration. This file houses essential business data, including inventory records, employee details, customer databases, financial transactions, and more.
For enterprises with vast data archives, intricate accounting structures, and extensive inventories, the migration process can be more challenging. Larger companies often deal with comprehensive historical data and voluminous transactions, making QuickBooks Online’s streamlined environment potentially limiting unless additional setup is performed post-migration.
Important Consideration: Currently, QuickBooks Enterprise users in Canada are not supported for migration.
Conversely, if you operate a small to mid-sized business and use QuickBooks Desktop Pro, Premier, or Premier Accountant, migration to QuickBooks Online is considerably more straightforward due to the lower data complexity.
Before initiating the transition, evaluate the features crucial to your daily operations. The upcoming sections outline key disparities between the two platforms to help you make an informed choice.
Feature Comparison: What Stays, What Changes, and What’s Left Behind
Shifting from QuickBooks Desktop to QuickBooks Online allows for the automatic transfer of a substantial portion of your company’s financial data. However, not all data migrates seamlessly, and certain elements require manual intervention.
Data That Successfully Converts
Many core elements of your company file can be transferred but may undergo format modifications in QuickBooks Online. These adjustments might necessitate post-migration reconciliation to ensure accuracy.
Data That Won’t Convert Automatically
Certain data points are incompatible with QuickBooks Online’s structure and must be manually re-entered post-migration. Understanding these limitations beforehand can help you avoid disruptions in business operations.
For a comprehensive breakdown of data conversion specifics, refer to our in-depth guide on how QuickBooks Desktop data translates into QuickBooks Online.
Additionally, some functionalities are exclusive to specific QuickBooks Online subscription tiers. Compare the feature sets to identify the version that aligns best with your business requirements.
Laying the Groundwork for a Smooth Migration
To facilitate a successful migration, meticulous preparation is key. Follow these steps to ensure a seamless transfer of your financial data:
1. Secure a Backup of Your Company File
Regular backups are an integral part of data protection in QuickBooks Desktop. In contrast, QuickBooks Online automatically safeguards your records in the cloud, eliminating the need for manual backups.
Steps to Back Up Your Data in QuickBooks Desktop:
If you are currently in multi-user mode, switch to single-user mode by navigating to File > Switch to Single-user Mode.
Open the File menu and select Create Backup.
In the backup options window, choose Local Backup, then click Next.
Under Local Backup Only, click Browse and designate a secure storage location for your backup file.
Specify the number of backup versions you want to retain (optional).
QuickBooks will conduct a pre-save test to verify the integrity of the backup file. If any errors arise, consult our Troubleshooting Section for solutions.
Once confirmed, click Save it now, then Next. A confirmation message will appear upon successful backup completion.
By securing your data beforehand, you minimize the risk of data loss or corruption, ensuring a trouble-free migration experience
Safeguarding your financial records is paramount, and this can be achieved through both manual and automated backup procedures. Explore our comprehensive guide to discover the diverse methods available for preserving your QuickBooks data efficiently.
2. Update QuickBooks Desktop
Before commencing the migration process, it is crucial to ensure that your QuickBooks Desktop is operating on the latest version. Follow these steps to update your software:
If your system is currently in multi-user mode, navigate to the File menu and opt for Switch to Single-user Mode.
Proceed to the Help section and select Update QuickBooks Desktop.
Click on Update Now and then select Get Updates.
Close the update window and exit QuickBooks.
Restart QuickBooks Desktop to apply the updates.
If you utilize payroll, execute a payroll run post-update.
3. Verify Total Targets Count
The next critical step involves reviewing your Total Targets count. To do this:
In QuickBooks Desktop, press Ctrl+1 to access the Product Information window.
Locate the File Information section, where the Total Targets figure is displayed.
If your Total Targets exceed 1,200,000 (for Canada) or 500,000 (for the UK and South Africa), your migration will be limited to a list and balances conversion, which necessitates additional support.
4. Exclude Ministere du Revenu (Non-Quebec Companies Only)
For businesses outside Quebec, the Ministere du Revenu supplier entry must be removed:
Navigate to Suppliers and access the Supplier Centre.
Locate Ministere du Revenu and open the supplier details.
Proceed to Sales Tax Settings.
Deselect all tax-related checkboxes.
Mark the supplier as Inactive and confirm the changes by clicking OK.
5. Disable Payroll in QuickBooks Desktop
To prevent payroll-related discrepancies post-migration, deactivate payroll before initiating the migration process:
Click on Edit and select Preferences.
In the Preferences window, navigate to Payroll & Employees on the left panel.
Open the Company Preferences tab.
Choose No Payroll to disable the payroll functionality.
6. Save the Sales Tax Liability Report
To streamline post-migration adjustments, retain a copy of your Sales Tax Liability Report by following these steps:
Open the Reports menu and select Suppliers & Payables.
Choose Sales Tax Liability.
From the Dates dropdown, select All.
Click Print, then choose Save as PDF.
Assign a file name, select a folder, and save the document.
If necessary, print a hard copy for your records.
7. Export Reports and Lists (If Necessary)
Exporting reports and lists is optional unless your company file exceeds 1,200,000 targets. If needed, execute the following:
Navigate to Reports > Report Centre.
Open any relevant report and define a date range.
Select Excel from the toolbar, then choose Create New Worksheet.
If prompted with a column limit message, click Advanced, uncheck Space between columns, and confirm with OK.
Export and save the file.
Repeat these steps for each essential report or list.
8. Establish a QuickBooks Online Account
Before migrating, ensure you have an active QuickBooks Online subscription. Choose a suitable plan and verify system requirements.
Important: The company file must be transferred within 60 days of subscribing to QuickBooks Online. Utilize the same login credentials as your QuickBooks Desktop account. If needed, reset your password before proceeding.
Data Migration Process
Now that preparations are complete, follow the migration steps specific to your QuickBooks Desktop edition.
QuickBooks Desktop Pro or Premier
Log in as an Administrator.
Open the Company menu and select Export Company File to QuickBooks Online.
Click Get Started > Select Destination.
Sign in to your QuickBooks Online account and proceed.
QuickBooks Desktop Enterprise
Log in as an Administrator.
Press F2 to open Product Information.
While the window is active, press CTRL+B+Q, then click OK.
If you track inventory, select Yes to transfer it, specifying a start date. Otherwise, opt for No to configure inventory later.
Upon completion, an email notification will be sent. Click Complete Your Setup, log into QuickBooks Online, and access your migrated data through the dashboard.
Transferring Your Lists
Key Lists to Move
Chart of Accounts
Products and Services
Customers
Suppliers
Activating Inventory Management
Efficient inventory tracking is paramount for accurate financial reporting. Enable this feature in QuickBooks Online by executing the following steps:
Navigate to Settings ⚙️, then select Account and Settings.
Click on the Sales tab.
In the Products and Services section, select Edit ✏️.
Enable Show Product/Service column on sales forms.
Activate Track quantity and price/rate along with Track inventory quantity on hand.
Click Save, then Done.
QuickBooks Online calculates inventory costs using the First-In-First-Out (FIFO) method from the inventory start date. Any transactions recorded on or after this date are recalculated under FIFO. To prevent tax filing discrepancies, select the first day following your last tax period as the inventory start date.
Note: If FIFO doesn’t align with your accounting preferences, opt out of inventory tracking during setup. You may adjust these settings later, but this will necessitate reconfiguring your inventory items. Seek professional tax guidance to ensure compliance.
For guidance on adding inventory products, refer to our detailed instructional guide. Once configured, QuickBooks Online streamlines inventory tracking, automatically updating stock levels as transactions occur.
Post-Migration Essentials
To ensure a seamless transition, several post-migration checks and adjustments must be completed before processing new transactions.
1. Verify Data Integrity Through Report Comparisons
Cross-check key financial reports in both QuickBooks Online and QuickBooks Desktop to confirm accurate data migration:
Balance Sheet Report
Trial Balance (All Dates)
Customer Balance Summary (All Dates)
Supplier Balance Summary (All Dates)
Sales Tax Summary (Most Recent Period)
Run these reports under the Accrual accounting method and set the date range to All Dates in both platforms to detect any discrepancies.
2. Update Company Profile Information
While financial data migrates, company details such as name, address, and contact information must be manually entered in QuickBooks Online.
Open Settings ⚙️, then select Account and Settings.
Navigate to the Company tab and input your business details.
Specify a Company Email for receiving invoices from Intuit.
If you prefer a separate email for customer communication, enter it in the Customer-facing Email field.
Click Save.
3. Configure Sales Tax Settings
To ensure compliance with tax regulations, verify that your CRA Business Number and filing frequency are correctly configured.
Go to Taxes and select Sales Tax (Take me there).
Click Set up sales tax.
Select your province or territory, then click Save.
Complete the required fields and finalize by selecting OK.
These settings can be modified later if necessary.
4. Link Bank and Credit Card Accounts
Banking credentials do not transfer automatically. You must manually link your financial accounts:
Navigate to Bookkeeping, then select Transactions > Bank transactions (Take me there).
Click Connect Account or Add Account.
Search for your bank and click Continue.
Enter your online banking credentials and select the accounts to connect.
Assign each account to the corresponding category in your Chart of Accounts.
Choose a date range and click Connect.
5. Finalize Bank Reconciliations
Since no transactions are marked as reconciled post-migration, follow these steps to reset reconciliations:
Open Settings ⚙️, then click Reconcile.
Choose the appropriate bank account, enter the Ending Balance and Ending Date, then click Reconcile Now.
Select all transactions using the top checkboxes.
Uncheck any uncleared transactions.
When the Difference reaches zero, click Finish Now.
Repeat for each bank account.
6. Link Payments and Credits to Open Invoices
QuickBooks Online does not automatically link payments to invoices. To enable automatic credit application:
Open Settings ⚙️ and navigate to Account and Settings.
Under the Advanced tab, activate Automatically apply credits.
Click Save.
7. Review and Adjust Account Detail Types
QuickBooks Online assigns generic Detail Types to accounts where specificity is unclear. Adjust them by running an Account Listing Report:
Go to Business Overview > Reports (Take me there).
Search for Account List Report and open it.
Click on an account name to modify its Detail Type.
Select the most accurate category from the dropdown menu.
Click Save and Close.
8. Finalize Payroll Setup
Payroll transactions migrate as journal entries, but detailed payroll data does not transfer. To complete payroll configuration:
Navigate to Payroll > Employees (Take me there).
Confirm employees marked as Paid in [Year].
Click Complete Payroll Setup and enter year-to-date payroll totals.
Follow on-screen instructions to finalize setup.
If payroll items were not mapped correctly, manually align them to QuickBooks Online’s pay types before proceeding.
9. Set Up QuickBooks Payments
Payments accounts cannot be transferred and must be newly configured:
Open Settings ⚙️ and go to Account and Settings > Payments.
Click Learn More, then select Set up Payments.
Fill out the necessary business, proprietor, and banking details.
Click Activate Payments to finalize.
10. Add Additional Users
Grant the appropriate access to team members:
Open Settings ⚙️ and select Manage Users.
Click Add User and choose the role.
Enter the user’s name and email, then click Save.
Users will receive an invitation to create or log in to their accounts.
11. Invite an Accountant
To collaborate with your accountant in QuickBooks Online:
Go to Bookkeeping > My Accountant (Take me there).
Enter your accountant’s email and click Invite.
Alternatively, navigate to Settings ⚙️ > Manage Users > Accounting Firms.
Select Invite, fill in the details, and click Save.
In the majority of cases, transferring data from QuickBooks Desktop to QuickBooks Online is swift and seamless. However, there are occasional complications that may arise during or after the migration. Below, we delve into the most frequent issues encountered and their respective solutions.
Reconstructing Your Company Data
If you find it difficult to transfer your company file from QuickBooks Desktop for Windows to QuickBooks Online, the issue can often be rectified by rebuilding the data file and reinitiating the export process.
Step 1: Validate Your Company Data
In QuickBooks Desktop, navigate to the Window menu and select "Close All" to shut all active windows. Then, go to the File menu, choose Utilities, and select "Verify Data."
If QuickBooks identifies any issues, proceed to Step 2: Rebuild Your Company Data to address these problems.
Step 2: Rebuild Your Company Data
Go to the Window menu and select "Close All" to close every open window. Next, choose File, then Utilities, and click "Rebuild Data." Once you receive the message that the rebuild is complete, proceed to Step 3: Verify the Rebuilt Company Data.
Step 3: Confirm the Integrity of Your Rebuilt Data
Select Window and then "Close All" to shut all open windows. Go to File, then Utilities, and click "Verify Data." If the message indicates that no issues were found, continue to Step 4: Restart the Export Process.
Step 4: Restart the Export Process
Ensure QuickBooks is updated to the latest release: Click Help, then Update QuickBooks. Close and relaunch QuickBooks to apply the updates. Select Company, then "Export Company File to QuickBooks Online." Follow the on-screen directions.
Error Messages
Many of the common errors encountered during migration are outlined in this guide. Consult it for insights on resolving these issues.
Post-Conversion Complications
Problem: Customer Balances Are Incorrect in QuickBooks Online
If you applied payments to invoices using journal entries, the links between the journal credits and the invoices may break once the data is imported. This causes discrepancies in customer balances. To fix this, activate the auto-credits feature in QuickBooks Online:
Go to Settings (gear icon), then select "Account and Settings." Click the Advanced tab, then the Edit button in the Automation section. Toggle the "Automatically Apply Credits" slider. Save your settings and click Done.
If you prefer to not automatically apply payments, you can manually reconcile the journal entry credits to the corresponding invoices, doing so on a per-customer basis.
Problem: Invoices or Sales Transactions Were Converted to Journal Entries Post-Import
This issue typically occurs when sales tax items or groups have flat rates (0.00) in your Desktop file. It's often seen in Mac files because a sales tax item can be saved without the % symbol.
To prevent your sales transactions from being converted to journal entries, adjust the sales tax item rates. If multiple items are associated with flat sales tax rates, modify all applicable items to ensure a proper transaction import.
Getting Started with QuickBooks Online
Now that you're successfully set up in QuickBooks Online, familiarize yourself with its features and capabilities using our comprehensive guide.
If you need additional assistance navigating QuickBooks Online, check out our video tutorial below, which shows you how to navigate the interface and locate commonly-used features:
Additionally, explore a range of short videos covering various topics, offering helpful tips, tricks, and step-by-step instructions for mastering QuickBooks Online.
Additional Resources for Support
Take advantage of these supplementary resources to deepen your understanding, and remember, our support team is always ready to assist if you need further help.
Keyboard Shortcuts: Both QuickBooks Online and QuickBooks Desktop offer unique sets of keyboard shortcuts. Accelerate your workflow by learning these shortcuts tailored for QuickBooks Online.
Watch this tutorial video for guidance on exporting a company file to QuickBooks Online:
For assistance, call +1-888-820-7278
