When migrating from QuickBooks Desktop to QuickBooks Online, handling historical data is crucial. Here are the steps to manage your historical data effectively:
Evaluate Your Data:
Review Transactions: Examine your historical transactions in QuickBooks Desktop. Identify any data that you need to bring over to QuickBooks Online.
Prioritize: Focus on essential data such as open invoices, unpaid bills, customer and vendor details, and account balances.
Export Data from QuickBooks Desktop:
Company File Export: In QuickBooks Desktop, go to “Company” and select “Export Your Company File to QuickBooks Online.”
Choose Data to Export: You can select specific data ranges or export everything.
Data Cleanup:
Remove Duplicates: Before importing, clean up any duplicate entries in your data.
Reconcile Accounts: Ensure all accounts are reconciled in QuickBooks Desktop before migration.
Import Data to QuickBooks Online:
Sign In: Log in to your QuickBooks Online account.
Import Data: Go to “Settings” > “Import Data” > “QuickBooks Desktop.”
Follow the Prompts: QuickBooks Online will guide you through the import process.
Review and Adjust:
Check Balances: Verify account balances, customer balances, and vendor balances.
Reconcile Again: Reconcile accounts in QuickBooks Online to ensure accuracy.
Historical Reports:
Custom Reports: Create custom reports in QuickBooks Online to match historical reports you used in QuickBooks Desktop.
Save Reports: Save these reports for future reference.
Preparation for migration
There are a few steps to take before you start the conversion process to ensure your information migrates properly. Follow the steps below to make sure everything is ready to migrate.
1. Back up your company file
In QuickBooks Desktop, it’s good practice to back up your data regularly. In QuickBooks Online, your data is stored securely in the cloud—there’s no need to back up manually.
To back up your data before you migrate, follow these steps:
-
- If you’re currently in multi-user mode, go to the File menu, and select Switch to Single-user Mode.
- Go to the File menu and select Create Backup…. Then select Local backup.
- In the window, select Local Backup and then Next.
- In the Local Backup Only section, select Browse, then select where you want to save your backup company file.
- Set the number of backups you want to keep – this is optional.
- A test runs to ensure your backup file is correct before you save. If you encounter any issues, see our Troubleshooting section.
- Select OK when you’re ready to proceed.
- Select Save it now and Next. A confirmation message displays when the backup completes.
Backups can be run manually, as above, or automatically. Review our article to learn about the different ways to back up your data.
2. Update QuickBooks Desktop
Ensure QuickBooks Desktop is up-to-date before you begin migration by following these steps to download and install the latest updates for QuickBooks Desktop:
-
- If you’re currently in multi-user mode, go to the File menu, then select Switch to Single-user Mode.
- Select Help, then Update QuickBooks Desktop…
- Select Update Now.
- Select Get Updates, then Close.
- Select File, then Exit.
- Restart QuickBooks Desktop.
- If you have payroll, run it now.
3. Check your Total Targets
Next, check your number of Total Targets. In QuickBooks Desktop, press Ctrl+1 to open the Product Information window. Your number of Total Targets is displayed in the File Information section.
If the Targets number is over 700,000 for Canada and over 500,000 for the UK and South Africa (ZA) then you are only eligible for a list and balances conversion, which can be done through our support articles.
4. Remove Ministere du Revenu (companies outside of Quebec only)
-
- Navigate to Suppliers, then Supplier Centre.
- Identify Minsitere du Revenu.
- Open the supplier.
- Navigate to Sales Tax Settings.
5.Uncheck all boxes.
6.Mark the supplier as inactive.
7.Click OK to close the window.
5. Turn off payroll in the QuickBooks Desktop file
Important: To avoid payroll issues, post migration it is recommended to turn payroll off in the QuickBooks Desktop file prior to starting the migration.
-
- Select Edit, then select Preferences from the dropdown menu.
The Preferences window displays.
2.Select Payroll & Employees from the left-side menu bar.
3.Select the Company Preferences tab in the Preferences window.
4.Select the No payroll option.
6. Save your Sales Tax Liability report
Save or print a copy of your Sales Tax Liability report. You’ll need it to enter adjustment entries after you migrate. Follow these steps:
-
- Go to the Reports menu and select Suppliers & Payables.
- Select Sales Tax Liability.
- From the Dates dropdown, select All.
- At the top, from the Print dropdown, select Save as PDF.
- Choose the folder you want to save it in, name the file, and select Save.
- After you’ve saved the file, you can print it if you’d like a hard copy.
7. Export your reports and lists
Note: Exporting your reports and lists is optional, and generally only needs to be done if your company has in excess of 700,000 targets. Otherwise, you can skip to Create a QuickBooks Online account.
Exporting your lists before migrating saves you from having to set up the items from your lists one-by-one when you start using QuickBooks Online. Follow these steps to export your reports and lists from a QuickBooks Desktop company:
- In QuickBooks Desktop, go to the Reports menu and select Report Centre.
- Find and open any report.
- Select the desired date range from the Dates dropdown menu.
- Select Excel on the toolbar. You can also select Print or Email to save the report as a PDF.
- From the Excel dropdown, select Create New Worksheet to create a new Excel workbook or to update an existing workbook with the data in the open report, select Update Existing Worksheet.
- Select Export and locate the workbook on your computer.
- If you want to format the data a specific way, select Advanced – this is optional.
- If you see a message that says your report has too many columns, select Advanced. Select and uncheck the Space between columns checkbox, then select OK.
- Select OK when you’re ready to export.
Repeat these steps for each report or list you’d like to export
https://www.youtube.com/watch?v=lwc-tkmYC3UCreate
your QuickBooks Online subscription so that you are ready for the migration process. Review the list of options to select the appropriate plan, and review our system requirements before you start to make sure you have what you need for the best QuickBooks Online experience.
Important: You can only move a company file within 60 days of signing up to QuickBooks Online, so ensure you’re ready to convert within that timeframe when you subscribe.
When you’re prompted to sign in, use the same credentials you used to sign in to your QuickBooks Desktop account. Can’t remember it? You can easily reset your QuickBooks Desktop password.
Don’t set up your QuickBooks Online company just yet—we’ll do that in the next step.
How to migrate your data
You’re ready to export your Desktop file to QuickBooks Online. Follow the steps below depending on the edition of QuickBooks Desktop that you use.
Note: You’ll need to use a trial version of QuickBooks Desktop to convert your file if you’re using a version older than 2017.
QuickBooks Desktop Pro or Premier
- In QuickBooks Desktop, log in as an admin to the company file you need to import.
- Go to the Company menu, then select Export Company File to QuickBooks Online.
- Select Get started.
- Click Select destination, then sign in to your QuickBooks Online account.
QuickBooks Desktop Enterprise
- In QuickBooks Desktop, log in as an admin to the company file you need to import.
- Press F2 to open your product information.
- While your product information is open, press CTRL+B+Q then select the OK button at the bottom of the product information page to begin.
If you track inventory in QuickBooks Desktop:
- Select Yes to bring them over, then specify the starting date
- Select No if you want to set up new items later in QuickBooks Online
- When the conversion is complete, we’ll send you an email. Select the Complete your setup button in the email.
- Sign in to your QuickBooks Online account.
- Choose the company file you want to open.
The QuickBooks Online dashboard opens.
