Sep 17,  · Open quickbooks Software Choose and configure the file you desire to transfer in quickbooks Online Install the quickbooks Desktop software as well as the transfer utility . Jun 05,  · Pending Sales: QuickBooks Online currently doesn’t have a way to mark a sale as “Pending.”. Pending transactions from the Desktop data file are NOT converted to . Update your copy of QuickBooks Desktop to the latest version by clicking Help and selecting Update QuickBooks. Next, click the option to start the data migration: For a PC copy, click .
 
 

Transfer from QuickBooks Desktop to QuickBooks Online | Housecall Pro Help Center.How To Convert QuickBooks Desktop to Online in 7 Steps

QuickBooks Desktop will always be my favorite software product I suggest to my clients to use for their daily bookkeeping and payroll services, but sometimes clients want the ability to use and see their accounts no matter where they are.

QuickBooks Online gives you that freedom. Here is a list of features and their likelihood to convert or not when you are switching to the online version of QuickBooks. Bank account numbers and notes are not converted. Bills — Item receipts are converted to Bills, but the Bill Received checkbox is not converted. Bill Payments — The discount applied to a bill in the Desktop version is converted as a Supplier Credit.

The address on the fill payment check is replaced by the Supplier Address in the Supplier List. Your Desktop closing date is converted, but the password associated with that Desktop closing date does not convert.

Credit card charges are converted into an Expense. Bill payments made by credit cards are converted to bill payments. In QuickBooks Online Essentials and Plus, you can add up to three custom fields on sales forms and transactions themselves.

Not all customer details and job information, however, is converted. The entire Ship to Address is placed in the mail address field, leaving the City, State and Zip Code blank edit later. See chart below for conversion details:. All documents listed under the Company Menu do not transfer along with attachments associated with those documents. Existing finance charges are converted to invoices in QuickBooks Online with no data loss. For sales transactions, group items will convert as Bundles.

For purchase transactions, all components of the group items are converted. Each item of the group will appear on a detailed line when you view the transaction. The zero amount lines are at the start and end of where the group item was so you can see which items were part of the group. The top line shows the group name and the bottom line shows the group description.

Group totals will show on the last line of the invoice in the description field. When you select the option to import inventory, it will ask you to choose a date, which we will use to recalculate your inventory based on FIFO calculations.

Intuit will bring over your current item quantities, item accounts and details, and you will not need to do any work to your inventory after importing. Subtotals do not compute, but are included in the description field for that line on the invoice. Progress Invoices invoices based on estimates and their extra fields are not converted. These include estimate quantities, estimate rates, estimate amounts, prior quantities, prior average quantities, prior average rates, rate, prior amounts, prior percentages, current percentages and total percentages.

In rare instances, transactions such as checks and invoices in your QuickBooks file are converted into general journal transactions. This translation occurs only if QuickBooks Online cannot recreate the original transaction; for example, a check that uses an income account instead of a bank account as its source account.

QuickBooks Online allows you to memorize reports, but none of the reports you memorized in QuickBooks Desktop are converted. You need to recreate the reports in the Online version and memorize them again. However, there are certain ways to create transactions in Desktop that are not supported by Online. Transactions with three different currency types do not convert to Online at this time. Bank and credit card accounts set up for Bank Feeds lose their connection once converted.

Bank rules are also not converted. However, you can use an app to continue paying bills online. QuickBooks Online requires each user who has access to a company file to provide a password when logging in. Usernames and passwords do not convert. You need to fill out an interview in QuickBooks Online to complete setup after importing before you can create your first pay check.

Payroll information is limited during the conversion process and payroll checks will come over as regular checks, so you will need to enter past payroll totals year-to-date payroll information for each employee. Since Desktop has more payroll features, some of the information may be dropped, including pay types and employee personal information. Transactions and the payroll account are converted in order to balance your books, but details behind the transactions such as payroll item breakdown and employee year-to-date numbers do not convert.

Purchase orders are only available in QuickBooks Online Plus. Imported purchase orders that are closed will not be linked to their corresponding bills. You will have to create a new QuickBooks Merchant Service account and will have to close your Desktop one when ready. All the ways you can receive items in QuickBooks Desktop are converted as bills.

See bills and bills payments above for details. Data will import if you have QuickBooks Plus and Essentials accounts support recurring transactions. Lower versions of QuickBooks Online does not support recurring transactions, so before importing delete all recurring transaction templates to avoid system errors. However, in Online, you need to specify the markup percentage when creating the purchase instead of when you create the invoice. Reimbursable expenses and time that have not yet been billed in QuickBooks Desktop is converted as billable expenses in QuickBooks Online.

QuickBooks Online has its own set of reports in the system. While some are similar, others are slightly modified. Although your accrual basis reports will match in both products, your cash basis reports may not. This is because cash basis calculations are somewhat subjective and there are several differences in how the two products calculate what is considered paid. Report customizations are limited in QuickBooks Online, but it does allow for extensive filtering and supports exporting to Excel for further filtering, if necessary.

You can save your customization like memorizing in Desktop and schedule the report to be automatically sent. You can continue to assign sales rep information and filter reports as needed. When assigned a sales rep to sales transactions, you need to enter the name as opposed to selecting it from a drop-down list.

After the conversion: There will be at least two sales tax payable accounts on your Chart of Accounts — one for each old Sales Tax Payable account from QuickBooks Desktop and one for each Sales Tax Agency Payable account in the new QuickBooks Online this is set up automatically for each jurisdiction during the conversion. VAT codes and sales taxes often do not convert but can be fixed with journal entries or by importing only the list and balances.

Ship Via is converted, but when recording the information on the transactions, you need to enter the shipping method manually as opposed to selecting from the predefined list. Your shortcut list and icon bar setting from Desktop are not converted, but QuickBooks Online does have its own keystroke shortcuts.

Tax Support is not exported to TurboTax or any other tax preparation software. Terms feature Online is very similar to the feature in the Desktop version. Terms are imported without change but have an enhancement. QuickBooks Online currently does not have a way to categorize customers, suppliers or jobs with types the way you can in QuickBooks Desktop. When your customers, suppliers and jobs are converted, the lists of types are not. Existing users do not automatically have access to QuickBooks Online.

They have to be re-invited from the administrator on the Online account. The list below indicates what will and will not convert. When you decide to make the change to QuickBooks Online, keep your QuickBooks Desktop file and maintain it until you determine if QuickBooks Online is the right choice for you and your business. Intuit support and your QuickBooks Pro Advisor are also a good source to help in the conversion process.

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Contact Us. Articles QuickBooks Tax. Written by Jamie Lambrecht. June 5, Attachments: Attachments saved in your QuickBooks Desktop file are not converted to the Online version.

Closing Date: Your Desktop closing date is converted, but the password associated with that Desktop closing date does not convert.

Credit Card Charges: Credit card charges are converted into an Expense. Documents: All documents listed under the Company Menu do not transfer along with attachments associated with those documents. Finance Charges: Existing finance charges are converted to invoices in QuickBooks Online with no data loss. Layout Customization sales from templates : These customizations are not converted.

Memorized Reports: QuickBooks Online allows you to memorize reports, but none of the reports you memorized in QuickBooks Desktop are converted. Online Banking: Bank and credit card accounts set up for Bank Feeds lose their connection once converted.

Password: QuickBooks Online requires each user who has access to a company file to provide a password when logging in. Payroll: You need to fill out an interview in QuickBooks Online to complete setup after importing before you can create your first pay check.

Payroll Items: Transactions and the payroll account are converted in order to balance your books, but details behind the transactions such as payroll item breakdown and employee year-to-date numbers do not convert.

Progress Invoicing: This is currently an option for all versions of QuickBooks Online and do convert. Recurring Transactions: Data will import if you have QuickBooks Plus and Essentials accounts support recurring transactions.

Convert quickbooks desktop payroll to online. Converting Desktop Payroll to QuickBooks Online Payroll

It should be possible to complete this by yourself, but if you are not comfortable proceeding with these steps you can contact the QuickBooks support team or your ProAdvisor for help. We know that you probably have a ton of questions about QuickBooks Desktop, QuickBooks Online, and the entire migration process.

As of today, Intuit does not plan to stop selling QuickBooks Desktop. In fact, their edition of the application offers multiple purchasing options, allowing you to purchase a license outright or subscribe to the application with an annual renewal.

But for those currently using QuickBooks Enterprise, the move could be counterintuitive. In many cases yes, but there are some features available in QuickBooks Desktop, particularly the Enterprise edition that are not available in QuickBooks Online. That would depend on your level of comfort on your computer. However, Intuit does offer step-by-step instructions for handling the entire process, so chances are you would be completely fine doing the migration yourself.

There are two major benefits of migrating to QuickBooks Online. There is a Getting Started with QuickBooks Online training guide available that can help you through the entire process from initial product setup to how to customize invoices. While both QuickBooks Desktop and QuickBooks Online offer solid financial management capability, there advantages and disadvantages associated with each application.

Debates over Quickbooks Desktop vs. Quickbooks Online will continue as long as QuickBooks Desktop remains available. Browse hundreds of articles , containing an amazing number of useful tools, techniques, and best practices.

Many readers tell us they would have paid consultants for the advice in these articles. Sign up with your email to receive updates from our blog. Clients and results. More Customers. Cristian Maradiaga. King Ocean. Book a Live Demo. How to transition from paper and excel to eInvoicing. How AP can improve relationships with your key suppliers. How to capture early payment discounts and avoid late payment penalties. How better management in AP can give you better flexibility for cash flow management.

Download Free Copy. Written by Mary Girsch-Bock 19 min read. Download PDF. If you say yes to this, your inventory will be recalculated in QuickBooks Online using the first in first out FIFO inventory method from the start date provided. Identify whether or not to import inventory to QuickBooks Online.

For that reason, we recommend consulting a tax professional before bringing over your inventory to QuickBooks Online. Since you already set up a QuickBooks Online account, select Yes, sign me in :.

After selecting Yes, sign me in , a log-in screen for your QuickBooks Online account will appear on your QuickBooks Desktop account, as shown below:. When signing into your QuickBooks Online account through QuickBooks Desktop, there will be a prompt to verify your identity.

Check your phone or email and then enter the code to proceed:. Identity verification in QuickBooks Desktop. After successfully logging in to your QuickBooks Account, select the QuickBooks Online company that you want the data to import to from the drop-down list.

If you have multiple companies, be careful to select the correct one, as the conversion will replace any existing data.

After you select your company, QuickBooks will work for a few minutes and then give you a confirmation screen similar to this:. QuickBooks data file transfer confirmation. QuickBooks emails you when your QuickBooks Online company is ready, but this could take several hours for a large file. Once you receive an email similar to the one below, click on the Complete your setup button to log in to QuickBooks Online and review your data:. Tip: Exporting lists from Desktop and importing them into Online is only necessary if you were unable to convert your Desktop file using the seven steps above.

For instance, this may happen if you have over , targets or your desktop file is corrupt. An alternative to converting your Desktop file to an Online company is to export important lists from your QuickBooks Desktop company and import them into your QuickBooks Online company. This will transfer your chart of accounts, customers, vendors, products, and services. First, export the lists from Desktop as an Excel spreadsheet. Second, import the Excel spreadsheet into your QuickBooks Online company.

By exporting the following lists from QuickBooks Desktop to Excel, you can save hours of data entry in your new QuickBooks Online company:. Tip: When importing Excel workbooks, QuickBooks Online only imports the first worksheet within a workbook. After exporting Excel workbooks from QuickBooks Desktop, be sure your data is in the first worksheet, or tab, at the bottom of the Excel screen.

First Excel worksheet will import into QuickBooks Online. Navigate to your chart of accounts by clicking on Company from the top menu bar and then selecting Chart of Accounts:. Display a list of your accounts by clicking on Reports at the bottom of the screen and selecting Account Listing :. Export the Account Listing report as an Excel spreadsheet by selecting Excel , then Create New Worksheet , and following the prompts to save the worksheet to your computer:.

Make a note of where you saved the spreadsheet so you can import it into QuickBooks Online later. Navigate to the Customer Center by selecting Customers from the top menu bar and then clicking on Customer Center :. Follow the prompts to save the new worksheet on your computer so you can import it into your QuickBooks Online company later. Navigate to the Vendor Center by clicking on Vendors in the top menu bar and selecting Vendor Center :.

Follow the on-screen prompts to save the worksheet so you can import it into QuickBooks Online Later. Go to the Item List screen by selecting Customers from the top menu bar and then clicking on Item List :. QuickBooks Online will only import the item types Inventory Part, Non-inventory Part, and Service because other item types are part of workflows that differ slightly between Desktop and Online.

Open the Excel workbook you created in the prior step and delete all line entries for items other than the three that will be imported into QuickBooks Online. QuickBooks will create default accounts for your wages, expenses, and liabilities.

When complete, select Done twice. You can make changes to your preferences at any time. Step 2: Export your payroll transactions Each time you process payroll, you’ll see an option to export the transactions from the most recent payroll run.

Go to Payroll , then Overview. From the Shortcuts, select Export. Select the transactions you want to export.

Select Export. Individual paychecks Export paycheck or are missing transactions follow these steps to export.