QuickBooks Data Conversion Services

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Migrate, Convert QuickBooks Data & Company File

What is a Data Conversion Service in QuickBooks?

Prior to delving into the data conversion service in QuickBooks. The data conversion basically deals with switching from one program to another. For instance: It has the ability to convert a program from any version of QuickBooks, Sage or Microsoft to another. There are various instances that call for such a conversion. However, converting the data of QB Online by using QB Data Conversion Services is a perfect choice due to the following:-

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Essential considerations before beginning with data conversion

Before beginning the procedure of data conversion, thoroughly go through the below points:

  • Conduct an analysis and shortlist your criteria in accordance with the QB Online features. QB Online may not cater all your accounting needs. Contrarily, QB has some advanced features handling workflow, managing project, managing client, etc. There are many unavailable advanced features as well like Advanced Inventory, Inventory's average cost, advanced Inventory, etc.
  • You must be a user of QB Desktop 2016 version or the recent ones. Download and update your software if you are using an earlier software. Still confused about the version you are working on? Press Ctrl+1 or F2 to know the details of the version you are using. The product information window is also a gateway to know whether the software needs an upgrade or not.
  • In QuickBooks Online, you may encounter strict character limitations. You can rename the file in case it is not matching the standards.
  • Run the reports and payroll data since these data may not get auto- converted.
  • Once you start with the database conversion services, you will have a maximum of 60 days after creating a QB Online account to convert your files from your desktop. If you are unable to convert within the first 60 days, you’ll have to cancel the QB Online account you made and create a new one.
  • Fix any errors in your QB Desktop inventory before proceeding with QuickBooks conversion. It will prevent data loss.
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How does the Conversion Procedure Work?

Purchase any products of QuickBooks Online as per the needs of your business.

Sign up with your credentials, create a profile related to your company, and finish all the beginning steps.

You are now ready to migrate all your files from the QB Desktop to Online. If you are converting the data from the other program, use the data conversion feature. In case the procedure is not working fill up the migration file or you can also submit a copy of the company file.

While converting data, an automatic procedure is activated wherein you cannot intervene. You will receive data over-writing notification, if any data is replaced while transferring data from QB Desktop to Online.

Intuit will send you an email notification once the file is all set.

Thoroughly check the data with the post-conversion list. You are now on-boarded with the company file of QB Online.

Preparing QuickBooks Desktop File for Conversion to QB Online

To import company file from QuickBooks Desktop to QuickBooks Online:

  1. Step 1: The Desktop File Should Be Ready

    After registering yourself with QB Online, there is a 60 days time period within which you need to transfer from Desktop to Online of QB.

    • Ensure that you are using an updated version of QB.
    • The file size should be within the given standards.
    • You must be aware of what is eligible for transfer and what is not.
    • The target data should not exceed 750,000. To cross-check the info, press Ctrl+1. If the number exceeds, check the customer opening balances from the Online file. However, if the target increases, you can begin afresh or import balances and lists from QB Online.
    • You need a copy of the Sales Tax Liability Report for entering the adjustment entries after moving the data.The steps are:
      • Go to the Reports menu. Select “Suppliers and Payables” and then “Sales Tax Liability”.
      • Hit “All” from the drop-down menu of “Dates”.
      • From the Print drop-down click on Pdf to save it.
      • Save the folder in an easy desirable location.

  2. Step 2: Relocate the Files from QB Desktop to QB Online

    Prior to initiating the data transfer process, you must check the version of QuickBooks. If it is older than the 2018 version or of 2018, simply use the QB Desktop File Restoration Tool for upgradation, then you can continue with the conversion process.

    • QuickBooks Desktop Pro or Premiere

      If you are already using features like inventory and advance reporting, it is recommended to start new since some data cannot be transferred. Want to continue using these features in the Enterprise? You must go for the cloud-enabled version:

      • Log in as an admin and select the file you will be importing.
      • Go to the Company option and select export files menu for exporting company files to QuickBooks.
      • Click Start for the export option.
      • Open the company files of QB Online as an admin.
      • Hit on Choose Online Company Option followed by QB Online Company for replacing the company file.
      • Tap on Continue
      • If the QB Desktop is involved with stock trading: Click on Yes and enter the date. Tap on ‘No’ if you are planning to add any items in QB Online.
      • Type “Agree” and hit on “Replace”.
      • Hit on Yes and proceed on replacing the data.
    • QuickBooks Desktop Enterprise

      If you are already using features like inventory and advance reporting, it is recommended to start new since some data cannot be transferred. Want to continue using these features in the Enterprise? You must go for the cloud-enabled version:

      • Log in the selected file you want to transfer as an administrator.
      • Hit on Ctrl+1 to open the window of Product Information.
      • Press Ctrl+B+Q and then OK to open the export window.
      • From the export window tap on “Start”.
      • Log in again as an admin in the company version of QB Online.
      • Select the “Choose Online Company Section”. Select the file you want to replace.
      • Tap “Continue”.
      • If the inventory is added by the QB Desktop: Click on Yes to move it during data conversion. Tap “No” if you want to add it later.
      • Before tapping on “Replace”, enter “Agree”.
      • Hit on “Yes” for replacing the procedure and then hit on “Replace”.

  3. Step 3: Switch to QB Online

    After setting up with all the conversions, start accessing QB Online. To start using QB Online:

    • Link the credit card or bank account.
    • You can now create and send invoices to the customer. Besides, set up location based sales tax tracking, if you want to track sales tax.
    • Track the bills and also get acquainted with all the steps of paying the bills in QB.
    • Learn to use QB payroll, in case you are planning to use it.
Benefits of converting QB Desktop to Online

Benefits of converting QB Desktop to Online

QB Online can solve all your accounting and business. The data service provider assists in the below ways:

  • You have the options of creating and customizing sales documents and invoices.
  • Add another user to your QB accounts and give the person specific access.
  • You can easily run QuickBooks Online on both Windows and Mac.
  • It is user-friendly and there is no need to undergo any steep learning curve.
  • Contact the support anytime you face a difficulty.

Converting data from other software programs to QuickBooks Online

This section is all about using data conversion service from other accounting programs to QuickBooks Online.

  • Converting to QBO from Sage or Microsoft Small Business Accounting/ Office Accounting

    When you are planning to convert data from Microsoft Small Business Accounting or Sage to QB Online using QB data service provider, it works fine on importing data. Moreover, you can also use the other free converting tools with older Microsoft like MS Money, MS Office Accounting, etc. Finish backing up all the data with QB Desktop prior to conversion.

  • Importing MS Excel Files

    A user also can import inventory info, supplier, chart of accounts, customer from the spreadsheet (Excel). To prevent losing access to any important data, keep a backup beforehand. At the time of importing Excel files from the PC, the spreadsheet automatically opens in QB. To import items:

    • Under the file menu, pick “Utilities”.
    • Tap on “Import” from “Utilities” drop-down.
    • Tap on Excel file.
    • Enter the type of data you are importing.
    • Enter the info, save and close the file.
    • Review the results.
    • Once completed, take an exit.

    • For additional import and conversion, return here.

Converting data from other software programs to QuickBooks Online

How does QuickBooks Data Conversion Services from a third party help?

Sometimes the conversion  process can be a difficult task and require expert’s assistance. Thus, by hiring third-party services, you can avoid the unnecessary headache. As we already know, that one wrong step can lead to data loss. Therefore, carrying out a phased migration is important.

Experts may follow the following procedures for data conversion:

  • Determining your needs

The specialist team related to data conversion are from QB Data Conversion Services domain. It involves understanding the business and the current system. The experts will recommend the QuickBooks product as per your needs.

  • Setting up Template Files

In this procedure, the workflow is developed to fit QB perfectly. The data from the current accounting system needs to be absorbed wholly. Thus, try double-entry on both the new QB file and your earlier system during this tenure.

  • Training the team

It is important for the team to be aware of all the operations of the new system. Hence, it is only with proper training, there can be a successful transition.

  • Closing and Reviewing the Books

The specialists of the QuickBooks Data Conversion team will decide whether additional data is required. Firstly, a thorough double-checking will be conducted prior to the completion of the importing process. Moreover, to transfer any additional files, it will extract it from the old system and put it into QB.

  • Following up and Maintenance    

The Data Conversion Services team will allot you a specific time period for monitoring the data while working. Any problems will be immediately resolved. And, if any data is left behind in the older system will be retrieved. They will ensure you the accounting system.

Downloading and Setting up the QB Conversion Tool for Conversion from Sage 50

You must follow the given steps to download QB  Conversion Tool.

Step 1: Verify the Conversion Requirements

Before beginning, you must check the following requirements:-

  • Operating System: Windows 8.1, Windows 8, Windows 10.
  • Processor: At least 500 MHz Intel Premium is required.
  • RAM: 512 MB.
  • Hard Drive: 2.5 GB free space.
  • Microsoft .NET Framework: Version 2.0
  • QuickBooks Desktop Version: 2018 or higher, Premier, Pro or Enterprise.
  • Sage 50 Quantum and Sage 50 Version: 2015 or higher.

Other things to consider include the following:

  • Your system must have .NET Framework 2.0 installed.
  • The QB Desktop must be installed and registered from beforehand.
  • The device you are using must be compatible with QB Desktop.

Know what can get converted:

A user can be able to convert:

  • Vendor and Customer transactions.
  • Item, Employee, Account, Customer and Vendor Lists.
  • Paychecks which are already converted into journal entries.
  • Account balances.
  • Info of account balance related to Payroll General Ledger.
  • Contact details and profile of the employee.

Know what can’t get converted: 

The user will not be able to convert the:

  • Work tickets.
  • Salary info of individual employees or the info like deduction.
  • Fixed assets.
  • Payroll transactions and employee info from year-to-date.
  • All the payroll items used for calculating paychecks.
  • Totally or partially closed Purchase Orders, Sales Orders and Estimates.

Limitations of service while moving from Sage 50 to QuickBooks Desktop / Online with the QB Conversion Tool

Chart of Accounts numbers position

QB Desktop does not support beyond the chart of accounts more than seven. The Tool cannot run when the number is beyond seven.

Future date transactions

For the journals with a future date, the transaction will be updated later in QB Desktop.

Limitations of multi-currency

The data related to foreign currency will be converted to the local currency.

Reverse journals are posted

You may encounter some reversal journal entries in QB. However, if you erase them, differences will crop up.

Step 2: Preparation for Conversion

Preparation for conversions and avoiding errors to save the local files.

  • Your system must have QB Desktop as well as Sage 50.
  • They must be saved in the local hard drive. It is normal to show errors when hosting a file over a server or a file. Additionally, the conversion  should take place on the server computer, if the data file is stored in the same location. 
  • Take a backup of the Sage 50 data before executing the process.

Step 3: Setting Up Sage 50

You must have an admin access for the following: 

  • Install Sage 50 with the file you will be converting.
  • Click on “Maintain” under the main menu.
  • Hit on “Users” and then “Setup Security”.
  • Tap on Crystal Reports/Data Access.
  • Pick with the Login info. You cannot change the ID.
  • Tap on Change to create a transfer password. The password should be within 8-character else the tool will not work.
  • Click on “Ok” and exit Sage 50.

Step 4: How to Download the Conversion Tool

Now, let’s go through the installing and downloading procedure related to the conversion tool:

  • Visit QB’s official site to download the conversion tool.
  • Download and save it to somewhere easily accessible.
  • Access the file from the system and open it with a right-click.
  • Tap on “Properties”. From the “Compatibility” mode to check compatibility for running the program.
  • The final step is to right-click on “QuickBooksConversionToolSetup.exe” and tap on run.

Step 5: Converting your data

Continue with the conversion as recommended by the data conversion services of QuickBooks:

  • Tap on Browse from the conversion 
  • Locate the file in Sage 50 that you want to convert.
  • Select the Sage 50 file from the drop-down menu of Database Name. You’ll need to perform tap, scroll, and click in case of multiple fields. 
  • Enter the Sage 50 password you created now.
  • Move to the next step. Pick the version of QuickBooks where you are transferring the Sage data. Avoid special characters to avoid errors.
  • Browse the folder where you want to save the converted data and tap on ‘Next’. If you do not select a specific folder for saving the file, the file will be saved in “My Documents”.
  • Review the entries before initiating the conversion. Eventually, the QuickBooks will be launched and the App Certificate window will request access.
  • The QuickBooks software will auto-launch and a certificate pops up. Tap on  ‘Yes’ and continue.

Possible Errors while Using Conversion Tool

The Quicken users of 2011 or earlier versions can easily following steps:

  • Download QuickBooks Conversion Tool. The tool is not required if you are transferring from within the same program Quicken.
  • Install the Quicken converter and press ‘Next’.
  • Mark the terms and conditions  checkbox, Install and tap on “Next”.