This article will help you in understanding what data doesn’t convert when you switch from QuickBooks Desktop to QuickBooks online.
While switching from QuickBooks Desktop to Online, you need to keep some important things in your mind. You may notice that some transactions that were there in the Desktop version but not available after converting to online or a report is not matching with the previous version. In this article, we will be providing you the full-fledge information regrading what data converts to QuickBooks and what not.
How your books convert from QuickBooks Desktop to QuickBooks Online
- Assemblies will be stated as Bundles in the Online version and it will be available in Products and Services list.
- The components of assemblies will be converted as purchase transactions.
- All assembly items will be visible on a detail line while you open a transaction.
- Zero amount lines can be found that beginning and the bottom of the group item. You will be able to see which item was part of which group.
- Group name is shown on the top line and the group description will be shown on the bottom line.
- Last line of invoice in the Description column will show the Group Total.
Any attachments available in QuickBooks Desktop won’t be converted to QuickBooks Online.
- The audit trail doesn’t get converted after switching from Desktop to Online version of QuickBooks.
- QuickBooks Online comes with its own Audit log that includes all the transactions and users who access your books.
Bills and bill payments
- The “Bill received” preference doesn’t get convert after switching from Desktop to Online version of QuickBooks.
- If the QuickBooks Desktop had a bill discount, it will be converted to a Vendor credit in QuickBooks online.
- Vendor address replaces the address mentioned on the bill payment check on your Vendor list.
- QuickBooks Online will only have the Profit and Loss budget types converted.
- Only QuickBooks Online Plus and Advanced has the Budgets feature.
Chart of accounts
- Bank account numbers and notes doesn’t get converted after switching from Desktop to Online version of QuickBooks.
- QuickBooks Online comes with additional account type known as Detail type.
- The Detail type will work as the Undeposited Funds. It will automatically be assigned to an account and it can be modified after the conversion process.
Closing date password
The closing dates of QuickBooks Desktop will be converted to the online version whereas the passwords won’t be converted.
Credit card charges
- The credit card charges in QuickBooks will be named as Expenses in the online version.
- Bill payments processed from credit cards will be named as bill payments in the online version.
Custom fields on lists
Custom fields of QuickBooks Desktop doesn’t get converted after switching from Desktop to Online version of QuickBooks.
Customers and jobs
- Jobs in QuickBooks Desktop are converted as sub-customers.
- The Ship To Address will be saved in the main address field in which the City, State/Provice, ZIP code, and Country fields will be left blank.
Things that will convert to QuickBooks Online
- Company Name
- First Name
- Last Name
- Alt Ph.
- Bill to Address (except Note)
- Ship To Address (except Note)
- Tax code/item
- Preferred Payment Method
- Note (up to 4000 characters)
Things that won’t convert to QuickBooks Online
- Inactive status (the status will show as inactive until any of the unbilled charges are imported)
- Customer Type
- Price Level
- Custom Fields
- Credit Limit
- Job Status
- Start Date
- Projected End
- End Date
- Job Description
- Job Type
- Credit Card Information
- Early payments discount will be converted as credit memos and they will get applied to the outstanding balance of one of the customers.
- Discounts provided by your vendors will be converted to vendor credits and they will get applied to the outstanding balance of a vendor.
Documents and attachments doesn’t get converted after switching from Desktop to Online version of QuickBooks.
- All the estimates created by you in QuickBooks Desktop will be converted to QuickBooks Online the way they were.
- “Closed” tag will be assigned to Active estimates.
- “Rejected” tag will be assigned to Inactive estimates.
- Estimates used for progressive invoicing will have not relation to the invoices created in the desktop version.
- The existing finance charge invoice will be converted as invoices.
- An open invoice report can be accessed to check the customers that are overdue. You will have to add finance charges manually to display on the future invoice of your customer.
Inactive items on lists
- If any of the name is there with no balance, it will be converted as inactive after switching from Desktop to Online version of QuickBooks.
- Inactive accounts, customers, or vendors convert. They are shown as active only if they have an open balance. If you want to convert inactive names as well, you require QuickBooks Online Plus and Advanced.
Item receipts are converted as Bills after switching from Desktop to Online version of QuickBooks
- Only QuickBooks Online Plus and Advanced comes with the inventory feature.
- While importing inventory from desktop to online, you will be asked to select a date. Dates are required to recalculate your inventory depending upon First-In, First-Out calculations.
- Inventory Assembly feature is available in QuickBooks Desktop but not in the online version. In QuickBooks Online, they are known as Bundles. A bundle basically is a bunch of products and services that you provide to your customers together. These bundles are used when you don’t have to transfer and track the finished products before you sell them.
QuickBooks Online doesn’t have some invoice features that you get in the desktop version. In such cases, you data will be converted as:
- Logos will be converted after switching from Desktop to Online version of QuickBooks
- PO No will convert to Custom Field 1 after switching from Desktop to Online version of QuickBooks
- Sales Rep will convert to a Custom Field after switching from Desktop to Online version of QuickBooks
- Subtotals are not converted but still will be included to the Description field.
- Progress Invoices (invoices based on estimates) and their extra fields are don’t convert.
- Other and Other Customer custom fields.
- Billable statuses don’t get converted to the online version. QuickBooks Online doesn’t come with the option to create a journal entry billable.
- Some transactions such as checks, or invoices may get converted as journal entries. This may happen if recreating your original transaction has too much of complexity.
Layout customization (sales from templates)
All your logos will be converted whereas the custom sales templates won’t get converted.
- The reports you memorized in QuickBooks Desktop won’t be converted to online.
- QuickBooks Online comes with the option to memorize reports but you still have to create those reports in QuickBooks Online again.
All the transactions that were memorized in QuickBooks Desktop doesn’t get converted after switching from Desktop to Online version of QuickBooks.
- Transactions that have 3 or more different currency types doesn’t get converted after switching from Desktop to Online version of QuickBooks.
- The multi-currency preferences set by your in QuickBooks Desktop will get imported to QuickBooks Online.
- Multi-currency feature is only available in the QuickBooks Online Plus and Advanced version.
- All the bank accounts and credit card accounts added to the Bank Feeds in QuickBooks Desktop will no longer available in QuickBooks Online.
- Bank rules don’t convert.
- You will have to reconnect bank and credit card accounts to keep downloading transactions.
Online bill payments
- Those checks that were tagged as “To Be Sent” will get converted whereas the online bill payment status won’t.
- If you want to pay bills in QuickBooks Online, you will have to set up a new online bill payment.
Other names list will be converted as vendors because QuickBooks Online doesn’t come with the other names list.
- None of the username and passwords are converted from Desktop to QuickBooks Online because of security threat.
- You will have to save all usernames and passwords again in QuickBooks Online.
Because QuickBooks Desktop comes with more payroll features as compare to the QuickBooks Online version, your data will be converted in the following way:
- Paychecks are transferred as regular checks in QuickBooks Online. Once the payroll is set up in QuickBooks Online, you will have to create paychecks.
- Ongoing year’s paycheck information is imported in QuickBooks Online as lump sums. If it is not imported at all, you have to provide previous year-to-date payroll information for each employee.
- Date of birth converts
- Gender converts
- Social Security Number converts
- Direct deposit account numbers convert
- Bank names will convert
- Routing numbers convert
- Transactions and payroll accounts gets converted easily but the information behind them are skipped.
- The transactions affecting your accounts such as Liability refunds, adjustment transactions, and opening balance are converted to journal entries.
- The employee pay schedules and items gets converted but you still have to map some of them manually to let QuickBooks Online know how to calculate them.
If QuickBooks Desktop had some pending transactions, they won’t be converted to QuickBooks online.
- Price levels doesn’t get converted after switching from Desktop to Online version of QuickBooks
- You can’t automatically adjust prices of items in QuickBooks Online.
Printed mailing labels
The mailing labels are not printed in QuickBooks Online. You will have to create a customer, vendor, or employee addresses report.
You can export to Microsoft Excel and then print mailing labels.
- Closed purchase orders and their corresponding bills won’t be linked to each other.
- Only QuickBooks Online Plus and Advanced versions have the purchase orders option.
The payment account needs to be unlinked from your QuickBooks company file and then you have to reline to QuickBooks Online post conversion.
Receive items in QuickBooks Desktop are converted as bills after switching from Desktop to Online version of QuickBooks.
The reconciliation reports you created in QuickBooks Desktop doesn’t get converted to QuickBooks Online. QuickBooks Online show an “R” in the cleared column for all the reconciled transactions in register.
- The recurring transaction templates are not supported by the QuickBooks Online Simple Start. You need to remove all the recurring transactions and templates from QuickBooks Desktop before you start the conversion process. This will help you in avoiding possible errors and conflicts.
- The recurring transactions are support in QuickBooks Online Plus, Advanced, and Essentials.
- Expenses that are reimbursable that are not billed will get converted as billable expenses.
- QuickBooks Online comes with “billable expenses” instead of the reimbursable expenses and both them are almost identical.
- You need to assign the markup percentage in QuickBooks Online while creating the purchase instead of invoice.
Still In Confusion?
The information provided in this article should be helpful for you in understanding the data that will be converted while switching from QuickBooks Desktop to QuickBooks Online. However, this is a crucial process and you need to perform each step carefully because even a small or minor mistake can even data loss issues. If you are not sure about performing data migration from desktop to online if you are sure completely sure about the process. However, if you are not sure, you are recommended connecting with the QuickBooks Data Services team. For this, you need to dial our toll-free QuickBooks Support Phone Number +1805-900-6410 and get instant solution for all kind of processes in QuickBooks.