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QuickBooks FAQs - Moving from QB Desktop to QuickBooks Online

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QuickBooks FAQs - Moving from QB Desktop to QuickBooks Online

FAQs - Frequently Asked Questions

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What happened to QuickBooks Desktop ?

QuickBooks Desktop has been discontinued. You cannot buy it any longer. Users in UK, Ireland and EMEA need to move to something else.
It isnt going to be brought back - sorry.

QuickBooks Online - Quick Crash Course - What does it look like ?

Why was QuickBooks Desktop Discontinued ?

QuickBooks desktop was based on an old architecture - thats has been around for 20 years. While it was a smashing product with a great price - it just wasnt feasible to keep it going.
There were lots of valid reasons. Some might include: old database wasnt scalable, newer operating systems requirements, no MAC or Android support, corruption risks, security and ransomware a growing problem, move to a product that offered mobile working, limitations on connecting to other applications, MTD requirements, support challenges (eg training personnnel on legacy software) and lots more.
Sometimes a complete rewrite from scratch is just the right thing to do.

When is the Switch Off Date for v2018-2021 Editions ?

The switch off date for QuickBooks Desktop users (on v2018,2019,2020 and 2021) on an active subscription is Jan 31st 2023. You can purchase an extended renewal from Jan 31st 2023 to June 30th 2023 from AxonWare. There is a no refund policy on all renewals.

But surely I can just keep on using QuickBooks Desktop afterwards?

No! The application stops working completely. You cannot run reports or enter new transactions at all. (Just like what happens when you stop a subscription). This is latest information we have from Intuit. We dont expect this to change. The policy for UK & Ireland editions is a complete switch off. (USA editions of desktop may have a different policy - so be careful geographical Intuit pages you are reading from)

What happens to my QuickBooks Desktop data?

In QuickBooks Desktop - your data (customer, suppliers , accounts and transactions) are stored in a data file for each company you set up (ending with .QBW).
If you use QuickBooks Desktop for multiple businesses you will have a .QBW data file for each one.
The data files dont get deleted when the QuickBooks application stops working.
When you open QuickBooks Desktop and hit F2 (or FN F2 for some laptops) it shows the location of your data file. It also shows other information such as file size, targets, no of items, customers, suppliers.

The typical default location for your .QBW data files is usually
C:\Users\Public\Documents\Intuit\QuickBooks\Company Files\

Will there be some kind of QuickBooks Desktop Read Reporting tool solution ?

Intuit hope to have a QuickBooks Desktop Reporting tool in v2023 - so users might be able to run reports.
Update: 03/03/23
Axonware managed to see a beta copy of this tool. From what we have seen so far (on the first beta) is a very much restricted in terms of functionality compared to the full product. Intuit seems to be taking an approach that a user would need to upload their .QBW data file to the portal every time they want to run a report! Access to customer, supplier and chart of account menus are greyed out. Intuit seem to suggest the reporting tool is for a once off export to excel and not for eveyday use.

What Desktop Reports could I run now to help make life easier ?

The great thing about QuickBooks Online and Desktop is that you can reports and export to Excel.
Our advice is run the reports you need now. Dont wait for a reporting tool that has less functionality.

Here are a few suggestions:

- P&L Total by YEAR (Go back 7 years)
- P&L Total by Month (Go back 7 years)
- P&L Total YTD / Prior Year
- Balance Sheet Report YTD
- Balance Sheet Report (Last Year)
- Balance Sheet Report (Previous Years)
- Balance Sheet Report - Total by Year (go back 7 years)
- Total Sales per customer (Total by Year)
- Trial Balance Report

Run QuickBooks Desktop Reports - on critial accounts in the Charge of accounts

Hit CTRL A (to bring up the chart of accounts.
Go to the first Bank account
Right Click then QUICKREPORT
Change the date range to ALL DATEs (hit the letter A)
Hit the EXPORt button.
Export each account to its own sheet in Excel.

Right Click then QUICKREPORT
Change the date range to ALL DATEs (hit the letter A)
Modify the Columns your want displayed
Hit the EXPORt button.
Export each account to its own sheet in Excel.

Repeat the process for all accounts.

What about older QuickBooks Desktop Versions like v2016 and Earlier ?

If you are on v2016 or earlier your QuickBooks may continue to work. However these products are gone end of life and are no longer supported by Intuit. Installation will be a challenge as Registration and Activation severs will most likely no longer be active. Reinstalling an old QuickBooks may not be an option. Users who are still on v2008 - 2016 need to seriously be thinking about moving off QuickBooks Desktop very soon.

You cannot add extra desktop seats. You can run into technical problems without a fix. Windows 10 and Windows 11 are problematic for older versions. Internet Explorer has been withdrawn by Microsoft in June 2023. QuickBooks Desktop had used many Internet Explorer components as part of of its install.

Will Axonware support on QuickBooks Desktop ?

No. Axonware do not provide support on QuickBooks Desktop. We may offer consulting on a paid basis for select customers for a limited time. It just isnt feasible to support a legacy application.

Could this date change ?

Not likely. You should be planning to get off QuickBooks Desktop as soon as possible.

Can I export automatically from QuickBooks Desktop to QuickBooks Online ?

No. There isnt an automated script or application to move transactional data to QBO.

Open Balances - Might be the Safest Way Forward

If you are moving to QuickBooks Online - you might want to consider starting off with opening balances. Usually this is best done before key dates like the year end and/or the VAT year end. See some tips in the screen shots below

But I really want my historical data in QuickBooks Online

You may have seen terms like Seamless Migration from QuickBooks Desktop . We urge caution and take everything you hear with a pinch of salt!

QuickBooks - What about Import Partners for Moving data ?

Yes, Intuit have some offical import partners who may be able to bring in some data - but results can vary. It depends on your data file. We recommend that you do a thorough analytical review of what gets brought in.

When you buy QuickBooks Online from AxonWare we can direct you to one of these consultants. Some may offer an opening balance service. (Note Axonware is in no way responsible for the quality of conversion service. They are unconnected with AxonWare)

Intuit are subsidising some of the cost.
If you want to mirror multi-currency transactions, inventory or transactions or beyond 1 years data you will most likely incur additional fees.

What is QuickBooks Online ?

QuickBooks Online (UK or Irish Edition) is a financial accounts solution for small or medium sized businesses. It is a simple easy to use Cloud Accounting solution. It is very suitable for users on a MAC or Android device or Windows users who want a simple accounting solution with no fuss.

QuickBooks Online - How much does it cost

Axonware have discounted offers on new QBO companies.
You pay per company.

QuickBooks Online Plus

QuickBooks Online Essentials

QuickBooks Online Advanced (UK Version only!)

QuickBooks Online - Key Features

5 Users as standard for QuickBooks Online Plus. QuickBooks Online Essentials allows 3 user No there isnt a single user option.
• Easily create and send sales invoices, enter supplier invoices, record expenses.
• Easily generate financial reports such as P&L, Balance sheet, Trial Balance.
• Track VAT
• Manage account receivable and accounts payable. Send statements and payment advices.
• Download UK or Irish bank statements (check to see if your bank is supported) to assist in recording bank transactions.

• QBO is a subscription service that runs on your browser. You dont need to download or install any special software e.g. Safari, Chrome, Firefox or Internet Explorer. Latest versions recommended.
• Platform independent: It runs on MAC, Windows or Android.
We've tested it on PC, iPAD, Samsung Galaxay Tab.
• All your data is held on Intuits servers with Banking level security.
• QBO should be of interest if you've switched from Windows platform or mobility is important.

Great P&L Reports

One of the biggest selling points of QuickBooks - is its reporting. Buckets of reports. Easy to generate, modify and export to excel.

How to Create an Invoice in QuickBooks Online

Creating an Invoice in Quickbooks is easy peasy! You want to be able to generate an invoice in a jiffy. You can just as easily create a quote, record a payment or book at credit!




Why Use AxonWare?

Axonware have been supplying QuickBooks as far back as 2005. We have thousands of QuickBooks Desktop and Online.

Comparison QuickBooks Essentials v QuickBooks Plus

QuickBooks Comparison Essentials Plus
Create & send invoices on the go Yes Yes
Snap & sort receipts Yes Yes
Download bank transactions automatically - Irish Banks, UK Banks and thousands more Yes Yes
Free mobile app Yes Yes
No. of users 3 5
Improved VAT handling. VAT3 and RTD type reports for Irish editions. MTD compliane for UK QBO editions. Yes Yes
Manage bills & payments Yes Yes
Run UK payroll Yes Yes
Handle multiple currencies NO Yes
Create Budgets & Purchase Orders No Yes
Track employee time No Yes
Manage stock No Yes

Summary Note for Irish and UK Users of QuickBooks Desktop legacy products

Note you are moving from QuickBooks Desktop - you cannot export transactional data to the QuickBooks Online (QBO) Irish or UK edition automatically.
You will most likely have to start off the with opening balances as a specific date.

You may be able to avail of a conversion service to bring in two years of data. This is very much file dependant. There is a backlog.

Exporting your customers from QuickBooks Desktop


Uploading your customers to QuickBooks Online from Excel

Repeat this process for SUPPLIERs and STOCK/ITEMs

QuickBooks Online Demo Company - Try it out!

Announcement from Intuit Regarding a REPORTING ONLY Tool

Please note that Axonware urges caution on all announcements about reporting tools fucntionality and potential release dates.

More from Intuit (Dec 2022)
We have some exciting news... Data Export Tool Weve been busy over the last year developing a solution to one of the biggest concerns around migration to cloud-based accounting software… easy access to historical accounting data.

Youll be able to login to the Data Export Tool on your web browser using your QuickBooks account credentials (if you don't have a login, youll be able to create a new account). Once you’re logged in, youll need to upload your QuickBooks Desktop company file, before accessing your records and exporting the data you need.

This functionality allows you to comply with potential audits, download any documents you wish to keep locally, and only migrate the data you need for your new platform. This solution means you only pay for the data you need, with free access to historical data should you need it for compliance purposes.

When will the Data Export Tool be ready? Work is already well underway and we'll be working hard to deliver this tool at the earliest possible opportunity.

Rather than wait for Intuit to launch a tool for data export / reporting – it might be better to export the reports that you need to excel?
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