Quickbooks Enterprise / desktop (US)
What is Converted?
- Contacts
- Chart of Accounts
- Inventory items
- Classes
- Open invoices & bills
- Closed Invoices & Bills for the Transactional Period Converted
- Transactions
- Payroll
Some types of transactions may also lead to conversion issues please see more information about these here.
What we don't Convert?:
- Source files that have used multi-currency. USD must be the only currency.
- QuickBooks desktop for other territories - e.g. Australia or Asia as the taxes are handled differently in both QuickBooks and Xero.
- Inventory Quantities - this can be setup post conversion for tracking see here
- Payroll - Payroll movements will be recorded for financial assurance however setup of payroll and employees is not completed.
- Billable Expenses do not convert as Xero does not have the functionality.
How to Back-Up my QuickBooks Desktop File
You only need to provide a backup file if you cannot upload the raw QBW file. To create your backup, follow the instructions in this link or the screenshots below:
NOTE: Please do not take an Accountants backup as these cannot be used for conversion.
1. Open the company file that you want to back up, once the company file is open go to File > Back-up company > Create Local Backup
2. Make sure Local Backup is select and then select Next
3. Select Browse to choose where to save your file once select OK
4. Select Use this Location - as this is a backup for instant upload and not safe keeping there is no issue with saving it on the same hard drive
5. Ensure Save it Now is selected and then select Next
Your file is now ready to be uploaded via our website!
If you have taken a QBB extension backup and there is a password please add the password on the details page.
Condensing a QuickBooks Desktop File
QuickBooks files cannot be purged, but you can clear old transactions with the Condense Data Tool.
Note -
- Make sure you have a backup in case things go wrong.
- If you condense you will not be able to access any of the history removed from the file.
- Please note that if you are successful in getting the file size to less than 800MB it is still a very large file and could take longer than the usual 5 business days to complete. Also, there is no guarantee that we will be able to convert your file, once reduced.
Please see the steps to condense your file below:
- Click "File" in the main menu bar.
- Select "Utilities" followed by "Condense Data".
- Click to enable the "Transactions before a specific date" radio button in the Condense Data window.
- Enter your preferred date in the "Remove transactions before" field.
- Click the "Next" button and then click "Next again" to complete the procedure.
- Create a summary journal entry for each month
- Select "Select None" for Removing the transactions, and similarly with not removing the lists (we will need those).
- Begin Condense
Conversion Process
This procedure is for our regular conversion service where we create the Xero Organisation and transfer it to your nominated Xero subscription email address. If you wish to convert into an existing Xero Organization please see this knowledge base article here.
Step 1: Pre-conversion preparation
There is some 'tidy-up' work that we recommend you do in the file prior to conversion:
Please see here for pre-conversion tidy up recommendations.
Step 2: Create a backup for upload
- Start the conversion via our website.
- Select Upload your File - locate the file on your device and once selected click Load
- Fill out the details on the following page ensuring to include the Password for the file. The select Proceed.
Step 3: Select your conversion service
You will receive an email advising go to your status page to select your Package selection. This may just be a matter of seconds or make take a few hours, it depends on the data in your source accounting software.
Step 4. Client input
At this point, once we have read the source accounting data, we may require your input to continue. If so we will send you an email. Some of the reasons we might require your input are:- You Selected a Premium package and need to complete your Bank Account Mapping.
- You have Non Standard Tax Codes in the Source data that need to be aligned to Xero standard tax codes.
- You have selected a package that does not accommodate the data in your file and we need your approval on how you would like to proceed.
From here we take up to 3 business days to complete the conversion with MYOB desktop files, and up to 5 business days for all other software types. Accelerate packages receive priority service so that we deliver as quickly as possible to you.
At this point, once we have read the source accounting data, we may require your input to continue. If so we will send you an email. Some of the reasons we might require your input are:
- You Selected a Premium package and need to complete your Bank Account Mapping.
- You have Non Standard Tax Codes in the Source data that need to be aligned to Xero standard tax codes.
- You have selected a package that does not accommodate the data in your file and we need your approval on how you would like to proceed.
From here we take up to 3 business days to complete the conversion with MYOB desktop files, and up to 5 business days for all other software types. Accelerate packages receive priority service so that we deliver as quickly as possible to you.
5. All done!
At the completion of the conversion, you will receive an email with your post-conversion Action Checklist with recommended next steps. It is extremely important that you follow the instructions in this document.
The Xero subscriber is sent an email from xero.com with a link to taking over the Xero subscription. Click on the link in this e-mail and then either login using an existing Xero username and password, or register with Xero if you have not done so before.
Here is a link to more information with screen grabs on the conversion process.
Here is a link to more information with screen grabs on the conversion process.
Problem transactions in QuickBooks desktop for Conversions
- Manual journals to control accounts - We convert these however need to journal to a conversion clearing account then generate a transaction acceptable by the system account to ensure that the conversion clearing account is always cleared upon completion of the conversion.
- Multiple Accounts Receivable / Accounts Payable accounts - As Xero only allows one we need to merge them.
- The Conversion will be completed and to you in 5 business days. We will contact you if it looks like it might take longer.
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Quickbooks Online (US)
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