Business

What Next After Migrate QuickBooks Desktop to QuickBooks Online

QuickBooks Desktop to QuickBooks Online

Before using QuickBooks Online, you must complete a few steps. Before making any changes to the data or entering new transactions, it is best to finish these as soon as possible. After the conversion from QuickBooks Desktop to Online, go through the following checklist to ensure all of your data is transferred as planned and to import any data that wasn’t migrated.

Things to do After Migrated to QuickBooks Online from QuickBooks Desktop

Check your data by comparing reports

To be sure your data was migrated correctly, compare the reports below in QuickBooks Desktop and QuickBooks Online:

  • Balance Sheet Report
  • Trial Balance – All Dates
  • Customer Balance Summary – All Dates
  • Supplier Balance Summary – All Dates
  • Sales Tax Summary Report for the most recent period
  • Any other reports you’d like to check

Run the reports using All Dates and change the accounting method in QuickBooks Online and QuickBooks Desktop to accrual to check your data.

Confirm company settings

We can move your accounting data into QuickBooks Online, but we can’t transfer information like your company’s name, address, or email address. By following the instructions below, you must enter this data in your QuickBooks Online company.

  • You have to select the Settings (gear icon) menu, then you have to select Account and Settings.
  • Enter your company’s name and contact details on the Company tab.
  • To get monthly invoices from Intuit for your QuickBooks Online subscription, enter the email address in the Company email box.
  • Enter an email address in the Customer-facing email box if you do not want your customers to reach you at the company’s email address.
  • Then you have to select Save.

Configure your sales tax settings

Before you use QuickBooks Online, make sure that it is configured with the appropriate CRA Business Number and filing frequency. If your company is not sales tax registered, you can skip these steps.

  • You have to go to Taxes and then you have to select Sales tax.
  • Then you have to select the Set up sales tax button.
  • Select Save after selecting the province or territory where you can do business.
  • On the following screen, you have to provide the information that is required, and then you have to select Next.
  • Then you have to select OK on the next screen.
  • At any time, you can return and change these settings.

Connect bank and credit card accounts

Bank and credit card information is not moved when you migrate from QuickBooks Desktop to QuickBooks Online for your security. Follow these steps to link your accounts in QuickBooks Online.

  • Start by going to Bookkeeping, then you have to select Transaction, then you have to select Bank Transactions.
  • If you already have an account, choose Add Account or Connect Account from the landing page.
  • Then you have to search for your bank.
  • Choose Continue, then you have to fill out the pop-up window with your login information for your bank’s website.
  • Choose the accounts you wish to connect.
  • Choose the appropriate account type from the dropdown option for each account.
  • Your chart of accounts currently lists these accounts.
  • Then you have to select the date range that you want to download.
  • Choose Connect.

Clean up bank reconciliations

  • It assumes that no bank transactions have been reconciled because you haven’t done one yet in QuickBooks Online. For QuickBooks to only take future transactions into account for reconciliation, you must instruct it to mark all transactions up to the conversion date as reconciled. Choose Reconcile from the Settings (gear icon) menu.
  • Select Reconcile Now after selecting the appropriate bank account from the drop-down box, entering the Ending balance, and selecting the Ending date.
  • The transactions are shown in a list.
  • To choose every transaction in the list, check the boxes at the top.
  • Make sure you have selected every transaction in both columns if the data is in two columns.
  • You have to find transactions that haven’t been cleared yet and uncheck them. 
  • You have completed the reconciliation when the Difference is zero.
  • Then you have to select Finish Now.
  • For every account you have connected to QuickBooks Online, you have to repeat these steps.

Link payments and credits to open invoices

You might see names with zero balances in your A/R and A/P aging reports because the transactions transferred into QuickBooks Online did not link invoices with their corresponding payments. By activating the Automatically Apply Credits feature, you may quickly link credits and payments to your open invoices.

  • Account and settings can be found in the Settings (gear icon) menu, which is located near the top right of the screen.
  • Select Automatically Apply credits on the Advanced tab, then you have to click Save.

Review accounts’ detail types

Your sub-account structure is maintained by QuickBooks Online after conversion. However, it also makes use of a Detail type, which is an additional level of account types. You can be more specific with your account organization using detail kinds.

When converting accounts, detail types are assigned to accounts where the detail is obvious. The conversion process assigns a generic detail type, such as Other Miscellaneous Income, to accounts where it is unclear what the appropriate detail type should be. You can change this right now.

To review and modify the detail types for your accounts, run the Account Listing Report:

  • Begin by going to Business Overview and then you have to select Reports.
  • Open the Account List report by searching for it.
  • Then you have to review your accounts.
  • To change an account’s detail type, choose the account name.
  • After that, from the Detail Type dropdown menu, you have to select the correct detail.
  • Then you have to click on Save and then Close.

Complete payroll setup

To balance your books, transactions and payroll accounts are converted, but the information behind the transactions—such as payroll item breakdowns and employee year-to-date figures—is not changed. Journal entries are created for liability refunds, adjustment transactions, and opening balance transactions that affect accounts.

To finish setting up your payroll in QBO:

  • You have to go to Payroll and then you have to select Employees.
  • Make sure that every employee who received a paycheck this year has their status set to Yes in the Paid in [Year] column.
  • Anyone who hasn’t received pay this year is automatically listed as No.
  • To enter or confirm your year-to-date paycheck totals and employee information, choose Complete payroll setup.
  • To finish the setup, you have to follow the instructions that are displayed on the screen.
  • When you are prepared to pay your employees, you have to use Run Payroll.

If your QuickBooks Desktop pay types were not mapped to a typical QuickBooks Online pay type, you might be prompted to match your payroll items. To align your QuickBooks Desktop pay types with those of QuickBooks Online, follow these steps.

  • In the QuickBooks Online column, you have to choose the (choose one) dropdown.
  • Choose the pay type that most nearly matches the item’s configuration in your Desktop file.
  • It’s best practice to review your QuickBooks Desktop file and verify how your items are set up to ensure that the pay types match.
  • After the mapping is complete, you have to choose Save and Close.
  • The same process must be followed for each item that needs to be mapped before choosing Continue.

Link Payments account

While your current Payments account cannot be transferred to QuickBooks Online, a new one can be made. To enable payments in QuickBooks Online, you have to follow these steps.

  • Select Account and Settings from the Settings (gear icon) menu.
  • Then you have to choose Payments. Choose Learn more from the QuickBooks Payments option.
  • Then you have to select Set up Payments. Three sections of a signup window appear.
  • Select Start in the Business section. After completing the form, you have to click Next.
  • Select Start in the Owner/Proprietor section.
  • After completing the form, you have to click Next.
  • Go to the Bank section and choose Start. Search for your bank after selecting Add a new bank connection.
  • Choose the account that should receive payments from customers.
  • Select Connect after entering your bank’s login credentials.
  • Select Activate Payments when you are finished with all of the sections.

Add users

Check to see that the access is appropriate for any users you want to add to QuickBooks Online. By choosing the Settings (gear icon) menu, then Manage users, you can see your current users.

If you want to add extra users then you have to:

  • Firstly, you have to select Settings, then you have to select Manage Users.
  • Then you have to select Add user.
  • Now you have to select the user that you want to create. Based on the user type you choose, more options appear on the screen.
  • After that, you have to enter your new user’s name and email address and then you have to select Save.

After you finish these processes, QuickBooks sends an email to your new user. You can ask them to click the email’s link to access a sign-in or account creation page.

Invite an accountant

Up to two accountants can be invited to work with you in your QuickBooks Online company If you want to invite an accountant, do the following:

  • You have to go to Bookkeeping and then you have to select My accountant.
  • Select Invite and then enter your accountant’s email address.
  • Then you have to select Manage users from the Settings (gear icon) menu.
  • Then you have to select Accounting Firms and then you have to select Invite.
  • Fill out the necessary fields and then click Save.
Read more-- Accounting Software Solutions for Businesses in 2024

Alex Hales

My self Alex Hales content creator who loves to write. In his spare time, he enjoys reading, listening to music, and working out. He's a self-proclaimed "workout junkie" and believes that writing can be used as a form of self-motivation.

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