Although we make the data conversion as comprehensive as possible, there are still a few tasks you need to perform before you start using QuickBooks Online on a day-to-day basis.
This document explains what you need to do. It’s best to take care of these jobs as soon as possible, and certainly before you make other changes to the data or begin entering new transactions.
To finalise the data and get QuickBooks ready for day-to-day use, you need to do these tasks:
This document explains how to perform each of these tasks.
Before you begin:
Please note, if you created your own QuickBooks Online file, you are already the master admin!
Please follow these post-conversion steps to validate your data in QuickBooks Online.
Please review your data after the conversion process, it is your responsibility to verify completeness and accuracy of all converted data.
Compare your (printed) previous software (Sage/Kashflow/Xero/QuickBooks Desktop/etc.) reports with the QuickBooks Online reports set out below to ensure the conversion was successful and accurate:
NOTE: Please be sure to run your reports on an Accrual basis when checking the balances from previous software to Online - even if you currently work on a cash basis. This will ensure accurate balances are shown and confirm the accuracy of the data migration.
Balance Sheet Report
Trial Balance – All Dates
Customer Balance Summary – All Dates
Supplier Balance Summary – All Dates
VAT Summary Report for the most recently VAT Period
Any other reports you’d like to check
In the Trial Balance report, if you have completed a filing but have not yet made or received a payment for that filing before you moved to QuickBooks Online, the amount will be moved from the A/P or A/R account in previous software to a new suspense account in QuickBooks Online. This is due to a difference in the way that the two systems track VAT.
Any current VAT exceptions will not be captured in your next filing. If you currently have any exceptions in your previous software data then please contact your QuickBooks Online support team.
NOTE: If you had any un-cleared/non-reconciled transactions in your previous software file, you will need to untick them in the QuickBooks Online reconciliation report to ensure all the transactions match.
Although we’re able to move your accounting figures into QuickBooks, we don’t carry over information like company name, address and email details.
Here’s how to confirm the company settings:
It’s important that QuickBooks Online is set up with the correct VAT registration number and filing frequency before you and your client start using it. You can skip this step if your business isn’t registered for VAT.
How to confirm VAT settings:
Because you have never filed VAT using QuickBooks Online before, QuickBooks Online assumes that all VAT recorded in the accounts is now due. This means the VAT balance shown in QuickBooks is wrong. Enter the date of the last VAT filing from your QuickBooks Desktop file. This will ensure the VAT balance shows correctly and that future VAT returns are accurate.
How to clean up VAT:
Because you have never used QuickBooks Online to perform a bank reconciliation, QuickBooks Online assumes that no bank transactions have been reconciled. You need to tell QuickBooks to mark all transactions up to the conversion date as reconciled, so it only considers future transactions for reconcilement.
Follow these steps to tidy bank reconciliations:
It is important to repeat this process for all bank accounts in QuickBooks Online.
Because the transactions downloaded in QuickBooks did not link the invoices with their respective payments. If you open your A/R and A/P ageing reports in QuickBooks Online, you may notice names that have zero balances.
To resolve this, turn on automatically apply credits preference so you can easily link and credits/payments to your open invoices. You can turn on auto apply credits by going to Gear icon > Company Settings > Advanced tab > Automatically apply credits > Save.
If you do not want to automatically apply all payments, you can individually create payments. This would have to be done on a name by name basis.
Because the Intuit Data Services team has finished their task and now they do not require access to your file.
To remove the user follow the steps listed below :
Once you’ve performed the tasks described in this document, you can start using QuickBooks on a day-to-day basis.If you have any questions about any of these tasks — or any other aspect of QuickBooks Online — just contact the expert QuickBooks Online support team.