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HugoSyd
April 21, 2021
Question

Access payroll records from desktop after I switch to online

  • April 21, 2021
  • 5 replies
  • 65 views

After 20 years with QB desktop I switched to QBO. I have the 2018 version of QB on my desktop that I can go to for old payroll records (that don't migrate). Now I recieve an email stating that I won't have access to this desktop anymore. What is my workaround to have access to historical payroll records.

5 replies

JenoP
JenoPQuickBooks Team
QuickBooks Team
April 21, 2021

The email might be referring to the discontinuation of QuickBooks 2018, HugoSyd. 

 

It means that software will no longer be supported. Any add-on services from within your QuickBooks such as Payroll, Online Banking, and Merchant Services will no longer work. 

 

It also does not mean that you can no longer access your company file, unless you're using QuickBooks Plus or a subscription-based license. Here's an article about this for more details: QuickBooks Desktop Discontinuation FAQ for Payroll.

 

You can create a backup copy of your company file in QuickBooks 2018. That will save as your copy which you can restore in similar or later versions of the software. Here's how: 

 

  1. Go to the File menu, hover over Back up Company, and then click Create Local Backup.
  2. Select Local Backup and click Next.
  3. Click Browse and select where you want to save your backup company file. This runs a test to make sure your backup file is in good shape before you save it.
  4. Select OK.
  5. Click Save it now and click Next.

 

Then, check out this article on how to open it in the future: Restore a Backup of Your Company File.

 

Aside from that, you can also export your payroll reports to Excel. Here's an article as a guide: Export Reports as Excel Workbooks in QuickBooks Desktop. 

 

Let me also share this article for additional reference after migrating to QBO: What to Expect When You Switch from QuickBooks Desktop to QuickBooks Online.

 

Reach out to us again or reply to me if you need anything else. We're always here to help. 

JenoP
JenoPQuickBooks Team
QuickBooks Team
April 22, 2021
Hi HugoSyd,
 
Hope you’re doing great. I wanted to see how everything is going about getting or saving a copy of your payroll records in QuickBooks Desktop. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at any time.
 
Looking forward to your reply. Have a pleasant day ahead!
 
 
 
HugoSydAuthor
April 27, 2021

So because I had purchased QB Pro in 2018 (wasn't aware there was a choice) I may not have access to historical payroll. I DO NOT use the 2018 desktop QB. It literally just sits there and is a repository for our 20 year history. I so very rarely have to access it that I'm unwilling to pay hundreds of dollars to upgrade because I use QBO. I have made an Excel payroll report but that doesn't break down specific pay dates. I guess I just wait and see at this point and find out what I'll be able to access. Again, I don't use the desktop version to do anything, just check records.

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