Question

Migrating from QB Desktop to QB Online

Forum|Forum|4 years ago
May 18, 2022
10 replies
60 views

A client recently migrated from QB Desktop to QB Online and imported the data to QB Online successfully.

They had previously been using QB Merchant Services through QB Desktop to process credit card payments.

Does any of this merchant services migrate to QB Online? Is there a platform within QB Online to manage the merchant services?

They had been using QB 2019 and I understand that QB Desktop 2019 is no longer being serviced as of 05/31/2022. Does this mean they cannot use merchant services through QB Desktop after that point?

Also, previously the batch payment from Merchant Services included all customer information and coded it to Undeposited Funds. How do we replicate this process in QB Online?

A

Anonymous

Thank you for choosing QuickBooks as your accounting application. @troy1.

To start with, to move your merchant services account when migrating to QuickBooks Online (QBO), you’ll need to unlink your Payments account from your Desktop file and relink the account to QBO after the conversion.

Here’s how you can connect your payment account to QBO:

Log in to you QBO company file.
Go to the Gear icon, and select Account and Settings.
Choose the Products and services tab.
Under the Existing account section, click Connect or Link Merchant Service.
In the window, select the QuickBooks Payment account you want to connect. Then select Connect.
Review the account info and make sure it's accurate. If everything looks good, select Connect.
When the connection is finished, sign out and sign back into QuickBooks Online.

On the second part of your concern, you’re right that when the product is no longer serviced, you can’t use the merchant services for it. Nonetheless, you still have the option to upgrade your software.

You may check this article for further information about the QuickBooks Desktop service discontinuation policy. This article also contains the list of products affected by service discontinuation after May 31, 2022.

Lastly, regarding the transactions processed with QuickBooks Payments, you don’t need to put these into undeposited funds as this will automatically post to the account. Follow the instructions from this article: Deposit payments into the Undeposited Funds account in QuickBooks Online under Transactions processed with QuickBooks Payments if you need to combine payments made outside of QuickBooks Payments.

Furthermore, refer to the following article when categorizing your transactions and reconciling your account.

Let me know if you need further assistance with linking your Merchant services account to QBO. I’ll make sure to address your concern as soon as I can. Stay safe!

T

troy1Author

Just to confirm - will merchant services through QB Desktop 2019 no longer work at all starting 05/31/2022? Meaning payments cannot be accepted?

If I connect the merchant account to QB Online, does it automatically disconnect it from QB Desktop?

How do the payments sync with the QBO general ledger? Is it through one batch? Does individual customer information sync with QBO?

If we want to speak with someone regarding this process, what is the best contact number?

J

JamaicaA

QuickBooks Team

Thank you for your prompt reply, @troy1. I appreciate you clarifying things from us concerning the discontinuation policy in QuickBooks Desktop.

Yes, the services for QuickBooks Desktop 2019 are scheduled to be discontinued this coming May 31, 2022. Rest assured that you can still use the program. However, you won’t be able to sign up for live technical support or any other Intuit services that work with this version. This includes your access to the security updates.

As mentioned by my colleague @RoseJillB, you’ll need to unlink your Payments account from the QBDT first and relink it to QBO. To do so, you'll want to follow the steps she outlined above.

More details about the discontinuation policy and payroll can be found here:

Otherwise, if you want to upgrade to a newer version of QuickBooks, this article will walk you through the process: Upgrade QuickBooks Desktop Pro Plus, Premier Plus, or Enterprise.

To be in-line with your questions about the sync process, let’s ensure you’ve set up the correct default accounts for deposits and fees in QBO. This way, the system will automatically categorized the data with your ledger. As for the payments, they’ll be deposited by batch.

Furthermore, check out these articles to learn how you can take payments whenever you need and to check your customer’s deposits as well:

Since we’re unable to give a contact number publicly, feel free to visit this reference: Contact Payments. On the same link, you’ll find the right one you can reach out to. Please take note that we’re available from Monday to Friday during 6 AM – 6 PM PT.

You can always reply or reach out to us again if you need anything else with QBDT. Let me know if you have other questions while working with our merchant services. I'm always here to help. Have a great day.

H

Hector12

Not undermining your observation, but I have noticed the exact opposite. Many more firms I know are transferring everything to QBO due to the ease of use and multi-user access. Not saying it is the right move, but that is what I've noticed.

As for reasons people might migrate QBO to QBDT, I'd say the number one reason would be that QBDT is a workhorse that has the ability to handle complexities that QBO cannot or hasn't developed well. When you need more than a simple ledger with some easy to use automations, that is where QBDT comes in. myPennMedicine

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