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Move your data to QuickBooks Online

by Intuit Updated 8 months ago

Before you move your data to QuickBooks Online, there are a few steps that need to be completed in your current financial software.

Please ensure you follow these steps in order.

Step 1 - Read through the Frequently asked questions about bringing your data to QuickBooks Online

Everyone has a unique data set to move to QuickBooks Online. It’s important to ensure this data migration solution suits your needs. Please ensure you have read the 'Frequently asked questions about bringing your data to QuickBooks Online' to understand how your existing data will appear in QuickBooks Online before proceeding.

Step 2 - Clear your QuickBooks Online account

It's important that there are no existing transactions in your QuickBooks Online account. If you haven't entered any transactions into your QuickBooks Online file, you can proceed to the next step.

If you have entered information into your QuickBooks Online file, follow the steps below:

  • Important: This process will delete all data in the company file. Once you delete this data, it isn't possible to retrieve it. If you need to keep records of anything that was entered in your QuickBooks Online before deleting export your data first.

Note: If your QuickBooks Online file is more than 90 days old, you'll need to contact our support team for further assistance.

1  Sign in to QuickBooks Online.

2 Look at the URL in your browser's address bar. Delete everything after the last slash (/) and type 'purgecompany'. For example, https://...qbo.intuit.com/app/homepage would become https://...qbo.intuit.com/app/purgecompany

3 To confirm you want to delete your company data, type Yes.

4 Select Wipe data.

For more details, see Delete your data and start over in QuickBooks Online

Important: This process will delete all data in the company file. Once you delete it, you can’t restore it.

Step 3 - Match all relevant payments in your old software

Be sure to match any relevant invoice and bill payments in your existing software to ensure your customer and supplier balances are as accurate as possible.

Step 4 - Reconcile your bank accounts in your old software

Reconciling your bank accounts prior to moving your data will make things a lot easier in QuickBooks Online. After reconciling, make a note of your bank account balances - we'll need this later when preparing the post-conversion reconciliation in QuickBooks Online. Check the support notes for your current accounting system, if you need help with reconciling accounts.

Step 5 - Complete and lodge any outstanding BAS and IAS in your old software

Complete BAS and IAS lodgement in your current accounting system before moving your data to QuickBooks Online. This will make the process faster and easier.

Note: If you use cash-based accounting, we advise you to migrate directly after you have reconciled and lodged your BAS and IAS.

Step 6 - Back up your data before moving to QuickBooks Online

Make sure you keep a backup of your data file when switching accounting systems. This way you have it on hand to reconcile data between the previous accounting system and QuickBooks Online, as well as for compliance or any other auditing purposes.

If you are coming from a system that allows you to back up your file, such as, Reckon Hosted, or MYOB AccountRight, please keep it for auditing purposes.

If you are coming from a system that doesn't allow you to back up your file, make sure you have exported or have access to reports. We recommend exporting the following reports up until today's date:

  1. Profit and loss (Income Statement).
  2. General ledger (Detailed General Ledger OR Transaction Detail by Account).
  3. Trial balances.
  4. Accounts Receivable and Accounts Payable reports (Debtors and Creditors Detail Report - or similar).
  5. Any applicable GST reports (GST detail report, lodged BAS reports, etc.)
  6. Payroll Reports (Including Gross Wages, PAYG, Super, etc.). These are usually available as a summary for each employee or as a detailed report-run and save both.
  • Any leave reports (Accrued leave, etc.)
  • If you have lodged any STP in your old accounting system, run these reports as well.
  • Employee Detail report if available (usually states Start date, Birthday, TFN, Address, Super Details, etc.)

As well as any other reports you feel may be relevant.

Note: For MYOB AccountRight and Reckon Hosted, if you don't already have a password, please set one for your company file. This helps avoid reading errors and gives your data an extra layer of security.

Once you've completed the above steps, you can submit a migration request.

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