In order to move your data to QuickBooks Online, there are a few essential steps that need to be completed in your current financial software before starting the process. This will speed up the process and help you avoid unnecessary rework.
Please ensure you follow these steps in the same order as they appear below. Each step indicates whether the procedure is mandatory, or if applicable, specific steps relevant to your current accounting software.
Step 1 - Read through your before you get started guide
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 our before you get started guide to understand how your existing data will appear in QuickBooks Online before proceeding.
Step 2 -Clear your QuickBooks Online account
It is important that there are no existing transactions in your Quickbooks Online account. If you have not entered any transactions into your QuickBooks Online file you can proceed to the next step.
If you have entered any information into your QuickBooks Online file follow the steps below:
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 makes work a lot easier in QuickBooks Online. After reconciling, make a note of the balances on your bank accounts. We will need this later when preparing the post-conversion reconciliation in the Quickbooks Online. Check your current accounting system's support notes, if you need help with reconciling accounts.
Step 4 - Complete any outstanding BAS and IAS lodgement in your old software
Complete BAS and IAS lodgement in your current accounting system before proceeding with moving your data to QuickBooks Online. This will speed up the process and avoid potential rework.
Note: If you use cash-based accounting, we advise you to migrate directly after you have reconciled and lodged your BAS and IAS.
Step 5 - Backup your data before moving to QuickBooks Online
Make sure you keep a backup of your data file when switching accounting systems to reconcile data between the previous accounting system and QuickBooks Online. Also for compliance or any other auditing purposes.
If you are coming from the system that allows you to backup your file such as, Reckon Hosted, MYOB Accountright, please keep it for audit purposes in a safe place.
If you are coming from a system that does not allow you to backup your file, make sure you have exported or have access to reports. We recommend exporting the following reports up until the date
- Profit and loss (Income Statement)
- General ledger (Detailed General Ledger OR Transaction Detail by Account)
- Trial balances
- Accounts Receivable and Accounts Payable reports (Debtors and Creditors Detail Report - or similar)
- Any applicable GST reports (GST detail report, lodged BAS reports etc)
- Payroll Reports (Including Gross Wages, PAYGW, Super etc.) These are usually available as a summary per 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.)
You may also export an other reports you feel may be relevant.
Note: For MYOB Accountright and Reckon Hosted, If you do not have a password already. Please set a password for your company file. This helps avoid reading errors and gives your data an extra layer of security.
Once you have completed the above steps you can submit a migration request