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Andy_Aquila
Level 2

Closure of company and access to data

I am closing my company down and need to be sure I can still access all the relevant company data for the 7 years required by HMRC.  How can I do that?  I am using Quickbooks Pro desktop with payroll and clearly do not want to have to pay the licence fee ongoing for 7 years!

Solved
Best answer March 26, 2020

Accepted Solutions
Becky29
QuickBooks Team

Closure of company and access to data

Hello Andy_Aquila.

 

When you have been using Desktop have you been keeping your backups and working files (.QBB and .QBW files) so along as you keep a hold of these files you should be fine. So if your wanting to keep your data don't delete the file that you would have saved.

If you need it in the future and you don't have an active subscription then you can download a free trial to then open the file. 

Thanks 

 

 

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9 REPLIES 9
Becky29
QuickBooks Team

Closure of company and access to data

Hello Andy_Aquila.

 

When you have been using Desktop have you been keeping your backups and working files (.QBB and .QBW files) so along as you keep a hold of these files you should be fine. So if your wanting to keep your data don't delete the file that you would have saved.

If you need it in the future and you don't have an active subscription then you can download a free trial to then open the file. 

Thanks 

 

 

View solution in original post

JaneFarmer
Level 1

Closure of company and access to data

I have the same problem and was given the same answer. However, the sales department tells me that Quickbooks Desktop Pro will not be available in a few months time as it is being discontinued.  The actual date is not set, but it is clear that a trial version of Quickbooks Desktop Pro will NOT be available.

 

I am very concerned about meeting the legal requirement to keep 7 years of business records!

 

Anyone out there got any suggestions? 

Andy T1
Level 1

Closure of company and access to data

Jane

 

I have taken the view that in the (hopefully) very unlikely event that HMRC decide to want to examine my records in the years to come, a combination of the papers records (7 years' worth) and the backup copy of Quickbooks will be good enough.  I will ensure I have an offline backup (CD or equivalent) as well as one stored in my online drive so that there is extra protection.  I think that will show I am complying with the law as best I can.

John C
QuickBooks Team

Closure of company and access to data

Hi JaneFarmer

 

Desktop Pro is not going to be discontined, if any product were to be discontinued we would have to give you at least 3 months notice and you could either back your file and/or download the relevant reports and save them.

 

 

John C
QuickBooks Team

Closure of company and access to data

sorry back up your file..

JaneFarmer
Level 1

Closure of company and access to data

There are plans to discontinue QuickBooks Pro Desktop.  I have lots of backups!  What I need is a way of viewing the data.  For example, a VAT inspector turns up at the office and wants to see all the books for the last 3 years - how can they view and interrogate the data?   It is a legal requirement in the UK that you are not offering

JaneFarmer
Level 1

Closure of company and access to data

Your backup copy is useless as you will be unable to view the data! This is my point.  I am an accountant and I am very unhappy with the fact that once you discontinue your subscription to Quickbooks Desktop Pro there is immediately no way to view your data.  I totally understand that with no subscription there would be no access to support or updates or VAT filing BUT I do not understand why the ability to view data is also withdrawn

Fiat Lux - ASIA
Level 15

Closure of company and access to data


@JaneFarmer wrote:

There are plans to discontinue QuickBooks Pro Desktop. 


Do you have any solid reference?

 

For your case, you may refresh your old data file in every 3-4 years on the trial license of latest QBD version. If your backup file is too old, consider purchasing a 3rd party conversion service. I am not sure company will discontinue thier product line of QBD, including UK version in due course. You can see the revival of Mac edition in 2019.

Cookiejest
Level 1

Closure of company and access to data

We created a tool to take a backup of the whole data set in JSON/CSV format so it can be imported into another tool or just taken as backup. Check it out https://www.cloudslurp.com. The data is accessible at a simple URL.

 

Its got a 5 day trial so if you were just doing it as a one of activity you could use it do that and then cancel the trial, or keep it running so you always have a backup of your data!

 

 

 

 

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