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How to fix errors when converting from QuickBooks Desktop to QuickBooks Online

Learn how to fix errors when you convert from QuickBooks Desktop to QuickBooks Online.

Converting from QuickBooks Desktop to QuickBooks Online is quick and easy. But there are some errors that you may see during or after conversion. Here’s a list of common errors with resolutions.

This happens when QuickBooks Online detects that you activated payroll features like Billing Hold and Direct Deposit Enrollment.

How do I fix this error?

You can see this error if your payroll is off in QuickBooks Desktop while it’s on in QuickBooks Online. Or if there’s no payroll info. To turn on payroll in Desktop:

  1. From the Edit menu, select Preferences, then Payroll & Employees.
  2. In Company Preferences, select Full Payroll or Online Payroll.

For users who activated or imported payroll

Copy your data to a new Online account. If you have special discounts for your Payroll Service, contact us during these hours to avoid removing them.

For Desktop for Windows users who don’t want to create a new account without E-services

Note: Set up Manual Payroll to complete these steps. If you don't want to replace your existing payroll info, create a new Online account.
  1. From the Edit menu, select Preferences, then Payroll & Employees.
  2. Select Company Preferences, then Full Payroll.
  3. Create a test Employee. then pay it with a payroll payment. You can delete these after import.
  4. Retry importing to QuickBooks Online.

In QuickBooks, press F2 or on your keyboard to open the Product Information Window. Then, check the file size. The file can only have a maximum of 500,000 targets to import.

How do I fix this?

Send your company file to our Data Migration team.

This error is happening because of one of these:

  • You're not a master admin, company admin, or accountant user in the QuickBooks Online company.
  • There's an issue with QuickBooks Online Payroll account services.
  • You didn’t log in to your Online account before you import data.
  • You didn’t complete the setup interview question.

How do I fix this?

  • Have a company admin perform the export or ask the master admin to grant you admin permissions.
  • Log in to your Online company before you import.
  • If you still receive the error, the easiest way to fix this is to create a new Online account. Make sure to cancel your old subscription first.

If you don't want to start a new account, follow these:

  1. Log in to QuickBooks Online .
  2. Go to Settings ⚙, then select Account and Settings.
  3. On the Company tab, Edit✎ the Address section.
  4. Select Save, then Done.
  5. Import again in QuickBooks Desktop.

This error occurs when you're exporting your QuickBooks Desktop company file (with .qbw file extension) while in multi-user mode. Or if it’s in a network drive.

 How do I fix this?

  1. In QuickBooks, press F2 or on your keyboard to open the Product Information Window. Then, check the file size.
  2. Close QuickBooks Desktop, then copy the company file to the C:\ drive.
  3. Open your company file in QuickBooks Desktop.
  4. From the File menu, select Switch To Single-User Mode.
  5. Export again. From the File menu, select Utilities, then Copy Company File for QuickBooks Online.

This error occurs when the path to your company file is more than 4 folders deep. For example, C:\My Stuff\QuickBooks files\My Company\2016\Work Files\data.qbw).

 How do I fix this?

  1. In QuickBooks, press F2 or on your keyboard to open the Product Information Window. Then, check the file location.
  2. Close QuickBooks Desktop.
  3. Copy the company file to any folder in the C:\ drive.
  4. Open QuickBooks Desktop, then go to the  File  menu and select Open or Restore Company.
  5. Open the saved file from the new location, then try to import again.

Still can't export your file? Search *.nd in your computer and delete your [CompanyFileName].qbw.nd file.

You may see this error when you try to export a damaged company file. Take note that even if you  verify your data, it may still state: “QuickBooks has detected no problems in your data."

 How do I fix this?

This error may be caused by connection problems or browser issues.

How do I fix this?

Wait for a few minutes or restart your browser, then retry the process. If that doesn't work, add Intuit as a trusted site.

This error occurs when you try to sign in on the company to export to.

How do I fix this?

  1. Add Intuit as a trusted site in your Internet Explorer.
  2. Close and reopen QuickBooks, then try the export again.

How do I fix this?

How do I fix this?

If you attempted to import stock from QuickBooks Desktop 2017 or later, you’ll get an email with this subject: Learn more about this import limitation.

  • To stop the import from completing, select Yes.
  • To allow the import process to complete successfully, select No.

Screen freezes on making a copy of Your Company File & 503 Error

This can happen if you used payroll in your QuickBooks Online company. The easiest way to fix this is to start a new Online account. Make sure to cancel your old subscription first.

If you have special discounts for your Payroll Service, contact us during these hours to avoid removing them.

 How do I fix this?

 Windows users

  1. Close QuickBooks Desktop.
  2. Right-click the Windows Task Bar, then Start Task Manager.
  3. On the Processes tab, select the following QuickBooks processes, then End Task.Note: If you don't see the Processes tab, select More details.
    • QBDBMgrN.exe
    • QBDBMgr.exe
    • QBCFMonitorService.exe
  4. Add https://*.intuit.com to your browser's Trusted Sites Zone in Internet Options.
  5. From the Security tab, select Trusted Sites.
  6. Uncheck the Enable Protected Mode checkbox, then set the security level to low.
  7. Select Sites, then add https://*.intuit.com to the list.
  8. Select Close, then Apply and OK.
  9. Close Internet Explorer.
  10. Reopen QuickBooks Desktop and retry importing.

These are the common post-conversion issues:

  • Customer balances are off in QuickBooks Online.
  • Invoices or sales transactions were converted to journal entries after importing.

How do I fix this?

Customer balances are off in QuickBooks Online

If you used journal entries to apply payments to invoices, the links between journal entry credits and invoices break once imported. This causes the customer balances to be off. To resolve, turn on auto-credits in QuickBooks Online:

  1. Go to Settings ⚙, then select Account and Settings.
  2. Select the Advanced tab, then Edit✎ the Automation section.
  3. Select the Automatically apply credits checkbox.
  4. Select Save, then Done.

Don’t want to automatically apply all payments? You can record the payments by matching the journal entry credits to existing invoices. Do this on a customer by customer basis.

Invoices or sales transactions were converted to journal entries after importing to QuickBooks Online

  • This can happen if you have flat rates (0.00) for Sales Tax items or groups in your Desktop file.
  • This often occurs in Mac files because you can save a sales tax item without a % symbol.
  • To keep your sales transactions from importing as journal entries, edit the sales tax item rates category.
  • If you have multiple items with flat sales tax rates in them, edit all the item rates to import all your transactions properly.

Need more help?

If you’re still having issues, get in touch with us during these hours.

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