Migration from Desktop to Online

I appreciate the effort of downloading QuickBooks 2021 and updating it to begin the activation, @Stuaburt.

Currently, we're working on a new service to help make your move from QuickBooks Desktop (QBDT) to QuickBooks Online (QBO) as smooth as possible. Thus, we aren't able to help you transfer your data from QBDT to QBO until we launch the new migration service.

In the meantime, you can use the open balance method to manually transfer your data from QBDT to QBO.

I'm adding this article for more information: Why can’t I move my data from QuickBooks Desktop to QuickBooks Online?

I'll also add this resource once you successfully converted your data: Post conversion checks for getting started with QuickBooks Online. This will help you get started with QBO.

Let me know if you have other QuickBooks concerns or additional questions about migrating your desktop data to QBO. I'll be glad to lend a helping hand. Have a great rest of the day.

@Stuaburt 

If you are still using QBD 2019 or 2020 with the subscription license, you may consider 2 options

1. Purchase a new one time license for QBD 2020. If you have to comply with MTD requirements, you can use a 3rd party app. They provide a HMRC Approved web based solution for submitting your VAT returns for MTD. You can use your own excel spreadsheet or use an export Excel or CSV from any accounting program. The app costs GBP 30/year/company file + free for first year.

2. Prepare your QBO account

https://quickbooks.grsm.io/UK

then contact MMB to convert your core data for the last 2 years for free. They have disabled the conversion feature from QBD UK version. If you need to convert data with specific requirements (e.g attachments, multicurrency, jobs, purchase orders, estimates), you should purchase another 3rd party conversion service due to the limitation service from MMB.

https://movemybooks.co.uk/move-to-quickbooks/limitations-of-service-quickbooks/

Intuit have announced that they are discontinuing QBDT at the end of January 2023 (although I gather from forum posts that this is being put back to June 2023. I still don't know if my copy of QBDT will stop working before then.) 

You state that you are working on a new service to allow QBDT to QBO migration yet you are still going to discontinue QBDT before it is ready. I can't help but feel that this is the wrong way round. Do you have a current date of release for the new conversion method? I notice that the post you link to: Why can’t I move my data from QuickBooks Desktop to QuickBooks Online? was last updated on 27 July 2022. Is there any further update on this?

Attached is a screen grab from the dashboard of my QBO account. there is no mention here that I will not be able to transfer my data. Why is this dialogue being presented on the UK QBO site?

I am aware of the movemybooks method (which you don't mention) but will have to spend about £450 to ensure that the HMRC mandated 6 years of data are transferred.

To be honest I feel as though I'm stuck in some Kafkaesque hell where my desktop programme (which has worked fine since the days of Quicken) is being removed with no means of getting my data to the online offering that I am now forced to subscribed to.

@GeorgiaC 

Could you clarify please?

Maybelle_S stated:

"Currently, we're working on a new service to help make your move from QuickBooks Desktop (QBDT) to QuickBooks Online (QBO) as smooth as possible. Thus, we aren't able to help you transfer your data from QBDT to QBO until we launch the new migration service."

Are you saying that this is not in fact the case and the only method to move data is via movemybooks?

I hope you understand how confusing it is for your customers to get such conflicting messages.

Could you tell me how to become a registered user (I subscribe via Axonware) so that i receive email messages about developements.

Thanks for joining this conversation, @Stuaburt. Allow me to chime in and share details. QuickBooks recently announced that with recent changes to accounting and tax regulations, and more on the way, they discontinued all QuickBooks Desktop services for our UK customers on 30 June 2023.

With this, moving to QuickBooks Online is possible through a self-service data conversion tool that QuickBooks partnered with and is the only supported conversion method, Movemybooks. This tool automatically converts and transfers your QuickBooks Desktop data to QuickBooks Online.

You may refer to this article for more details: QuickBooks Desktop discontinuation support hub.

Know that the Community is always here to back you up. Have a great day ahead.

We currently migrated from Desktop to Online.  Our team had created quite a few "Pending" invoices on the desktop version before the switch and now, they do not appear in the online version.  Does anyone know where they went?  This is a big deal as they will have to recreate all of those invoices if we can't find them in the new online version.

Thank you!

Thank you for following this thread, cdw54.

Let me guide you in the right direction on how to locate your pending invoices. We'll have to run the Profit and Loss report and select the accrual method to view all your data.

Before we get started, let me clarify what happens to your QuickBooks Desktop (QBDT) data when you switch to QuickBooks Online (QBO). For invoices, your logos will be transferred to the online program, and the PO NO. field will be moved to Custom Field 1. While the Sales Rep will be switched to a Custom Field.

In addition, the following will not be migrated to QBO:

• Subtotals don't move but are included in the Description field.
• Progress Invoices (invoices based on estimates) and their extra fields don't move.
• Other and Other Customer custom fields don't move.

Here's an article that covers all the complete details: Learn how features and data move from QuickBooks Desktop to QuickBooks Online. It's from another region, and it applies to the UK version as well.

When you're ready, proceed with the steps below to open your financial statement. Let me assure you that you can do this in just a few clicks.

Here's how it's done:

1. In your company, tap the Reports menu on the left panel and type Profit and Loss in the search field.
2. On the report's screen, press the Report period drop-down and set the correct date range, like All.
3. Head to the Accounting method section and tick the radio button for Accrual.
4. Press the Run report button for the changes to take effect.
5. Go to the Total Income section and click the amount to open the Transaction Report.
6. From there, look for your pending invoices.
    

For your convenience, here is a link with a list of each task to get you started: QBO guide. For tools and resources to help you complete your tasks on time and grow your business, visit the Community page.

Reach out to me again if you have other product concerns or additional questions about your invoices. I'm always ready to respond to them. Have a great day.

You have absolutely got to be KIDDING!

You discontinue the desktop product with barely a whisper to the userbase and then, with the clock ticking until the slightly extended deadline, you disable the facility to upload the desktop data into your cloud platform!?!?!?

We have been recommending QBO, for the appropriate clients, since it first arrived in the UK. Yes, it's inferior to the desktop product but it's as good, or better, than the other cloud offerings. We have over 200 client licenses on QBO and, since we heard the desktop product was being killed-off, we have been actively encouraging our remaining desktop users to make the move - assuring them that their information would be available because the desktop product simply pushes all the data up to the cloud ... well, it used to! Now it will cost them hundreds of pounds if they want to report on trends and keep customer histories etc.

Showing such contempt for your users will test their loyalty beyond breaking point (hello Xero?!).

Yours, "Outraged" from Leeds.

Attn Quickbooks UK

A few years ago, I successfully migrated my Quickbooks Desktop data for a client to Quickbooks online using the migration capability built into Desktop. All transactions going back a number of years were successfully migrated and there were no issues.

In 2022 you said "Unfortunately, we've had to temporarily hit the pause button on all QuickBooks Desktop to QuickBooks Online migrations." - key word TEMPORARILY.

Since last year we have not been able to migrate our data using the existing (working) method.

Now, for some inexplicable reason, you say that the ONLY migration method is using Movemybooks which is a commercial self-service conversion software (exactly like the old migration capability you took away) but this time we have to pay £75+VAT per year of data.

Most companies will have to pay £450+VAT to migrate 6 years of historical data.

Why did you remove what was working as a perfectly viable (free) migration from Quickbooks Desktop to Quickbooks online? You may say that there was a file size restriction - fair enough - small companies with small file sizes should still be able to migrate using the built-in capability. Instead you are forcing even small companies (which would not be limited by file size) to pay to convert data.

The only thing we should all be doing is migrating to Xero.

I am with everyone else on this. Intuit can no longer be the number 1 software provider for small business!

I have completed the enforced migration - it is hell on earth

Whilst carrying out the suggested post migration checks, Quickbooks in their wisdom cleared my 20 years data off the desktop!!!

I can log into an Amazon cloud for 30 days (logging in everyday!!!) to view data. Even better I can download singular CSV files to store on desktop to view after. These are no use or ornament as only excel lists!!!!!!

What I don't understand and cant believe is Quickbooks say the HMRC pushed for the move!, really?

If that was the case HMRC would have insisted that at least 6 years of data could be stored to view. This is a legal requirement. Apparently move my books will let you access data for charges in the hundreds of pounds. Why do we have to pay for an enforced move. 

As far as I can see Quickbooks are breaking the law

I think it is time to go the the newspapers and tell them Quickbooks are behaving illegally 

@GeorgiaC @Frustrated601 

You can still use Quickbooks Desktop after 30 June - here's how it worked for me.

1. Disable Quickbooks Automatic Updates. Go to Task Manager and disable everything to do with Quickbooks - you don't need them if they are not supporting!

2. Restart your computer but do not open Quickbooks Desktop ... yet or any other applications.

3. Change the date on your system.. Click on the clock / date at the bottom right of your screen and go to Date and time settings. Untick "Set the time automatically" and change the date and time to 30 June 2023 or earlier.

4. Open Quickbooks desktop and open a company file. It should open no problem.

5. Change the date on your system back.. Click on the clock / date at the bottom right of your screen and go to Date and time settings. Untick "Set the time automatically" so the time reverts to the actual time so you can use other applications.

You should be able to use Quickbooks desktop as normal. Bear in mind that Quickbooks will still think the date and time is how you set them earlier - but you can still enter transactions for any date - even into July and onwards.

Let me know how you get on!

Zephyr

The above works a treat, there's a QBC file in the 'Task Manager' and one in the 'Startup'. As long as you don't turn the computer off, QBDT will still work
If you do turn it off, then revert to @Zephyr Serranogarcia post above, takes 5 minutes and QBDT is back to life

My issue with all of this is where is the god dam file that is date stamped so that it can edited etc to make QBDT work all the time, this method is clearly the best I've been fortunate to find, but there has to be a QB file somewhere that's doing all this, as with a limited internet speed that I have of 60Mb, I'm certainly not uploading a 270mb QB file to some portal viewer, then wiat god knows how long for it to convert my 2020 to 2021 in order to export just CSV's !!

And HMRC asking for the move?? - Yeah right..........

Just to add to the party:

If you set up a Virtual Machine in Windows and once running turn off the internet connection, then install QB Desktop in that VM, activate it, it seems to run absolutely fine.

Don'y know if it will die after a certain number of uses, but suppose you would just need to reinstall within VM. Press F2 when in QB to see licence details and uses.

Hi, did you manage to get the migration tool to work I'm really having a had time converting to online,move my books conversion method is inconsistent as my trial balance in audited accounts and the converted one are not in sync...kindly have a discussion with your team to provide a seamless process to migrate to online.

@Bkinyanjui 

Do you have data in multi currency?

I understand the challenges you're facing when migrating your desktop data to QBO, Bkinyanjui. I'm here to share insights about this. 

When migrating your data from QuickBooks Desktop (QBDT) to QuickBooks Online (QBO), the process involves moving data from one platform to another. During this transition, you may notice differences in how your financial records are presented. These include terminologies, features, items, lists, preferences, reports, and transactions .

As a workaround, you can run a comparative trial balance report and find the discrepancies. Once done, create a journal entry to fix this. 

In addition, here's to know more about migrating from QBDT to QBO:

• Learn about switching from QuickBooks Desktop to QuickBooks Online.
• Fix errors when you move from QuickBooks Desktop to QuickBooks Online.

Keep me posted if you need more assistance migrating your desktop data to QBO. I'm always here to help. Have a good one.  

Just an update - have been running QB desktop on a virtual machine with no internet access since June 2023 and still working fine. Far better system then the appalling bodge Intuit came up with to access old data. All data up to date with attachments accessible. Why they don't promote this solution I have no idea? 

Hi @Gilbey 

That is a great work around - I thought of doing the same but how did you do a fresh install onto a VM without Intuit activating the product?

May I ask:

1. How do you get over the issue of not being able to transfer files to / from the VM?

2. How did you do a fresh install onto a VM and then get Intuit to activate it?

My work around is simply to change the system date on my PC to 30 June 2023, start QB, then change it back. It seems that once the application has started, QB does not re-check the date.

Hi Gibey, thanks for joining this thread. 

Please note that all versions of QuickBooks Desktop UK are longer supported, and from 7th April HMRC will no longer be accepting MTD Submissions from QBDT 2016 software or newer versions. We therefore recommend moving to an MTD-ready software to remain compliant. If you have any questions, please get in touch.

@Gilbey 

You are using QB Desktop with a non subscription license, correct? e,g QB Desktop 2020 or earlier

Hi @GeorgiaC 

There is no need to move to an MTD-ready book-keeping software is it?

The VAT 100 report from QB Desktop can be exported using excel and then imported to bridging software.

HMRC has a list of MTD-compliant software and if you filter for "Bridging" you will see the results.

https://www.tax.service.gov.uk/making-tax-digital-software

I am not afiliated to them in any way but 123sheets costs about £40 per year (£20 in first year)

I do have a question though, @GeorgiaC  - how can businesses with muti-currency and/or whose home currency is anything other than GBP migrate to QBO without massive compromises? Why has Intuit left so many (previously) happy customers high and dry?

In responding, please do not copy and paste links to "guides" - we have been condescended to enough.

@HariV 

My work around is simply to change the system date on my PC to 30 June 2023, start QB, then change it back.

This is one of workable workarounds. The only drawback is that you cannot use the internet browser until you fix the system date to current date.