Different User ID for Online Payroll and Desktop

Good morning, @MDPWW2011. 

Congrats on making your first post here. I can give you some details to help you figure out which direction is best for you when logging into QuickBooks Online Payroll Core. 

You can have the same User ID and Password as your QuickBooks Desktop. All you need to do is reset both of them. To do this action, you'll need to go to the login page and select I forgot my user ID and password. From there, it'll ask you to enter your phone number and email address. Afterwards, you'll receive an account recovery email. 

Review this article for more information: Reset your user ID or password for QuickBooks Online Payroll. 

This should do the trick. If you decide to make the switch to QuickBooks Online and also use QB Time, check out these guides for further information. I hope you have a great rest of your day! 

Will this merge the accounts together?  When I have tried to change the user ID through the security tab on Online Payroll it tells me the user ID I am trying to change to is already active.

Hello there, MDPWW2011. Let me add some information about managing your account.

No, the reset option allows you to recover and change your user ID only. It's also possible that you have two Intuit accounts, one of which is using your user ID.

When you purchase a service or product from Intuit directly, you can sign in and link it to your existing Intuit account. If you choose to create a new User ID and password, your purchases will be associated with a new Intuit account.

That said, I recommend contacting the Support Team to confirm if your current products and services are linked to the correct User ID. They have the necessary tools to assist you in checking the products and services in your account.

Here's how:

1. Log in to your QuickBooks Online Payroll account.
2. Go to Help (?).
3. Click on Contact Us.
4. Enter your concern, then hit Let's talk.
5. Choose a way to connect:

• Start a chat with a live support.
• Get a callback from the next available support.

I'm also adding this link for more details and learn how to manage your Intuit Account online.

I'll be around if you still have questions or if you still need help with anything. Take care and have a nice day!

I contacted the support team and was told "it is impossible to happen because both of them are a different software."

If that is the case, what is my best option for switching from QB Desktop to QB online?  Which user ID should I use?  Ideally, I would like the QB online and QBO payroll to be connected.

*the support team told me I cannot use one of my 2 current user IDs to open the QB online account, it has to be a new ID so then I would have 3 user IDs

*support team suggested I open a new payroll account once I have a new QB online account, and "manually enter the payroll data you have from that old payroll to the new one."

Is there an easier way??  I just want all of my QB products associated with one account.

If I left my QBO payroll where it is, could I export the transactions into QB Online just like I do now to my QB Desktop?

We appreciate that you've returned to us, @MDPWW2011. I'd like to give you some information about moving your payroll data.

You can add QuickBooks Online to your existing QBO Payroll company by going to the Billing & Subscription page. From there, you can also see your choices of our QBO products. I'll show how:

1. Go to the Settings ⚙ icon.
2. Select Account & Settings.
3. Lastly, navigate to the Billing & Subscription tab.

After that, you can export your payroll data using Intuit Interchange Format (IIF). Make sure to first set up preferences in exporting, then follow the steps below to get payroll transactions. Please note that your payroll data can be exported in a variety of ways. Select which one fits your situation.

To export all payroll transactions:

1. Go to Payroll then select Overview.
2. Navigate to the Shortcuts menu and choose Export.
3. Locate the transactions you want to export by filtering them. You can select to export any of the existing transactions, even if they were already exported.
4. Pick the transactions to be exported then hit Export.

To export individual paychecks:

1. Go to Payroll then select Employees.
2. Click on the Paycheck list.
3. Filter the paychecks you want to export.
4. Choose the transactions you want to export then hit Export to accounting.

To export payroll data in QBO Accountant:

1. Go to Settings ​​⚙ then click on Payroll Settings.
2. Beside Export choose Export transactions.
3. Filter the transactions you want to export. You can select to export any of the existing transactions, even if they were already exported.
4. Pick the transactions you want to export then hit Export.

For more information, see this guide: Get started with QuickBooks Online Payroll after you’ve moved from Intuit Online Payroll.

Once you're all set and you'd want to pay your employees, feel free to browse this handy article: Create and run your payroll.

You can leave a reply in case you need additional help with this matter. We're to back you up 24/7. Keep safe always and don't overwork yourself.

Do you agree with what I was told, that I cannot merge my two current accounts/user IDs?  One is QBO payroll and the other is QB Desktop

Hi there, @MDPWW2011.

Allow me to chime in and provide clarification. I recognized how beneficial to associate all of your QuickBooks product in one account. It's crucial to be organized especially when it comes to business. 

Yes, I agree. We're unable to merge two accounts/user IDs. You may follow the steps provided by @Mich_S on how to sign up for QuickBooks Online (QBO) using your QBO Payroll account. After that, you can export your QuickBooks (QBDT) Desktop data to your new QBO account. 

Here's how:

1. Click the Company menu.
2. Choose Export Company File to QuickBooks Online.
   
3. Select Start your export.
4. Sign in as an admin to your QBO company.
5. Follow the next on-screen instructions.

You may refer to this article for more details: Move your QuickBooks Desktop file to QuickBooks Online.
 

Know that there are limitations when you convert your file. I recommend running the Profit and Loss and Balance Sheet reports to ensure that you transferred your data correctly. To verify your reports in both products, filter the date period to All Dates and the accounting method to Accrual. 

I hope this information has shed some light. Please let us know if you have further questions or concerns. I'm always here to help.