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Community Contributor *

Moving Payroll from one QB desktop to another

Hello,

I have been doing payroll for a contractor friend in my QB Desktop (Pro 2019). I created a company for him.  I have been hand-entering the payroll data into his QBO company every payroll.

He has just purchased QB Desktop Pro 2019 and converted his QBO file to desktop. All of the paychecks show up as regular checks, so the payroll liabilities are off.

 

Can I use my backup, which only has his payroll data, and restore it to his QB Company on his laptop? Or do I have to hand enter every paycheck since January of this year?

 

Thanks for any help.

4 Comments
QuickBooks Team

Re: Moving Payroll from one QB desktop to another

Hello there, SSTI.

 

Let me share some insights when moving your QuickBooks Desktop payroll data.

 

Yes, you can definitely restore the company backup that contains your clients payroll data into his newly purchased QuickBooks Desktop Pro 2019. This way, you no longer need to enter each paycheck starting January 2019.

 

For future reference, I'd like to share this article about restoring backup of your company file: Restore a backup of your company file.

 

Also, regarding your client that is converting files from QuickBooks Online(QBO) to QuickBooks Desktop(QBDT), payroll data are not included. You can read through this article to learn more about the export limitations from QBO to QBDT. Instead, they can enter year to date information.

 

Here's an article to know more about the entering payroll information: Enter historical payroll data in QuickBooks Desktop Payroll.

 

If I can help you with something else, I would be happy to take a look and help get it taken care of.

Community Contributor *

Re: Moving Payroll from one QB desktop to another

So, that payroll data would be added to the existing company data that's already there, correct? Stuff like his vendors, customers, etc.  I was afraid that the payroll data would be the only thing I see if I did a restore from my records.  I understand about changing the filename, but if it's working, why change it again?

Also - there is something weird going on after the QBO file converted. I have various folders and files on his desktop. I tried moving them to the trash, but then I got the message that QB couldn't find his company data, so I moved them back to the desktop.  For instance:

Jxxxx Services Inc.qbw.SearchIndex

Jxxxx Services Inc.qbw.ND

Jxxxx Services Inc.qbw (2 of those with different looks)

Jaw's Services Inc (qblauncher)

And an empty folder named: QuickBooksAutoDataRecovery

 

Any idea where they should be? Certainly not on the desktop.

 

Thanks again!

 

Community Contributor *

Re: Moving Payroll from one QB desktop to another

So, that payroll data would be added to the existing company data that's already there, correct? Stuff like his vendors, customers, etc.  I was afraid that the payroll data would be the only thing I see if I did a restore from my records.  I understand about changing the filename, but if it's working, why change it again?

Also - there is something weird going on after the QBO file converted. I have various folders and files on his desktop. I tried moving them to the trash, but then I got the message that QB couldn't find his company data, so I moved them back to the desktop.  For instance:

Jxxxx Services Inc.qbw.SearchIndex

Jxxxx Services Inc.qbw.ND

Jxxxx Services Inc.qbw (2 of those with different looks)

Jaw's Services Inc (qblauncher)

And an empty folder named: QuickBooksAutoDataRecovery

 

Any idea where they should be? Certainly not on the desktop.

 

Thanks again!

 

QuickBooks Team

Re: Moving Payroll from one QB desktop to another

Thanks for getting back to us, @SSTI.

 

Allow me to step in and clarify things about moving payroll data from QuickBooks Desktop (QBDT) to another. Let me discuss this in details and get you back to working order. 

 

As mentioned by my colleague Charies_M, you can restore your backup file into another QuickBooks Desktop that's correct. However, the payroll data from your QuickBooks doesn't add up to his existing company data. 

 

In this case, his existing company data will be replaced to the payroll data you restore from your records. I suggest recording the payroll manually into his QuickBooks Desktop. This way, it'll surely add up to his company data.

 

Also, when converting QBO to QBDT, the files you've shared should not be deleted since these files will flow upon converting the file. You'll be able to locate those files in the local drive where the data will be saved from QBDT.

 

To find the location: 

  1. In your QuickBooks Desktop.
  2. Click F2 on your keyboard.
  3. In the File Information, you can see the file location.

 

In case you need tips and related articles in the future, visit our QuickBooks Community help website for reference: QBDT Self-help.

 

Keep me posted if you have additional questions. I'm always here to help.

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