Transfer Enhanced Payroll subscription

W3Group · ‎June 02, 2021

I have a client with QBPro2020 and they have Enhanced Payroll. Over the years, they've never been given AJE's from the other accountant, therefore their accounts are all out of whack and they've been using multiple of the same accounts for different classes instead of actually using the Classes feature. I want to start them fresh with a new company file in their same QBPro2020 software, but how am I able to transfer their payroll subscription over to the new file along with all of their Employee and payroll history data?

Rubielyn_J · ‎June 02, 2021

I appreciate your time getting back in here, @W3Group.

Let me chime in and clarify things for you about transferring payroll subscription to a new company file.

For your question, yes, you can use the same process as described by my colleague above. QuickBooks Desktop Payroll can only support one company data file per EIN. Attempts to use multiple company files under the same EIN and payroll subscription may cause errors. That being said, you'll need to remove the service key in the old company to activate this in the new one.

Since you're using Enhanced payroll and you don't pay per employee, it would be best to check first the following feature before you remove the service key.

Direct deposit
QuickBooks Workforce
Worker's Comp

These are the online features that will be affected once you remove the service key. If you're not sure if your client uses these add-on features, do not perform the procedure, instead, contact us for support. This way, we can walk you through the process of transferring the payroll to the new company file.

If you want to learn more about your payroll services and features, please refer to this article for more details: QuickBooks Payroll Services and Features for QuickBooks Desktop.

Hope that clarifies everything about transferring your payroll subscription. Just click the Reply button to provide your response. I'll be around to help you more. Stay safe and healthy always.

View solution in original post

RenjolynC · ‎June 02, 2021

I hope you're doing well today, W3Group.

I'd like to share some information about your concern.

When adding a new EIN to an existing Payroll Subscription, you need to remove the payroll subscription and service key from your client's company file. Before doing so, please check out this guide that explains who should and shouldn't try to remove the information: Remove payroll service key.

Once done, you can add the EIN to your QuickBooks Desktop Payroll subscription. Here's a link for the step by step instructions: Add an EIN to existing Payroll Subscription.

With regard to transferring the employees and payroll history, you'll have to add them manually. You can read these articles for more details:

Please let me know if you have any follow-up questions about the process. I'll be right here to answer them. Take care and stay safe!

W3Group · ‎June 02, 2021

Hi RenjolynC,

The new company file that I will be creating is the exact same company - just cleaner accounting (chart of accounts, balances, etc). So it will have the same EIN as the old company file. So, is it still the same process as you described above, even though I would be removing and then adding the same EIN? I just don't want the client to have any hiccups with their payroll and be sure that all calculations are correct come year-end.

Also, they have Enhanced, but they do not pay per employee, so they would be ok to go through this process, correct?

Thank you for your help!

Rubielyn_J · ‎June 02, 2021

I appreciate your time getting back in here, @W3Group.

Let me chime in and clarify things for you about transferring payroll subscription to a new company file.

For your question, yes, you can use the same process as described by my colleague above. QuickBooks Desktop Payroll can only support one company data file per EIN. Attempts to use multiple company files under the same EIN and payroll subscription may cause errors. That being said, you'll need to remove the service key in the old company to activate this in the new one.

Since you're using Enhanced payroll and you don't pay per employee, it would be best to check first the following feature before you remove the service key.

Direct deposit
QuickBooks Workforce
Worker's Comp

These are the online features that will be affected once you remove the service key. If you're not sure if your client uses these add-on features, do not perform the procedure, instead, contact us for support. This way, we can walk you through the process of transferring the payroll to the new company file.

If you want to learn more about your payroll services and features, please refer to this article for more details: QuickBooks Payroll Services and Features for QuickBooks Desktop.

Hope that clarifies everything about transferring your payroll subscription. Just click the Reply button to provide your response. I'll be around to help you more. Stay safe and healthy always.

patinvenice · ‎August 17, 2022

I was a bit confused on your answer.

I upgrade QB desktop Pro every few years.

If I upgrade from 2020 to 2022 can I transfer my enhanced payroll subscription to 2022?

Also is there any additional cost for using the new 2022?

Pat

MaryLandT · ‎August 17, 2022

Hi there, patinvenice.

Yes, your Enhanced payroll will be moved to the 2022 version. And, there's no additional cost as long as your payroll subscription is active.

You can follow the steps below on how to upgrade to a new version.

Step 1: Download and install the new version.

Step 2: Prep your company file.

Step 3: Upgrade your company file.

For complete instructions and detailed steps, please refer to this article: Upgrade your company files after you switch to a new version of QuickBooks Desktop.

Once done, activate your payroll on the new QuickBooks version. Here's how:

Open your QuickBooks Desktop company file.
Select Employees, then Payroll, and then select Enter Payroll Service Key (or Manage Payroll Service key if you have a different payroll subscription).
Select Add or Edit the payroll service.
Enter your service key.
Select Next, then Finish.
When the Payroll Update message appears, click OK.
Verify your payroll service status is Active, and then select OK.

You can browse this article as a reference on how to activate your payroll subscription: Get started with QuickBooks Desktop Payroll.

I'm also adding this page to show you the latest features included in the QuickBooks Desktop 2022 release and how you can use them to benefit your business: Learn what’s new in QuickBooks Desktop 2022.

Keep me posted if you have additional questions. I'm always around to answer.

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