Using Desktop for historical payroll data not migrated to Online

It seems you're encountering difficulties migrating your historical payroll data from QuickBooks Desktop to QuickBooks Online. I understand your concern about accessing your historical payroll data after the 2023 tax filing season. 

To shed some light on this matter, let me inform you that QuickBooks Online does not automatically migrate historical payroll data from QuickBooks Desktop. However, if you want to access your historical payroll data after the 2023 tax filing season, maintaining an active subscription to QuickBooks Desktop may be necessary. Alternatively, you can explore options for accessing the historical QuickBooks file on your server without incurring additional costs.

You can use the standalone QuickBooks Desktop software to access the historical payroll data without an active payroll subscription. This software allows you to view and research historical payroll information without the need for an ongoing subscription.

Know that when moving from QuickBooks Desktop to QuickBooks Online, you may notice differences in how your books appear due to the import limitations. Particular data do not move in QuickBooks Online, including wages. To learn more about the features and data that move from QuickBooks Online to QuickBooks Desktop, refer to this article: Learn how features and data move from QuickBooks Online to QuickBooks Desktop.

I'm also adding this article to learn how to import only your payroll info from QuickBooks Desktop Payroll to QuickBooks Online Payroll: Move your QuickBooks Desktop Payroll info to QuickBooks Online Payroll (payroll only).

If you have more questions about moving your QuickBooks Desktop data to QuickBooks Online, post them here in the forum. I'll be sure to answer them ASAP! Have a great day ahead!

This makes no sense - I am trying to switch to QBO from QB Desktop - my desktop subscriptions expire tomorrow...

I assumed I could finish the Q4 payroll reports and W2s in QBO but I can't ? what am I supposed to do? 

Why is the data not imported? what if I need to do a work comp audit next month?

Thank you for visiting the Community again, Ron619.

It's concerning that the historical payroll data didn't migrate to QuickBooks Online as expected, especially during your transition from QuickBooks Desktop to QBO. I'm here to assist you in the best possible way to ensure the completion of your payroll and W2s.

When you move your QuickBooks Desktop (QBDT) payroll data to QuickBooks Online (QBO), there are some information don't come over. These are the following:

• Previous years payroll history isn't moved over.
• The details behind the transactions don’t convert. For example, the payroll item breakdown and previous year employee year-to-date numbers.
•  You'll need to setup all work location addresses with physical addresses.
• EE Schedules
• Wages
• YTD balances and info
  
  

Feel free to review this article for detailed information: Learn how features and data move from QuickBooks Desktop to QuickBooks Online.

You'll have to enter tax payments made for prior periods and input the employee’s year-to-date paycheck to complete the year-end payroll and processing of tax forms. I'm here to help ensure the process is a breeze for you.

If the payments are not listed, follow the steps below the track them:

1. Go to Taxes on the left panel and choose Payroll Tax.
2. Head to the Payments tab and choose Record tax payments (prior tax history).
3. Click the Add Payment button and select a Tax Type.
4. From there, enter the following:
5. Select Submit payment.
   
   

This reference provides in-depth information about the process, including the steps to edit a prior tax payment: Record tax payments made outside of QuickBooks Online Payroll.

Regarding the paycheck data, enter them in the online payroll services. Here's an article that outlines the complete steps: Add pay history to QuickBooks Online Payroll.

Now that we've tracked the information in QBO, let's start processing the W-2 forms. 

I've included some links below that contains a list of tasks you'll need to accomplish for the year-end filings:

• File your W-2 and W-3 forms
• Get started with QuickBooks Online Payroll
• Year-end checklist for QuickBooks Online Payroll

Don't hesitate to leave a comment below if you have other questions or concerns about processing the W2s and other payroll-related activities. I'll be around to assist you further.

in your link to add pay history to QBO it says:

Note: If you're coming from ADP, Gusto, or Paychex, learn how to import your employees and pay history into QuickBooks Online Payroll.

does this mean if I had used one of those I could import payroll history but since I used QB desktop I can't?

Also, it is now 2024, I am setting up QB Online in 2024 - so I do not have any payroll to add for 2024. It is in 2023. So when QBO asked me to input payroll I had done this year there isn't any - its 2024.

I received an IRS notice regarding 2022 Forms W2 and W3.  They were submitted in QB Desktop, but I can not access any payroll information for the forms being filed because I had to migrate to QB Online.  Of course, Quickbooks took away the ability to access prior year filings in the desktop version.  This is so irritating to read that I could have access if I kept paying for QB desktop!  Why would I do that??  I couldn't see the future and forsee the 2022 Forms W2 and W3 weren't received by the Social Security Administration. So, I now realize I have no backup documentation for prior years payroll tax filings.  That is wrong on so many levels. 

@nkf 

Purchase QB Desktop 2024 Enterprise Gold to open your old company file and ask for the refund before day 60.

We did what 4Gal suggests, except it doesn't have to be Enterprise, just whatever version of Desktop you had. In our case, we were on the Pro Plus subscription, so I bought a new subscription, used Desktop to access historical payroll data, then canceled the subscription within 60 days and asked for a refund, which they gave.

@Jesse Pirocchi 

I purposely mentioned Enterprise because Pro/Premier will no longer be relevant after July 2024. Another better option, you can ask a partner for help and they will lend you an Enterprise Gold license to use for some time. You don't need to bother asking Intuit for a refund. Lol

Didn't know that - just found the article that explains. Thanks!