QuickBooks Desktop subscription and access to data

CJDog1980 · ‎August 06, 2022

1. If my accountant has QuickBooks Desktop 2022, will the accountant be able to read my data if I have QBD 2023 that comes out in September? (I'm considering when to upgrade my current version or wait until 2023)

2. If I have a QBD subscription and do not renew my annual subscription, will I still be able to access my desktop on my device? If so, are there any limitations to accessing my data?

3. In what formats can my QBD subscription data be exported?

CharleneMaeF · ‎August 06, 2022

I'm here to clear things up for you, CJDog1980.

The client and accountant's QuickBooks Desktop versions must be compatible. Otherwise, the changes made may not reflect. Though using different versions is still possible as long as the gap is just one year and they're using a recent one.

With regard to your subscription, you can still access your file. However, you'll stop receiving security updates and online services, such as the following:

Live Support
Online Backup
Online Banking
Other QuickBooks Desktop Services

To know more about this, you can browse this article: QuickBooks Desktop Service Discontinuation Policy.

For the file format, you can use the QBB extension. QuickBooks creates this when you back up your data. However, you're unable to access your books outside the program. For more details, please see this article: File Types and Extensions.

Aside from that, I'd suggest exporting your data into an Excel spreadsheet. Or you can move to QuickBooks Online.

Additionally, I've added these resources that'll help you learn more about using and creating Accountant's Copy:

Please know that you can always count on me if you have additional questions about these topics. I want to make sure everything is answered.

View solution in original post

Rubielyn_J · ‎August 06, 2022

Thanks for getting back to this thread, @CJDog1980. Let me provide some insights about exporting data in QuickBooks Desktop.

You can export Customer, Vendor, Payroll lists, transactions, as well as Items lists into an Excel spreadsheet.

For Customer/Vendor and Payroll list and transactions, here's how to export them:

Open the Customer/Vendor/Payroll center.
Select Excel drop-down and choose Export Customer/Vendor/Employee list or Export Transactions if you want to export transactions (either by name or transaction type).
In the Export window, select whether to create a new worksheet or update an existing worksheet.
Click the Export button.
QuickBooks opens MS Excel, and you can edit the information as needed.

For additional information, please check out this article: Import or export MS Excel files. This provides information that is included when QuickBooks exports to Excel.

I'm also adding this article that provides general information on how to import or export info with QuickBooks Desktop: Import and export data in QuickBooks Desktop.

Feel free to comment below if you have clarifications about exporting data and reports in QuickBooks. I'll be happy to help you. Keep safe!

View solution in original post

CharleneMaeF · ‎August 06, 2022

I'm here to clear things up for you, CJDog1980.

The client and accountant's QuickBooks Desktop versions must be compatible. Otherwise, the changes made may not reflect. Though using different versions is still possible as long as the gap is just one year and they're using a recent one.

With regard to your subscription, you can still access your file. However, you'll stop receiving security updates and online services, such as the following:

Live Support
Online Backup
Online Banking
Other QuickBooks Desktop Services

To know more about this, you can browse this article: QuickBooks Desktop Service Discontinuation Policy.

For the file format, you can use the QBB extension. QuickBooks creates this when you back up your data. However, you're unable to access your books outside the program. For more details, please see this article: File Types and Extensions.

Aside from that, I'd suggest exporting your data into an Excel spreadsheet. Or you can move to QuickBooks Online.

Additionally, I've added these resources that'll help you learn more about using and creating Accountant's Copy:

Please know that you can always count on me if you have additional questions about these topics. I want to make sure everything is answered.

CJDog1980 · ‎August 06, 2022

Thank you CharleneMae_F.

Can QBD data be exported to Excel format for 2019 version? 2022 version? If I understand your response as well as the link provided, it will only be saved in QBB extension format.

Are there reports that QuickBooks can export data to that can be used, such as General Ledger?

Rubielyn_J · ‎August 06, 2022

Thanks for getting back to this thread, @CJDog1980. Let me provide some insights about exporting data in QuickBooks Desktop.

You can export Customer, Vendor, Payroll lists, transactions, as well as Items lists into an Excel spreadsheet.

For Customer/Vendor and Payroll list and transactions, here's how to export them:

Open the Customer/Vendor/Payroll center.
Select Excel drop-down and choose Export Customer/Vendor/Employee list or Export Transactions if you want to export transactions (either by name or transaction type).
In the Export window, select whether to create a new worksheet or update an existing worksheet.
Click the Export button.
QuickBooks opens MS Excel, and you can edit the information as needed.

For additional information, please check out this article: Import or export MS Excel files. This provides information that is included when QuickBooks exports to Excel.

I'm also adding this article that provides general information on how to import or export info with QuickBooks Desktop: Import and export data in QuickBooks Desktop.

Feel free to comment below if you have clarifications about exporting data and reports in QuickBooks. I'll be happy to help you. Keep safe!

Fiat Lux - ASIA · ‎August 06, 2022

@CJDog1980

You can also utilize the exporter tool

https://transactionpro.grsm.io/qbd

cpeterson1 · ‎March 21, 2023

I have converted to QBO but I have 20+ years in my QBDT file. Not all of my data converted - ie 2 custom columns on my invoices in QBDT did not convert to QBO - so my QBO file is incomplete. I would like to retain read only access to my QBDT file and have read conflicting information as to whether that remains for one year after cancelling QBDT subscription or not. My subscription expires next week and we are not done with our tax return for 2022 yet so I need to be able to access and change data until then. After that read only access with reporting abilities would be great. I would pay a smaller subscription price for that but don't think $500+/year is an acceptable option.

Customer support said to open the QBDT file with excel but when I tried that it said the file was too large. Another said to compress the data and then open to excel but data would be lost so that is not an option either. Exporting data to excel through reports is cumbersome and time consuming. I do not want to pay for both QBO and QBDT but feel they are holding my historical data hostage by not allowing access to complete history. Are there other viable options that small companies are using to access data in old QBDT files?

Tori B · ‎March 21, 2023

Good morning, @cpeterson1.

Thanks for following the thread and sharing your concerns.

Most of our users who no longer need a QuickBooks Desktop subscription, download and install a trial version. From there, you can open your company file and access the data. QuickBooks Desktop trials are good for 30 days. Please be sure to create a local backup of the company file.

Before proceeding, make sure that the file is compatible and that your computer meets the system requirements. This helps avoid any issues and errors.

For complete instructions on how to download the trial version, kindly check out this article: Use a Trial of QuickBooks Desktop.

Once done, you can now restore the file. Here's how:

Open QuickBooks.
Select the File menu, then click Open or Restore Company.
Restore the file based on its file type.

For more details, please see this article: Restore your File.

Fill me in if there's anything else I can do to help you access your QBDT file. Simply click the reply button below to add your response. Have a good one!

Fiat Lux - ASIA · ‎March 21, 2023

@cpeterson1

You can purchase a 3rd party service to convert data with up to 3 custom fields to QBO.

Your best option for accessing your old file is to buy a new license for QB Desktop 2023 Pro for one user and use it until a few days before the 60 day purchase date. Then request a refund to get your money back. You can also use the trial version for 30 days if required.

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