Open a QB file in a prior year version

Hello there, @WARox.

I appreciate you taking the time to share your thoughts on this. Allow me to chime in and share some ideas about opening a backup file in a prior year's version.

Once you convert a company file to a newer version of QuickBooks, you can no longer open it in any earlier version. This is because different QuickBooks versions utilize a dissimilar process of compressing backup files.

Just in case you need to use a trial version of QuickBooks for a test run, please check out this article: QuickBooks Desktop trial links.

However, if you need to upgrade your client's company file to a new version, you can follow the steps below:

1. Open your new version of QuickBooks Desktop.
2. Select Open or Restore Company if you don't have a company file open. You can also go to the File menu and select Open or Restore Company.
3. Select Open a company file, then Next.
4. Browse your computer for your company file. Select it and then select Open.
5. Sign in to your company file as an admin user.
6. Before you upgrade, QuickBooks automatically creates a backup of your existing company file. You can select Change this default location to save the backup in a specific folder.
7. Select Update Now to start the upgrade.
8. Click Done.

For more details, you can check out this article: Upgrade your company files after you switch to a new version of QuickBooks Desktop

Also, it's important to know about the company file compatibility to avoid issues and errors upon the upgrade. For more insights, I'm adding an article for additional reference on this: Company file compatibility with QuickBooks Desktop when upgrading.

Let me know if I can be of additional assistance or should you have follow-up questions. I'll be here to help. Have a good one!

I have all the Premier Accountant software 2018-2021. After some miscommunication with my client, I used the 2021 version - when they had 2020.

My end point is that QuickBooks should have this feature available for at least the Accountant versions and I shouldn't have to purchase a 3rd party application. If a 3rd party application can do it, Intuit can do it. 

This is a real problem and Intuit should understand that there are some clients who do not wish to upgrade. This is very hard on accountants since we need to purchase all the versions. They should allow us to either open it as is as long as you purchase the latest accountant's version. The other fix would be to include a downgrade in software so that the accountant can downgrade the final product before sending it back to the client.

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@accounthink wrote:

This is a real problem and Intuit should understand that there are some clients who do not wish to upgrade.

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@accounthink 

If they understood, they wouldn't be offering the QB Desktop Plus edition. Anyway, you can still purchase QB Desktop 2018-2020 Accountant edition with a one time license.

Agreed! This makes it difficult for us as Accountants. I'm struggling with the same thing for a client that has 2018.

@TSBarnes 

You have to purchase QBD 2018 or 2019 Accountant edition to assist your client. About three months ago, we could still find and purchase a brand new QBD 2018 Accountant edition for our client. Otherwise, persuade them to upgrade to QBD 2020 or 2021 with the one time license.

I am using QB Premier Plus Edition 2021 and am helping someone who uses QB 2020.

Do I need to buy a separate Account version of QB to help them? I have made changes to their file and now they can't access it with QB 2020.

Thank you

@montana_numbers 

You need to have QBD 2021 Accountant edition to help users with QBD 2020 and 2021. Otherwise, you have to purchase a new one time license for QBD 2020 or ask your client to purchase a new one time license for QBD 2021.

I'll share additional information about this, montana_numbers.

Once a company file is open to a newer version of QuickBooks, you can no longer open it in any earlier version. You might offer them to acquire a one-time license equivalent to your version, as Fiat Lux - ASIA stated. Otherwise, you can install a QuickBooks Desktop the same to their version if they still have a backup copy of their 2020 file.

To learn more about the company file to avoid issues and errors in the future, check out the following articles below for more insights:

• Company file compatibility with QuickBooks Desktop when upgrading
• Upgrade your company files after you switch to a new version of QuickBooks Desktop

If they wish to upgrade their QuickBooks Desktop 2020, you can share this resource with them for complete details: Upgrade QuickBooks Desktop Pro Plus, Premier Plus, or Enterprise.

You're always welcome to post again if you have further questions about restoring the company file. We're here to help you.

What is a one-time license?  

A one-time license is intended for use with older versions (2019 and earlier) of QuickBooks Desktop (QBDT) that's valid for three years, reclassify. I'll provide further information on this and company file compatibility when transitioning to a different product, version, or edition of the desktop platform.

You'll utilize your QBDT license number for product activation or registration. Make sure to install the same version of QBDT as your backup company file to open it, as upgraded files cannot be used in older versions. 

You can learn more about the details above by checking out this article: Company file compatibility with QuickBooks Desktop when upgrading.

Additionally, we'd encourage you to keep QuickBooks updated so you have the latest features and product improvements. To guide you through the process, please see this article: Update QuickBooks Desktop to the latest release.

Please don't hesitate to come back to this post if you have follow-up questions about the one-time license in QBDT. I'm always here to help.