Opening old desktop file

I understand how challenging it must be to retrieve information from an old desktop file, Suzanne. Please know I'm committed to providing you with the support you need during this process to ensure you can successfully open the file and resume your work without further delay. I'll also provide clarification on the specific action that QuickBooks requires from you.

In QuickBooks Desktop (QBDT), if you are attempting to open a backup company file created with an older version of the software, it's important to note if it has been restored to the latest release of QBDT, it will need to be updated. This is necessary because QuickBooks regularly introduces new features, enhancements, and improvements. Older data may not be compatible with the most recent updates.

Since you were prompted with a message saying your admin needs to "update the company file", you'll need to reach out to this user and let them follow the steps below to proceed. Here's how: 

Prep your company file.

1. Open your original version of QuickBooks. Then, open the company file you want to update.
2. Press F2 to open the Product Information window.
3. Look in the File Information section. Make a note of where you save your company file on your computer.

After you update your company file to QuickBooks 2024 or Enterprise 24.0, you’ll need to reset the passwords for all non-admin users to a temporary one. When ‌non-admin users sign in, they’ll be prompted to set a permanent password.

Then, update your company file.  

1. Make sure all users sign out of your company file.
2. Open your new version of QBDT.
3. Go to File and select Open or Restore Company.
4. Click Open a company file, then hit Next.
5. Find your company file. Tap it and pick Open.
6. Sign in to your company file as the admin user.
7. Press Update Now.
8. Click Done.

For further details, refer to this article: Update your company files.

If you have additional questions regarding this concern, fill me in by posting a comment below, Suzanne. The measures outlined above are essential to keep your financial data accurate. By keeping your company file updated, you can avoid potential compatibility issues and ensure your accounting practices align with the newest standards and functionalities. 

@suzannek1 

Which QB Desktop year version did you use to open the file last time?

Which year version do you have now?

RE: I keep getting a message that the admin needs to "update the company file". This makes no sense to me. You don't update a file. A file is what it is.

A file is 'what it is'?

Every year, when Intuit publishes a new version of QuickBooks, it uses a new file format to handle the new data and other changes for that year.

If a new version is used to open a company file from an older version, it is updated first to the new file format. Only the Admin user can do that.

The trigger for the message is that you're not logging into the file as the Admin user, but as a different user.  To update the file, login to the file as the Admin user.

I was able to get one company open but cannot load the data for the second company.  It is not prompting me for admin log.   I am logged in as admin.

I loaded one company, but the second company is not prompting me to update the file.  How do I go about creating the second company so that when I try to restore I am prompted to update?

What error message did you encounter?

Which QB Desktop year version?

No error message.  It is just not uploading the file.

So if I want to restore a different company file, do I recreate the company first?  I have one company working.  Also, how do I switch companies in desktop, I forgot?

Install the trial version of QB Desktop 2024 Enterprise to open the file. Did you encounter the same problem?

1. Right-click on the company file and select Properties.
2. Click Advanced.
3. Clear the Compress and Encrypt checkboxes, then OK.

I need to start at the beginning.  I open QBs with a different company file.  Do I then set up a new company?  Am I opening a company file or restoring a company file?

No because the other company is working fine and I am not messing with that.

Camelle says to update the file.  That is the part I can't get to.  

Thanks for getting back in this thread, @suzannek1. We greatly appreciate your continued engagement in the Community space. It's our pleasure to assist you in opening your company file in QuickBooks Desktop (QBDT).

If your QuickBooks Desktop is an older version, we suggest that you update your company file. However, if you have a QBB file for QBDT 2024 version, you can opt for the "Restore Company File" feature. This is generally used with a .QBB (QuickBooks Backup) file. By restoring it, QuickBooks generates a new company file with the backup data. It's one reason why you're unable to update your company file. 

Furthermore, it's important to know that you don't need to create a new company file when restoring in QBDT. To switch between company files, you can go to the File menu and select Open Previous Company. From there, you can pick the company file you wish to access as what my colleague suggested.

I'm also adding these resources to help you learn how to fix general problems when your company file won't open. You can also learn how to move your company files to another folder on your computer, on and off your network, or to another computer: 

• Can't open your company file in QuickBooks Desktop
• Move your company files to another computer

Thanks for coming to the Community. I look forward to being able to help you open your company file or address any concerns you may have regarding QuickBooks, @suzannek1. Have a great day!

Desktop was updated last Thurs and I restored a company file.  I am trying to restore another company and it is telling me the file is newer than my QBs version.  The file is from 2022 and is being pulled off of our server and saved in my files/laptop.  So it makes no sense to me that the file is newer than Desktop.  

I appreciate you for sharing the steps you've performed before experiencing the error message, suzannek1. Let me make it up to you by ensuring you can access your second company file.

The error message usually occurs if the file you're trying to restore is from a newer version of QuickBooks Desktop than the one you currently have installed on your computer. Since the file is from the 2022 version, I recommend contacting our Live QuickBooks Support Teams. They have access to advanced diagnostic tools and can provide real-time assistance to get to the root of this problem.

Our phone and chat support teams are specially trained to handle complex technical issues like the one you're experiencing. They can initiate a screen-sharing session, enabling them to see what happens when you restore the file in the updated version of QuickBooks Desktop and identify and implement necessary fixes.

I'll show you how you can reach them:

1. Go to Help, then select QuickBooks Desktop Help/Contact Us.

2. Hit Contact Us.

3. Give a brief description of your issue, then Continue. 

4. Sign in to your Intuit account, choose Continue, and then Continue with my account.

5. We'll email you a single-use code. Enter your code and select Continue.
6. Click chat with us or Have us call you.

Check out their operation hours to determine their availability.

Additionally, I've added these resources to help you learn more about the features offered by QuickBooks Desktop 2024 and how you can utilize them. It also consists of info to find out what your computer needs for the best experience:

• What’s new in QuickBooks Desktop 2024
• System Requirements for QuickBooks Desktop 2024

Our support team is ready to assist you with the difficulties you're encountering in restoring files. If you have any additional concerns or questions about accessing your file or navigating the 2024 version, please click the Reply button to let us know. Thank you for your cooperation and patience in resolving this matter as quickly and thoroughly as possible.