Question

Opening old desktop file

Forum|Forum|1 year ago
October 10, 2024
16 replies
126 views

I need to access info in an old desktop company file. I installed the desktop version and updated it. But I cannot open or restore the file. 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. What is QBs asking me to do?

QuickBooks Desktop

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CamelleT

Moderator

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.

Open your original version of QuickBooks. Then, open the company file you want to update.
Press F2 to open the Product Information window.
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.

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

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suzannek1Author

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.

JaeAnnC

Level 6

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?

I've got some fixes to ensure you can open your second company file in QuickBooks Desktop (QBDT), @suzannek1.

First, verify that the file you want to open is a company file (.QBW). Other file types, like backups (.QBB) and portable files (.QBM) can't be opened in the same way. Then, double check if your file isn't compressed or encrypted. Here's how:

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

If your company file is hosted on a network, disable the Host Multi-User Access on your workstations. Only the server computer should host the file. For the complete instructions and other troubleshooting options, check out this article: Can't open your company file in QuickBooks Desktop.

Since you're not prompted to update your company file when logging in as an admin, you can perform it manually by following the abovementioned steps provided by my previous colleague, CamelleT.

Please know that you don't need to recreate the company file when restoring it in QBDT. To switch between your company files, click the File menu and select Open Previous Company. From there, you can choose the company file you'd like to access.

Additionally, you may refer to this article as your guide if you need to transfer your company files to another computer: Move your company files to another computer.

Know that we're only a couple of clicks away if you have other clarifications about managing your company files in QBDT. We'll be available anytime whenever you need help. Have a productive day ahead.

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Chrea

Level 1

@suzannek1

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

Which year version do you have now?

BigRedConsulting

Level 15

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.

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suzannek1Author

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?

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