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Anonymous
Not applicable

Full Year Data Export

I use Quickbooks Online Advanced and am trying to pull all of the GL data (all transactions, journal entries, everything) for 2019 for my auditors. However, I am running into an issue where 5MB is the largest export I can run at one time. Due to my business, I would have to run this hundreds of times to pull all of the data for the year, as some days, I have data that is over 5MB. Has anyone else ran into this issue and found a workaround? This is a fairly common request from auditors for their testing. Any tips or advice would be extremely helpful!

22 Comments
Joesem M
QuickBooks Team

Full Year Data Export

Hi @Anonymous.

 

Thanks for the detailed information. I can provide information on how to Export your data by Batch. This way you can pull up the data for 2019. Let me guide you how:

 

  1. Go to the Gear ⚙️icon.
  2. Choose Export Data.
  3. Select either the Reports tab or the List tab, depending on which data you want to export.
  4. Use the on/off slider to deselect items you do not want to export.
  5. Click the All dates filter to choose which period you need by.
  6. Choose Export to Excel.

The data will export as a .zip file with your company name and the date of export. The individual excel documents are named for the report or list they contain information for.

 

I'll add this article for more details:Export reports, lists, and more.

 

Also, you can read out our Help articles it provides tips and answers to your "How do I" question in the future.

 

I'll be here if you need further assistance. Wish you all the best.

Anonymous
Not applicable

Full Year Data Export

Hi! Thank you so much for your quick reply. 

 

Unfortunately, we have tried this route and get the following error: "Some of your files were too big to export. It's usually the general ledger or journal report. Try exporting for a shorter date range, or leaving out the longe reports."

 

The Batch process doesn't even work for 1 day in some cases for some GL accounts, as we have lines and lines of transactions (retail company). I don't want to have to run this process hundreds of times to export all of our date. Any other ideas or solutions that might be available?

Michael K
Moderator

Full Year Data Export

Thanks for providing an update, @Anonymous.

 

I'm happy to provide another solution for exporting. If you'd prefer to export to Excel using the option provided previously, you'd need to break it down. That being said, another option would be to export your data to a QuickBooks Desktop Company file. I've provided the super easy steps:

 

  1. Download and install the trial version of QuickBooks Desktop.
  2. Login to your client's QuickBooks Online account.
  3. Go to the Gear Icon.
  4. Choose Export Data.
  5. Enter your reason why you're exporting your client's data.
  6. Click Continue.
  7. Under Moving to QuickBooks Desktop?, select Learn more.
  8. Under Download company data, choose Learn more.
  9. Review your data from the export overview screen, then click Get Started.
  10. In the Exporting from QuickBooks Online page, select Continue to Download.
  11. Follow the rest of on-screen instruction to complete the exporting process.

 

You'll receive an email when your data is available for export. Follow the instructions in the email or check out this awesome article to start the export process and follow the on-screen prompts.

 

Once you've exported your file to QuickBooks Desktop, you can follow these steps to export to Excel:

 

  1. In QuickBooks, go to the Reports menu, then Reports Center.
  2. Find and open the General Ledger report.
  3. Choose Excel on the toolbar. You can also select Print or Email to save the report as a PDF.
  4. To create a new Excel workbook, select Create New Worksheet. If you want to update an existing workbook with the data in the open report, select Update Existing Worksheet. Select Browse and then find the workbook on your computer. Keep in mind, this overwrites the existing workbook.
  5. If you want to format the data a specific way, select Advanced. This is optional.
  6. When you’re ready to export, click OK. To open the report in Excel, you can also hit Export.

 

That's it! The Community will always have your back. Wishing you and your business continued success in all that you do!

Fiat Lux - ASIA
Level 15

Full Year Data Export

@Anonymous 

As another option, utlize the exporter tool

https://transactionpro.grsm.io/qbo

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

Hope it helps.

eodriscoll011
Level 1

Full Year Data Export

Hi!

Thanks for the response. What type of access do I need for Quickbooks Online because when I go to the Gear icon, I don't have the 'Export Data' option. I only have the following:

-Profile

-Intuit Account

-Feedback

-Privacy

-Sign Out

Anonymous
Not applicable

Full Year Data Export

Hi!

Thanks for the response. What type of access do I need for Quickbooks Online because when I go to the Gear icon, I don't have the 'Export Data' option. I only have the following:

-Profile

-Intuit Account

-Feedback

-Privacy

-Sign Out

Anonymous
Not applicable

Full Year Data Export

Hi!

Thanks for the response. What type of access do I need for Quickbooks Online because when I go to the Gear icon, I don't have the 'Export Data' option. 

Sarah Bl
QuickBooks Team

Full Year Data Export

Hello, @eodriscoll011.

 

You can correct this you can try and Clear Cache and Cookies. The reason for this is because the browser will save parts of the web the first time you visit a site. After all, the user will view the files stored in its cache much faster than fresh files can be retrieved from a server. The next time you visit the link, the cached files will help to reduce the load time for the website. To complete this you'll need to: 

  1. In your computer, open Chrome.
  2. On the top right, click More.
  3. Select More tools  Clear browsing data.
  4. At the top, choose a time range. To delete everything, select All time.
  5. Next to "Cookies and other site data" and "Cached images and files," check the boxes.
  6. Click Clear data.

 

Here is the link for the other Browsers you may have instead of Google Chrome. This should show the Gear icon's full lists to choose from. Then once it is recovered you can go under Tools and select Export Data. I'm always here if you have any more questions. Have a great rest of your day.

eodriscoll011
Level 1

Full Year Data Export

Hi Sarah, 

 

I just tried this and performed the steps, as instructed and this did not solve the issue. I can still only see:

 

-Profile

-Intuit Account

-Feedback

-Privacy

-Sign Out

 

Any other ideas? Could this not be due to the type of access that I have?

 

Emily M
QuickBooks Team

Full Year Data Export

 

Thanks for your reply, @eodriscoll011.

 

I hope your day as been wonderful. To ensure you get the best solution, are you a Company Admin or a Master Admin? To export these data files you would need to be the Company or Master Admin on the account. If you are just a user on the account, you wouldn’t have access when doing the steps provided above. 

 

You can check out this article about User Types for further information.

 

For step by step instructions you can visit this link about Exporting reports, Lists, and more.

 

Leave a comment below if you have further questions. I’ll be happy to help anytime. I hope you have a great night. Take care.

eodriscoll011
Level 1

Full Year Data Export

Hi Emily, 

 

Thank you for your response. Can I have accountant access? My client does not want to give me admin or master admin access, which is understandable. 

 

Also, are there no options to export to .csv, .txt, or a zipfile? 

MorganB
Content Leader

Full Year Data Export

Hey there, eodriscoll011.

 

Thanks for following up on this thread. I'd like to provide some additional info.

 

Gaining accountant access to the account would have to be granted by the current Master Administrator or Company Admin. They would need to log in and send you an invite. Once you've accepted the invitation, you'll have your own log in credentials and additional access to the account.

 

The following article provides the details on this process: Invite or remove an accountant.

 

I'm only a comment or post away if you have any other questions.

eodriscoll011
Level 1

Full Year Data Export

I received accountant access and when I go to export data and try to export and go to download company data in order to import into Quickbooks Desktop trial version it says I have to use Internet Explorer. However, when I go to Internet Explorer and login, nothing shows up when I click the gear icon, the client doesn't even show up. I cleared my history, cache, cookies, etc. and this doesn't fix anything. Any reason why this would be happening? It's one issue after another with this. Why isn't this working?

MirriamM
Moderator

Full Year Data Export

Hello again, eodriscoll011. Thanks for keeping us updated. 

 

Before exporting your QuickBooks Online (QBO) data to QuickBooks Desktop (QBDT), you'll need first to set up security settings in Internet Explorer. 

 

Here's what you'll need to do:

  1. Right-click the Internet Explorer icon.
  2. Choose Run as administrator.
  3. Pick the Tools ⚙ icon, then Internet Options.
  4. Select Security, then Trusted sites.
  5. Hit Sites.
  6. In the Add this website to the zone field, enter: *.intuit.com and *.qbo.intuit.com.
  7. Make sure Require server verification (https: ) for all sites in this zone is unchecked.
  8. Close the Trusted Sites window.
  9. Make sure Enable Protected Mode is unchecked.
  10. Select Apply, then Okay.

Once done, leave the Internet Explorer open and be ready to set up your QBDT account for the export. 

 

For more information about the exporting process, here's a great resource that you can read: Export and convert your QuickBooks Online data to QuickBooks Desktop.

 

Keep me posted if you have any additional questions, as I'm always here to help. Take care.

Fiat Lux - ASIA
Level 15

Full Year Data Export

eodriscoll011
Level 1

Full Year Data Export

This still doesn't work. When I click the gear icon, it disappears. What is the issue and why is there no clear solution to this problem? This is kind of ridiculous at this point. Can you please provide me with a solution that actually works?

KlentB
QuickBooks Team

Full Year Data Export

I'm here to help you in exporting your data, eodriscoll011.

 

There are times that the Gear icon disappears when you're Internet Explorer since QuickBooks Online no longer supports this browser. To fix this issue, we can refresh the page to load a fresh copy of it. 

 

If the same thing happens, we can directly pull up the URL of the QuickBooks Online exporting page from Google Chrome and use it in Internet Explorer. This way, you'll be directly routed to the Export Overview page. You can use this link: http://qbo.intuit.com/app/exportqbodatatoqbdt. Once done, just click the Get started button to initiate the exporting process.

 

Here's an article that will guide you in exporting and converting your QuickBooks Online data to QuickBooks Desktop.

 

After you've successfully exported your data, you can check this article for more information about QuickBooks Desktop: Get Started With QuickBooks Desktop.

 

Let me know how it goes in the comment section, as I want to ensure that you can successfully export your data. The Community always has your back, and assistance in just a post away.

eodriscoll011
Level 1

Full Year Data Export

I exported my data and received a message: 

QuickBooks Online Plus: Company Data Ready for Download

 

Under #2: 

2. Click the task or to do item called "Download the company file created on 02/24/2020".

 

There is nothing showing up to download anything? No task or to do item. Where can I find the download?

Michael K
Moderator

Full Year Data Export

Hey there, @eodriscoll011

 

We're aware that the task isn't being shown on the Dashboard, and our Engineering Team is hard at work to resolve the issue. The good news is that you can still export the file without using the task. Follow these quick steps:

 

  1. In QuickBooks Online, go to the Settings ⚙ icon and select Export Data.
  2. Enter your reason for exporting and select Continue.
  3. In the Moving to QuickBooks Desktop section, select Learn more.
  4. In the Download company data section, select Learn more.
  5. Select Get started.
  6. On the Exporting from QuickBooks Online page, select Continue to download.
  7. In QuickBooks Desktop, make sure you're on the No Company Open screen. If you have a company open, go to File and select Close company.
  8. Back in QuickBooks Online, select Download.
  9. In the Save your company file window, select a location to save the file. Pick a place other than your Windows Desktop.
  10. When the download finishes, select Convert Now.
  11. In the Create a new QuickBooks file window, give the file a name and select a location to save it in. Pick a place on your local computer and not a network or external drive.
  12. After the export is done, select Finished.

 

That's it! Please let me know if there's anything else I can do to be of assistance. Have a great week ahead!

eodriscoll011
Level 1

Full Year Data Export

The export doesn't work, it keeps saying it fails when I click convert now and save it as a file. Nothing is getting imported into Quickbooks Desktop. Why does this keep failing?

eodriscoll011
Level 1

Full Year Data Export

Error I am receiving:

 

The following errors occurred while trying to export your company data:

The following is a summary of issues encountered while trying to export your company data.

A problem has occurred. Please exit QuickBooks desktop edition and try again. If you get this message again, please contact support.

 

JamesDuanT
Moderator

Full Year Data Export

Hello eodriscoll011,

 

There are a few factors why your data wasn't convert from QuickBooks Online to Desktop. It could be:

  • the browser and the QBDT programs don't have the administrative access to convert the data.
  • the release version is outdated.
  • the browser's security feature blocks the conversion process.

Before we start the troubleshooting steps, let's close the Internet Explorer and the QuickBooks Desktop.

 

When opening the Internet Explorer and the QuickBooks Desktop programs, make sure they run in administrator mode.

  1. Right-click on the program icons.
  2. Select Run as administrator.

Now, let's go to the Internet Explorer and configure its security setup.

  1. Go to the Internet Explorer and click the Command Bar.
  2. Select Tools and choose Internet Options.
  3. Within Internet Options, go to the Security tab.
  4. Add *.intuit.com to trusted sites:
    1. Click Trusted Sites.
    2. Within the Trusted sites window, un-check Require server verification (https:) for all sites in this zone.
    3. In the Add this website to the zone field, type: *.intuit.com
      Note: It is recommended that you remove all other websites in reference to intuit.com from the list of websites, as *.intuit.com will cover all Intuit sites.
  5. Close the Trusted sites window.
  6. Un-check Enable Protected Mode.
  7. Close Internet Explorer.
  8. Right-click on the Internet Explorer icon.
  9. Select Run as administrator.

Meanwhile, update your QuickBooks to the latest release. This'll fix minor issues within the program. You can use this link for reference: Update QuickBooks Desktop to the latest release.

 

After those preparations, do the conversion process again. You can proceed to Steps 2-6 in this link: Export and convert your QuickBooks Online data to QuickBooks Desktop.

 

We'll be right here if you need additional help in following the instructions above. Have a great day!

 

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