Transitioning from QuickBooks Online (QBO) to QuickBooks Desktop can be beneficial for users who need offline access to their accounting data or prefer the features offered by the desktop version. However, exporting data between these platforms can be challenging without a clear process. In this blog, we’ll explore why you might want to export data from QBO to QuickBooks Desktop and provide a comprehensive step-by-step guide to help you achieve this with minimal hassle.
Why Export from QuickBooks Online to Desktop?
Here are some reasons you might consider moving your data from QuickBooks Online to Desktop:
Functionality: QuickBooks Desktop offers features that may not be available in QuickBooks Online, such as advanced inventory management and job costing.
Cost Efficiency: For businesses with stable data needs and no requirement for cloud access, QuickBooks Desktop can be a more cost-effective solution.
Data Control: QuickBooks Desktop allows users to have more control over data backups and security settings since it’s stored locally.
Pre-Export Considerations
Before starting the export process, ensure the following:
System Requirements: Ensure your computer meets the system requirements for QuickBooks Desktop.
Internet Explorer: Use Internet Explorer version 10 or above to ensure compatibility during the export process.
User Access: You must be the Master Admin, Company Admin, or an accountant user in QuickBooks Online to initiate the export.
File Size: If your company file is larger than 350,000 targets, you may need to condense the file in QuickBooks Desktop post-export.
Backup: Always back up your QuickBooks Online data before exporting to avoid data loss.
Step-by-Step Export Guide
Step 1: Prepare Your QuickBooks Online Data
Update Information: Ensure all your transactions and data in QuickBooks Online are up-to-date.
Reconcile Accounts: Reconcile your bank accounts and verify that all transactions are accurate to prevent discrepancies during the export.
Step 2: Install QuickBooks Desktop
- Download and Install: If you haven’t already, download and install QuickBooks Desktop on your computer. Make sure it’s the same version year or newer than the QBO version you are using.
Step 3: Download the Export Tool
Access the Tool: Log in to QuickBooks Online and navigate to the Gear Icon > Export Data.
Export Tool: Follow the prompts to download the QuickBooks Online Export Tool.
Step 4: Use Internet Explorer
Open Internet Explorer: Open Internet Explorer, and ensure it is set as your default browser for this process.
ActiveX Controls: Enable ActiveX controls by going to Tools > Internet Options > Security > Custom Level > ActiveX Controls and Plug-ins.
Step 5: Start the Export Process
Log In: Log in to your QuickBooks Online account using Internet Explorer.
Select Data to Export: Go to the Gear Icon > Export Data. Select whether you want to export all data or specific data types.
Follow Prompts: Follow the on-screen prompts to begin the export process.
Step 6: Install ActiveX Control
- Installation Prompt: When prompted, install the ActiveX control required for exporting. If blocked, adjust your browser settings to allow this installation.
Step 7: Create a QuickBooks Desktop Company File
File Format: The export tool will create a file in the format suitable for QuickBooks Desktop.
Download File: Once the export is complete, download the file to your computer.
Step 8: Import to QuickBooks Desktop
Open QuickBooks Desktop: Open QuickBooks Desktop and navigate to File > Open or Restore Company.
Select Company File: Choose the file you exported from QuickBooks Online.
Follow Import Steps: Follow the instructions to import the data into QuickBooks Desktop.
Step 9: Verify Data Accuracy
Check Reports: After importing, check reports like balance sheets and profit & loss statements to ensure data accuracy.
Reconcile Accounts: Reconcile accounts to confirm that transactions are correctly imported and recorded.
Troubleshooting Common Issues
Export Tool Not Downloading: Ensure you are using Internet Explorer and have allowed ActiveX controls.
Data Discrepancies: If you notice discrepancies post-import, compare reports between QBO and QuickBooks Desktop to identify missing data.
File Size Issues: Large files may require data condensing post-import. Use the Condense Data Utility in QuickBooks Desktop if necessary.
ActiveX Control Issues: Ensure ActiveX controls are enabled and security settings in Internet Explorer are configured to allow installations.
Conclusion
Exporting from QuickBooks Online to QuickBooks Desktop can seem daunting, but by following the steps outlined above, you can successfully transition your data. Always remember to back up your data and verify the integrity of your information post-import to ensure a seamless accounting experience. With QuickBooks Desktop, you’ll gain access to a robust suite of tools tailored for comprehensive financial management.
More Helpful Link -
https://community.servicetitan.com/t5/Accounting/How-to-fix-QuickBooks-Database-Server-Manager-stopped-working/m-p/50217#M3422
https://support.jinigram.com/portal/en/community/topic/dial-1-855-409-2300-why-is-quickbooks-unable-to-send-invoices-and-how-can-i-fix-it