How to Export and Convert QuickBooks Online Data Files to Desktop?
QuickBooks Online (QBO) is increasingly used by various small and medium-sized businesses, especially with the ease of access it affords and its 'by-the-cloud' features. Sometimes, however, users still have the need to export data from QBO to QuickBooks Desktop (QBD), for purposes such as data backup, utilizing specific features only available in the desktop edition, or other operational purposes. In this blog post, we guide you step-by-step on how to export and convert your QuickBooks Online data files into QuickBooks Desktop so it's easy to stay on top of all of your finances across both platforms.
Why Export QuickBooks Online Data to Desktop?
Before we dive into how to do it, let's first consider why you might want to make this switch.
1. Offline Access: QuickBooks Desktop does allow access when an internet connection is not available.
2. Advanced Features: Some payroll functions and industry-specific reporting are accessible only from a computer.
3. Data Backup: Your financial data should always be backed up. Importing to desktop provides an added layer of security on the data.
4. Familiarity: Users who have long been accustomed to QuickBooks Desktop may find the interface and functionality to fit more naturally for them.
Preparation Before Export
1. Verify Your Subscription Level
Before you export your data, verify if your QuickBooks Online subscription allows for this process. To my knowledge, most versions of QBO let you export the data at this point; still, always best to confirm.
2. Clean Your Data
Before you begin to export your data, tidy up your data. Deactivate all unwanted transactions and accounts that you no longer use. Account reconciliations should be caught up to date, and financial statements must be current. This will make the transfer easier and ensure that only the data you want to export are in fact transferring.
3. QuickBooks Online Data Backup
Even though QuickBooks Online does provide built-in security, it is always a good idea to create backups of your data before you export them. You can use QBO's in-built backup feature or manually create a backup by exporting reports to Excel or PDF format.
How to Export QuickBooks Online to Desktop
Step 1: Export Your Data from QuickBooks Online
1. Sign in to QuickBooks Online:
● You start by logging onto your QBO account.
2. Navigate to the Export Feature:
● Click the gear icon ⚙️ in the top-right corner.
● Select Export Data under the Tools tab.
3. Choose Your Data:
● You will be able to export lists like customers, vendors, products, and transactions including invoices, sales receipts, and payments.
● Select what type of data you want to export. You can start with plain old lists and then move on to more involved information such as transactions.
4. Download the Data:
● Once you have done all the selections, click Export to Excel or format of your choice. Save the file on your hard drive.
Step 2: Import Data into QuickBooks Desktop
You now have your data in the Excel format and you are to import it into QuickBooks Desktop. Here's how you do it.
1. Open QuickBooks Desktop:
● Open the QuickBooks Desktop program from your computer.
2. Launch the Import Process:
It's time to import now that you have exported your data in QuickBooks Desktop.
● Open QuickBooks Desktop: Open the application of QuickBooks Desktop on your computer.
● Create a New Company File (Optional): To start over, click File > New Company. If you are importing data into an existing file, open that file.
Now go to the feature Import
Click on "File" > "Utilities" > "Import" > "CSV Files."
● Select your CSV files: Choose the CSV files you exported from QuickBooks Online. QuickBooks Desktop will guide you through importing each data type.
● Map Your Data: Verify that the columns in your CSV files line up with the fields in QuickBooks Desktop. QuickBooks may prompt you to map the fields if they do not match perfectly.
● Review Your Data: Once you have imported, check through your lists and transactions to ensure everything is importing in there correctly.
3. Complete the Import
● Once imported, QuickBooks will allow you to preview what data you are uploading. Be particularly observant to catch any inconsistencies.
● Click Import to finalise this process.
Step 3: Validate Your Data
When the import process has been completed, you need to validate that everything has been imported correctly:
1. Validate Lists: Ensure that the customers, vendors, and items lists that you have uploaded are accurate.
2. Balance Accounts: Balance your bank accounts to ensure that you are reflecting all transactions.
3. QuickBooks Online Review Financial Reports: Run your financial reports for you to make sure that everything looks as you expect based on your QBO data.
Step 4: Troubleshooting Common Issues
Exporting and importing information between QuickBooks Online and QuickBooks Desktop, in general, are pretty simple procedures; however, problems do arise sometimes. Here are some of the common problems and solutions:
1. Data Mapping Mistakes: If your data does not come out the way you hoped, re-read your mapping. The columns need to be properly matched.
2. Missing Transactions: If you are missing transactions, check your export selection in QBO. Make sure it all imported.
3. Version Compatibility: Before you export, verify that your version of QuickBooks Desktop is compatible with the version importing. Upgrading both applications could be a possibility to prevent compatibility issues.
Conclusion
Export and convert QuickBooks Online data file to QuickBooks Desktop. Export and convert QuickBooks Online data file to QuickBooks Desktop, streamline accounting processes with your operation by making them more flexible. This conversion will cause no trouble if the data is correct and prepared right, so follow the steps given here to make the process almost painless. You can back up your data, access advanced features, or simply like the desktop user interface; you have what it takes to keep track of your finances across both sides. Happy bookkeeping!
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