Transaction Pro Blog

QuickBooks Data Migration Made Easy

For many reasons, you may need to move data from one QuickBooks company file to another QuickBooks company file. Examples of when a data migration might be necessary include starting a completely new company due to a buyout or merger, your QuickBooks data file has grown too big or is corrupted, or moving from QuickBooks Desktop to Online or vice versa. You may need all the data or just lists and open balances. No matter the need, Transaction Pro can help make the Data Migration process easier!

The first step in the Data Migration process is to always make a fresh backup of the current QuickBooks company file. Then, ensure the data to be imported into the new company file is as clean as possible.

If the data is to be migrated from a QuickBooks Desktop company file, a good starting point is to run the utilities VERIFY DATA and REBUILD DATA. These utilities can be found under the FILE > UTILITIES menu in QuickBooks. If migrating data from a QuickBooks Online company file, this step is not necessary.

Next, go through all the list items in QuickBooks (Vendors, Customer, General Ledger Accounts, Inventory Items, etc.) and make inactive any that are not needed in the new company file. You may use Transaction Pro Importer to make them inactive or use Transaction Pro Deleter to remove them completely if they do not have transactions linked to them. (Remember, though, with QuickBooks Online, deleting them only makes them inactive.) Then go through your open Accounts Payable and Accounts Receivable and make sure that they are all valid and see if there are any payments that have not been applied correctly.

Now you are ready to export your data using Transaction Pro Exporter. Export all QuickBooks list items and transactions that you need to migrate to the new QuickBooks company. If the amount of data that you are exporting is large, then you may need to export in small batches such as a year at a time or even month by month. Be sure to use file names for your exported files that tell you exactly what the data and range is that is included in the file.

It is always good to review your exported data in Excel before proceeding. You may do additional cleanup of your data in Excel before importing, if needed. Be sure to look for blank lines or blank fields that may cause issues during import. Review the Desktop Data Dictionary or Online Data Dictionary to see what fields are required when importing. Also check Yes / No or True / False columns to make sure the data is reflected correctly.

Once you have your data reviewed and have gone through the initial setup of the new QuickBooks company file, you are ready to use Transaction Pro Importer to import your data into the new company file. Be sure to review our Desktop Suggested Order to Import or Online Suggested Order to Import article prior to importing your data into the new company file. Data must be imported in a specific order that follows the same logic as if the data was being manually entered. For example, you must import Invoices before you can import Receive Payments and Bills before Bill Payments.

As you are importing, be sure to review the Transaction Logs for each import and save any Logs that contain errors to address later. Once completed, compare a Trial Balance from the original company file to a Trial Balance from the new company file for each year of data that was migrated and research any differences.

For more information about Data Migration using Transaction Pro, check out the Data Migration section in our Knowledge Base.