Pre-conversion checklist: Quickbooks Desktop Data Files

This article outlines the specific pre-conversion steps for Quickbooks Desktop (QBD) data files. It is advised to cover the general pre-conversion steps before going ahead with the additional steps on this list.

Click here for the general pre-conversion checklist.

Step 1: Do your taxes (VAT/GST) report for the remaining tax period (MANDATORY)

Note: If you use cash basis accounting, we advise you to migrate directly after close and reconciliation of a tax (VAT/GST) period. Otherwise, the post-conversion work in Quickbooks Online can be a lot of work, considering partially-paid invoices.

Dataswitcher needs you to do your first VAT report based on the old data in QBD. It is required that you keep the VAT report for the current tax period (quarter or month) until conversion date. Suppose we are converting on April 14 and your tax report is scheduled to be posted or submitted every quarter to the tax agency. Since we are converting in the middle of a tax period, a tax report needs to be prepared for the period, April 1 until April 14, in QBD.

After the conversion, we will use this information to prepare a full tax report. We do this by adding the amounts in the boxes together from the old and new software, that is, QB Desktop and QB Online. More details on this VAT process can be found here.

Step 2: Extract post-conversion check data (MANDATORY)

After the conversion is completed, you need to have the necessary data to check the conversion results. The following reports must be extracted from your system (QBD) and kept in a safe location:

1. Profit and loss (Income Statement) until conversion date

2. Balance Sheet until conversion date

3. Trial balance until conversion date

4. Balances on your bank accounts as of conversion date

5. List of all outstanding invoices of your customers and suppliers as of conversion date

When extracting the Trial Balance and other reports, no need to enable "Show foreign currencies" in the report. Dataswitcher transfers everything in home-currency.

Step 3: Extract data for auditing purposes (MANDATORY)

When switching between accounting systems, not all data is always converted to the new system. Therefore, it is essential that you extract data from QB Desktop for tax and auditing purposes, and keep these data in a safe location.

1. Sales Tax report

2. Purchase Tax report

3. Account Transactions

Step 4: Check your file (MANDATORY)

You need to check your file for any data issues and inaccuracies. Data inconsistencies should be resolved before creating the backup file and posting it to Dataswitcher.

It is best to verify your data in QB Desktop to detect if there is any problem. To do this, click on File > Utilities > Verify Data > Click OK to close all windows.

If you see “Your data has failed the integrity check,” you need to rebuild your file. If there are no problems with your data, you can proceed with creating the backup file.

Step 5: Requirements for Receivable and Payable accounts (MANDATORY)

Please ensure that as of conversion date, the AR and AP Aging Summary Reports match with the total AR and AP balances in the General Ledger. It is also advised to compare AR/AP Aging Summary with the AR/AP Aging Detail. Differences between these reports may generate an exception during conversion.

Quickbooks Online is using a single AR and AP account, which means all your invoice/bill transactions will be recorded under this default AR and AP Account. If there are other AR accounts in your QBD file, other than the default ones, the balances from these other accounts will be merged to the default accounts, under suspense Customer/Vendor Accounts. 

Manual journals involving AR and AP accounts will also be migrated to suspense Customer/Vendor accounts.

While our service does not include fixing these transactions (except for the obvious and simple ones), these differences will be displayed once the conversion is completed.

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