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Pre-conversion checklist: Quickbooks Desktop Data Files

This article outlines the specific pre-conversion steps for QuickBooks Desktop (QBDT) data files. Please review the the general pre-conversion steps here before completing the steps on this list.

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

The first VAT/GST report following migration will be completed based on information from both the new QuickBooks Online (QBO) and legacy QBDT services. To ensure that this is complete and accurate, please prepare the taxes report up to the date of conversion in QBDT.

Example:
The conversion takes place on April 14 and your tax report is schedule to be submitted to the tax agency for the period April 1 to June 30. A tax report needs to be prepared for the period, April 1 until April 14 in QBDT.

Post conversion, this information will be used to prepare a full tax report in QBO. This is done by adding the amounts in the boxes together from QBDT and QBO. More details on this VAT process can be found here.

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

After the conversion is completed, please check the data in the new QBO service against the QBDT records.
The following reports must be extracted from QBDT 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

Note: When extracting the Trial Balance and other reports, there is 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, there may be some data that is not converted to the new system. It is essential that this is extracted data from QBDT 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)

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

To verify the data in QBDT select File > Utilities > Verify Data > OK.

If "Your data has failed the integrity check" the you will need to rebuild the file.
To do this got to File > Utilities > Rebuild Data.

Step 5: Requirements for Accounts Receivable (AR) and Accounts Payable (AP) (MANDATORY)

Please verify that the AR and AP Aging Summary Reports match the total AR and AP balances in the General Ledger and compare the AR/AP Aging Summary with the AR/AP Aging Detail reports. Differences between these may generate an exception during conversion.

QBO uses a single AR and single AP account. If there are other AR/AP accounts in the QBDT file, the balances 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.

Whilst our service does guarantee to fix these transactions, simple corrections may be made. Any differences will be displayed once the conversion is completed.

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