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How to Back Up and Move a Company File in QuickBooks Desktop?

QuickBooks has gradually become one of the leading accounting applications in recent times an integral part of organizations worldwide. The […]

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QuickBooks has gradually become one of the leading accounting applications in recent times an integral part of organizations worldwide. The company files created and stored in QuickBooks contains vital information while the backup files contain data till a particular date. Any user and business entity that uses QuickBooks to manage its finances must be aware of the steps to backup a file as it ensures that your data is secured.

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There are certain scenarios where after the backup of the company file is made, they have to be moved on another computer or to a different location on the same system itself. Since the data involved is extremely sensitive and important, the right steps have to be followed; else the file may get overwritten or deleted permanently.

Read this article till the end if you want to know the necessity of having a backup file, the process of creating a backup file and moving it to a location that is convenient for you.

Why do You need to Have Backup Files in QuickBooks Desktop?

There are many possible scenarios in which the user may require Backup files in QuickBooks Desktop and move them to a different location. Some of these possible situations are:

  • The system running the QuickBooks product may have crashed.
  • You have to undo some recent changes on your company data file.
  • You have purchased a new computer and wanted to transfer your QuickBooks product to the new system.
  • You have to share your company file or related data with another computer.
  • You wish to ensure that the data remains safe even if it gets damaged, lost or somehow tampered.

How to Back up Your QuickBooks Desktop Company File

Are you also the one who also wants to learn how to backup your QuickBooks Desktop company file? Learn how to create a backup company file. This is one of the beneficial points for saving your accounting data. Sometimes if you get into the trap and by mistake your company file gets deleted then at that point of time you can use backup to restore your data.

Below are the mentioned points which can help in automatic backups or backing up files manually:

Create a Backup Company File

With the help of Backup company files, you can save everything currently in your company file. Your accounting data, letters, templates, images, logos, and related files are all included in this (QuickBooks Statement Writer, Business Planner, and Loan Manager, Cash Flow Projector). Your data can be backed up in two different methods. You have two options for backing up your data: manually or automatically.

Schedule Automatic Backups

To automatically back up with QuickBooks, follow the below steps:

  • Firstly, go to the File menu and then select Switch to Single-user Mode in QuickBooks.
  • Then again go to the File menu and then hover over Back up Company. After that, click on Create Local Backup.
  • Select the Local Backup in the window and then on Next.
  • Click on Browse and then select the location where you want to save your backup company file, in the Local Backup Only section.
  • According to yourself, set the number of backups (this is optional).
  • Select Complete Verification in the Online and Local Backup section. By doing this, it will run a test to ensure that your backup file is good or not before saving.
  • After completing, click on OK.
  • Now, click on save it now and schedule future backups and then click on Next. In case you don’t want to save a backup now, then you can click on only schedule future backups.
Create Backup
  • Click the option save backup copy when I close my company file checkbox and then decide the number of times to perform backups.
  • Choose New to start a New schedule. To create a backup schedule, complete the fields with data. A specific hour or day of the week can be chosen.
Schedule Backup
  • After setting the schedule, click on OK. Then QuickBooks will ask you to enter your Windows sign-in password. Doing this will permit QuickBooks to run the scheduled backup.
  • Select Finish, after your backup is ready.

At the same time, QuickBooks will create a backup and schedule your future backups. You will receive a confirmation message after completing.

Manually Backup of Your Company Files

In case you want to back up your company file, then you can do it yourself anytime you want.

  • Go to the File menu and click on Switch to Single-user Mode in QuickBooks.
  • Then go to the File menu and then move to Back up Company. Then click on Create Local Backup.
  • Select Local Backup in the window and then click on Next.
  • In the section of Local Backup, you have to select Browse and then choose the location where you want to save your backup company file.
  • Then set the number of backups you want. This will run a test to ensure your backup file is proper or not before saving.
  • Click on OK after completing and at last click on Save it now and click on Next.

With the help of QuickBooks, you can create a single backup company file. After completion, you will receive a confirmation message.

Adjust Your Backup Settings

If you want to see when you have last backed up your company file then you have to go to the File menu and then move to back up Company. At the top of the menu, you will see the time and date.

Backup Company

To change the backup preferences you have to:

  • Choose the File and move to back up Company. After this, select Create Local Backup.
  • Click on Options.
Create Local Backup
  • If you want then make changes and click on OK.

How to Move the File on Your Local Computer?

Back Up and Move a Company File in QuickBooks Desktop
Back Up and Move a Company File in QuickBooks Desktop

Follow the below mention steps to move the file on your local computer:

1. Using the File Manager:

  • You can use the File Manager for uploading or downloading files on your computer by following the steps mentioned below:
    • Download the File Manager and log in. Choose the destination folder from the column on the left.
    • Click on the blue Up arrow. Choose the file or files to be uploaded from the file selector.
    • Click the Add button and choose the files that you want to upload select the file and click Open.
    • Now click on the Upload button.
    • Click on the Close button when the upload is complete.
    • Downloading the file
  • Downloading the File
    • Choose the file that you want to download from the left side of the menu.
    • After that, click on the blue ‘down’ arrow at the top of the interface.
    • Choose the location where the file has to be downloaded.

2. Moving the Company File to Another Computer

  • Install QuickBooks Desktop on the computer to which files are being moved.
  • Follow the steps mentioned above to create a backup file on the computer you used previously.
  • Provide the backup file with an easily identifiable name as it also prevents overwriting of the file accidentally.
  • Make sure you save the backup file at a location where it can be easily located.
  • Use an external device or a flash drive to move the backup file to the new computer. You can also share the company file if both systems are on the same network.
  • Restore the backup file on the new computer.

PRO TIP- It is recommended to download the latest tax table after the file has been moved.

3. Moving the Company File to a Different Location on the Same Computer

  • Create a backup company file using the steps mentioned above.
  • Make sure that the backup company file is given a unique name before saving so that it could be identified easily.
  • Save the file at a location like the desktop so that it is easier to locate. The backup should be saved on the local hard drive of the computer if the company file is present on the network.
  • Now restore the backup file to the newly created folder / location.

4. By Moving the QuickBooks Data Folder Entirely

This alternative is used when the user does not want to create a backup company file.

  • In QuickBooks, open the company file that has to be moved.
  • Press the F2 button. This will open the Product info window.
  • Check the File information section. This tells you the location of the company file on the hard drive.
  • Click on the Windows Start button and open the File Explorer.
  • Locate the folder in which the company file is present.
  • Right click on the company file and choose Copy.
  • Now open the external device where the files have to be moved. Open the new location on the hard drive if you have to move the files here.
  • Right – click and select the Paste option.

In conclusion, you have learned the various ways you can protect the data of your organization by creating a backup. You have been equipped to enable other computers to become an asset to your daily accounting needs by transferring your files to them.

Accounting Professionals, CPA, Enterprises, Owners
Accounting Professionals

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Frequently Asked Questions (Faqs)

Will my Data be Affected if the Backup is in the Same Folder as the Company File?

Your data may get overwritten if the backup file and the company file are in the same folder. To prevent that, ensure that the names of both the files are different from each other.

Where Will the File get Downloaded if I do not Choose the File Location?

If you do not choose the file location or the file manager doesn’t prompt you to choose one, the file will get automatically saved to the downloads folder on your system.

If I Move my Company File to Another Computer, Will it Affect my Product License?

No, Your product license remains unaffected when you move your company file to another computer.

How to Move the QuickBooks Company File?

● Firstly, from QuickBooks go to the File menu and select Utilities.
● After that, select Move QuickBooks to another computer.
● Click on I’m Ready and then create the one-time password.
● Then follow the instructions to choose the USB flash drive that you have to use.
● Lastly, wait for the files to be copied.

Can You Transfer QuickBooks from one Computer to Another?

Yes, You can transfer your QuickBooks license from one computer to another. Intuit advises that you must find your QuickBooks license number and product number before starting the transfer process. Then open QuickBooks, choose Help, then choose QuickBooks to find them on the original computer.

How to Install QuickBooks on a Second Computer?

● Firstly, go to your new PC and then install QuickBooks.
● Create a backup copy of your company file on the old one by returning to it after finishing the new one.
● If they are connected, then copy the backup file to your new PC by using a flash drive or other external device or through a network.
● Restore the backup on the new PC after that.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Easy Process

Easy Process

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

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Pricing

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Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Unlimited Export
  • Unlimited Import
  • Unlimited Delete

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Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer,Exporter,Deleter
  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies

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Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies

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Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

Get Support

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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