What Data Does and Doesn’t Export from QuickBooks Online to Desktop?
There can be changes in the appearance of your books when you convert QuickBooks Online to Desktop. We’ll assist you in understanding how your books were moved, so don’t worry.
Data Moves to QuickBooks Desktop
Reconcile
- In the cleared column, every reconciled transaction will have a bold checkmark.
- Every cleared transaction will have a light checkmark in the cleared column.
Sales Tax
- Invoices show sales tax as a line item.
- Rates and items subject to sales tax are moved as service items.
- Adjustments and sales tax payments won’t change.
Projects
- As Customer jobs projects move to QuickBooks Desktop
QuickBooks Desktop has field limits and lists. When fields or lists exceed these limits, they are shortened. To review the limits, you can check:
- Maximum number of list entries (list limits and custom fields)
- In QuickBooks character limitations for fields
Chart of accounts
- Account detail types don’t move.
- If you turn on the account number preference then account numbers only appear.
- Without account numbers deleted accounts move as inactive accounts.
Class list
Deleted classes move as inactive classes.
Customers
- The total character count for the company name and full name is 41.
- Three lines, each containing 41 characters, are all that can be entered for the shipping and billing addresses.
- There is an 81-character limit on email addresses.
- Deleted customers move as inactive customers.
Vendors
Before moving your books, you must modify and remove the 1099 status if you have 1099 merchants.
- The total character count for the company name and full name is 41.
- There is a 41-character limit for Print on Check As.
- There can only be three lines, each containing 41 characters, for addresses.
- There is an 81-character limit on email addresses.
- Vendors that have been deleted will be exported as inactive.
Employees
- A full name can only have 39 characters.
- Employees that have been deleted are reclassified as inactive.
Payment method list
Inventory
• Inventory Asset account
• Cost of goods sold account
• Purchase account
• Sales account
• Quantity on hand
• Asset values
Important: The calculation methods used by QuickBooks Desktop and Online differ. After you convert, make sure to review the inventory asset accounts and the cost of goods sold.
Categories
- Categories become Parent items in QuickBooks Desktop.
- Categories in QuickBooks Online will have the same item type as the Products and Services that are listed under them.
You can move everything from preferences
Reports on an accrual basis in QuickBooks Desktop and Online will match. Reports on a cash basis might not match.
- Cash purchases:- Cash purchases move as checks
- Time tracking: Everything is moving, except for the locations. Location data is not tracked by QuickBooks Desktop.
- Physical timesheets don’t move but activities will move.
- Checks: Checks with blank number fields are auto-assigned a number.
- Credit Memos
- Sales Receipts
- Received payments
- Bills
- Bill Payments
- Invoices
- Refund receipts
- General Journal Entries: Multiple accounts payable or receivable lines in a transaction result in multiple journal entries.
- Deposits
- Transfer Funds: Transfer the funds’ copy as journal entries
- Paychecks: Paychecks move over as checks.
- Liability adjustments: Paychecks move over as checks.
Data Don’t move to QuickBooks Desktop
Multi-Currency
- Your move may fail, leading to an empty QuickBooks Desktop file.
- Transactions not in United States Dollars (USD) will be copied as USD.
Payroll
- You can create paychecks after you set up a payroll subscription or manual payroll in QuickBooks Desktop.
Budgets
- Reconciliation reports won’t move.
Chart of accounts
- Inventory Shrinkage account doesn’t move
Customers
- Due to PCI compliance, customer credit card information doesn’t move.
- Customer notes
- Preferred delivery method
- Mobile number
- Pager number
- Is Taxable
Vendors
- Vendor Notes
- Mobile number
- Pager number
Employees
Other lists
The following list doesn’t exist in QuickBooks Online. In QuickBooks Desktop you will see general items on them.
- Customer type
- Job type
- Memorized reports
- Other names
- Payroll item
- Price level
- Sales rep
- Ship via
- Templates
- To do
- Vendor types
- Company info
- Users
- Location list
Reports on an accrual basis in QuickBooks Desktop and Online will match. Reports on a cash basis might not match.
- Audit log
- Reconciliation
- Memorized reports
- Estimates
- Purchase order
- Recurring transactions
- Deposits: Billable status on deposits doesn’t copy.
- Inventory Adjustments
- Credit Card Payments
Let’s discuss each step of the process in detail for converting from QuickBooks Online to Desktop, including downloading QuickBooks Desktop, importing data into QuickBooks Desktop, and exporting data from QuickBooks Online.
Method 1: The Manual Method
Step 1: Set up Security Settings in Internet Explorer or Microsoft Edge
Let’s look at how to use QuickBooks data conversion to transfer company files from QuickBooks Online to QuickBooks Desktop.
Using Internet Explorer first to export the file:
- Go to your desktop and open Internet Explorer.
- In the upper right corner, click Tools, then choose Internet Options.
- Click the Sites button after selecting Trusted Sites from the Security tab.
- Click Add after entering *.intuit.com and *.qbo.intuit.com in the Add field box.
- Remove the checkbox name as “Require server verification for all sites in this zone.“
- Uncheck the Enable Protect Mode box and press the Close button.
- Next, select Okay, click Apply, and then exit Internet Explorer.
- By right-clicking on the QuickBooks Desktop icon, choose Run as Administrator.
Step 2: Getting Ready to Export QuickBooks Online Data
- Open the version of QuickBooks that you want to use to convert the company file. Remember that it’s best not to open any company files at this time or to move through the No Company Open window.
- The QuickBooks Online dashboard will immediately appear. Click the Gear icon at the top, and select Export Data from the Tools list.
- In the Export Overview, you have to click Get Started.
- Click the Install button in Step 1: Prepare for the Export window to begin the installation process. Clicking the Install ActiveX Control button will then start the installation.
- Once the installation has finished, you have to click Continue.
- After selecting the desired export data type, click Continue.
- Under Step 3: Request Your Data Window, click Continue.
After you enter your contact details into the app, Intuit will email you in the following one to two hours with instructions on how to export a file.
Step 3: From QuickBooks Online Finish the Exporting of Data
- After opening QuickBooks Online, click the Gear icon.
- Select Export Data from the Tools list now.
- After choosing Get Started, press Continue.
- After that, choose the data you want to export, and then click Continue.
- Click the Continue to Download button when the next window opens.
- Choose a location on your computer to save the file after clicking Download.
- Click Convert Now once the file has been downloaded.
- In the Create New QuickBooks File pop-up window, give this file a name and save it to your desktop.
- Click Finished once the export process has been completed.
Step 4: Convert Data from QBO to QBDT
To access the export page, the user needs to finish a few more steps before starting the conversion process:
- Under the Settings tab, choose the Export Data in QB Online option.
- Steps 2 through 5 from the previous “Export Data from QuickBooks Online” step should be repeated after selecting “Get Ready to export the QuickBooks Online Data.”
- At this time you can download the file from the QuickBooks Online page.
- Click Next after that. Then, start QuickBooks Desktop, making sure that no firms are open when you first launch it.
- Review the file that has been opened. You can decide to close the company if you have already opened it.
- After making sure the company page is closed, download it back to QuickBooks Online.
- Next, change the company file’s location and save it.
- Make sure the location is not the same as the desktop on Windows.
- Once the download is finished, select the Convert Now tab.
- By choosing the “Create a new QuickBooks File” option, you can save the downloaded file.
- In the window that opens, give the file a name and choose where to save it.
- Instead of using a network or an external drive, select the local system location.
- To transfer data from QuickBooks Online to QuickBooks Desktop, click the Finish button.
- It is important to realize that there is a time-consuming extraction process involved in the QuickBooks Online Export to Desktop.
- It may even appear to have frozen at times. However, that isn’t the case in most cases. Thus, don’t close the window or interrupt the operation midway.
- Give the hardware and software enough time to start the extraction bar again.
- However, if the extraction bar freezes and doesn’t move for a long time, do the following: Click the QuickBooks Desktop icon to open the window in the taskbar.
- Next, click Yes > Continue to proceed. When you get to the confirmation box, choose Done to begin the extraction.
Step 5: Check Exported File
Once QuickBooks Online to Desktop has been converted, check the exported file for any problems. Check the profit and loss statement to ensure that the books balance. Open the source file online, export data to your desktop, and then check the accuracy of the export.
If there is a mismatch after moving from QuickBooks Online to QuickBooks Desktop due to an export restriction, follow the below steps
- From the File menu, choose the Close Company option.
- Try to convert the QuickBooks Online file to the desktop version once more. Sometimes, double-extracting a file solves the mismatch issue.
- When everything is complete, confirm that the data has been transformed appropriately by going over the profit and loss file.
- Enjoy your seamless experience as you switch from QuickBooks Online to QB Desktop.
With the help of this article know how to move your data from QuickBooks Online to QuickBooks Desktop for Windows. After you export your data to QuickBooks Desktop things will look different. So what are you waiting for go through this article and learn how you can move your QuickBooks Online data to QuickBooks Desktop.
Step 1: Download QuickBooks Desktop
The first step is to download and install QuickBooks Desktop on your device so you can transfer your QuickBooks Online data. Then, follow these steps:
- Go to the QuickBooks Downloads page.
- Select your country, product, and version.
- Select Download.
- If prompted, enter your product and license numbers.
- Select Download again.
- Save the installation file to a location where you can easily find it.
Step 2: Sign in to QuickBooks Online and Export Data
- Using a supported web browser, Log in to the QuickBooks Online account you wish to convert.
- Use your Intuit Account login information.
- Open the URL https://accounts.intuit.com/app/sign-in?app_group=QBO&asset_alias=Intuit.accounting.core.qbowebapp&app_environment=prod in the browser.
- Then choose Enter on your keyboard next. Links to other support tasks won’t function while this is happening.
- An Export Overview Window will appear. Go through the Export Overview. If you like, You can print it out if necessary. Click on Get Started.
- Choose the Download tool, To download the QuickBooks Desktop migration tool for converting QuickBooks Online to QuickBooks Desktop.
- Run the Downloaded tool to Install it after downloading it, And then choose next.
- Select next after agreeing to the licensing agreement’s conditions.
- Choose Complete from the Setup options, And then click Next.
- Lastly, You have to select Install, And after completing the Installation click on Finish.
Step 3: Prepare the Export and Select QuickBooks Online Data for Export
To convert your data from QuickBooks Online to QuickBooks Desktop 2023, follow these steps:
- Go back to QuickBooks Online once more. You must continue with the “Prepare to export” Page. Choose Continue.
- Select the data that you wish to Export. You can choose to export all data including lists and transactions or complete data with balances. Choose Continue.
- To learn about limitations that can impact your migration you have to select Learn about the limitations of converting data for QuickBooks Desktop.
- Click “Continue” after reviewing the challenges.
- Select Continue after providing the name and email address to where the migration confirmation email message should be sent.
- Back at your QuickBooks Online (QBO) File, Select Close on the email confirmation box. Wait for the email as email will take some time. Depending on how much data you migrate.
- You must return to QuickBooks Online’s export screen. To return to the export page choose Get Started.
- Select Continue on the Prepare to Export page.
- Choose the same option that you chose earlier and click Continue on the Select Data page.
- You will see that there is a message stating that you already have a file to download on the Exporting from QuickBooks Online page. Select Download to Continue.
- Select the Download QBXML file.
- If QuickBooks asks you to save the file as you export from QBO to Desktop, Select Continue and then select the location (like your desktop) that is easy to find.
- Make sure that you are on the No Company Open screen in the QuickBooks Desktop. In case you have a company open it, Then you have to the File open and then click on Close Company. To compare your data before and after the export view your reports.
The following steps will guide you through the process of transferring your data from QuickBooks Online to QuickBooks Desktop 2023.
The following steps will guide you through the migration process from QuickBooks Online to QuickBooks Desktop:
- Ensure QuickBooks Desktop is running and that the No Company Open screen is displayed.
- Click and Open the QuickBooks migration tool you recently downloaded.
- Select Import and provide the path to the downloaded QBXML file (or browse there).
- Choose a Name for your new QuickBooks Desktop file as well as a location.
- A QuickBooks Application Certificate should be located. If QuickBooks Desktop is running in the background, it can be hidden by other screens.
- Choose the read/modify rights and if you want to grant access to personal data during the migration from QuickBooks Online to Desktop.
- Click Continue.
- Once your data has been successfully imported, Click Done On the confirmation screen.
Important: This process can take some time to complete. Even if it appears to be frozen, the export wasn’t a failure. The progress bar will start to move once more after a short while.
In Case the Status Bar Doesn’t move during the migration process, follow the steps:
For an Application Certificate again check QuickBooks Desktop.
- To open it select the QuickBooks Desktop icon in your Windows Taskbar.
- On your screen, The Application Certificate will appear.
- During the QuickBooks Online to Desktop migration, click “Yes” whenever prompted.
- Click on Continue and on the confirmation screen click on Done.
Follow these steps to migrate your data from QuickBooks Online to QuickBooks Desktop 2021 smoothly.
Step 5: Verify Your info Exported Correctly
To make sure your books match use the Profit and Loss report after you export your company. You can run one in QuickBooks Online and you can compare it to the same report in QuickBooks Desktop.
In cases where the reports don’t match, here’s what you should do:
- Log into QuickBooks Desktop.
- Find the File option and then enter on Close Company.
- Retry the conversion in QuickBooks Online and check the Profit-Loss report again.
- If the data still doesn’t match, make manual adjustments.
You can ensure accurate data transfer from QuickBooks Online to QuickBooks Desktop by following these steps.
Click Open a Company File after successfully converting and exporting a QuickBooks Online file to your computer’s hard drive. Choose Open or Restore Company on the File tab and click Open a Company File. Click Next to import the company file into Desktop from your computer’s hard drive.
What Type of File Format to Use When Importing Data into QuickBooks Desktop?
You can utilize Google Sheets, a CSV file, or an XLSX/XLS file to transfer data from QuickBooks Online to QuickBooks Desktop.
Here are some details about the different formats:
- XLS/XLSX File: XLS is the name of the Microsoft Excel file type used from 1997 to 2003. With Microsoft Excel 2007 and beyond, the XLSX file type is utilized.
- CSV File: CSV files are a common file format used to store text files containing tabular data. In CSV files, a comma, semicolon, or other special character is used to divide each text field.
- Google Documents: Google Sheets is a cloud-based spreadsheet created in Google Drive.