Sage 50 to QuickBooks Conversion

by James Antonio

Do you feel the need to move your accounting data from Sage 50 over to QuickBooks Desktop? You can convert your QuickBooks company data to the Sage 50 format. Sage 50 will convert most QuickBooks lists such as accounts, vendors, customers, items, employees, jobs, transactions, and current balances. Converting Sage to QuickBooks is not the most straightforward do-it-yourself work for companies to handle.

An implementation from one software to another will never be an overnight task since there are many factors that need to be taken into consideration: Customer List, Inventory List, Vendor List, Costs, Average costs, Chart of Accounts, Accounts Receivable, etc. All versions of Sage 50 can be converted to QuickBooks Desktop or QuickBooks Online. The conversion service audits the results to ensure all financial reports such as the Profit, Loss, Trial Balance, and Balance sheets in QuickBooks will match the original Sage 50 data.

Requirements that you need to Check with to Switch your Data Successfully include:

  • Operating System: Windows 8.1, Windows 10, and Windows 8
  • Processor: 500 MHz Intel Pentium II (minimum requirement)
  • Memory (RAM): 512 MB (minimum requirement)
  • Hard Drive Requirement: 2.5 GB of free space ( highly recommended)
  • Microsoft .NET Framework: Version 2.0 (minimum requirement)
  • QuickBooks Desktop: Pro, Premier, or Enterprise 2016 or higher.
  • Sage 50: Version 2013 and above.

What all You Can Convert:

  • Account, Employee, Item, Customer, and Vendor lists.
  • Account balances.
  • Employee profile and contact info.
  • Customer and vendor transactions.
  • Paychecks (convert as journal entries)
  • Payroll General Ledger account balance info.

What all You Can’t Convert:

  • Payroll items are used to calculate paychecks (hourly and salary payroll items, deductions, medical insurance, etc.)
  • Payroll transactions and year-to-date employee info (paychecks, year-to-date adjustments).
  • Individual employee wage or deduction information.
  • Work tickets.
  • Fixed Assets.
  • Closed or partly closed Purchase Orders, Sales Orders, and Estimates.

In some instances, fields are not compatible and are not transferred over. You will have to enter such fields after the Conversion manually.

Examples of such are vendor default account numbers, multiple shipping addresses for customers, preferred vendors for inventory, and default Customer Sales Tax settings.

Limitations of Sage 50 to QuickBooks Desktop Conversion:

The following limitations may occur when you are transferring data from Sage 50 to QuickBooks Online:

Cash Refunds and Cheque/Check Refunds

QuickBooks Online does not support refunding a cash payment or cheque/check from a supplier. The entities will be posted as regular journals with no link back to the client or supplier.

Reversed Journals

Reversed journals will not be posted.

Data Integrity Check Issues.

If your file fails the Data Integrity check (Maintenance -> Data Integrity Check), then you may experience several issues during the Conversion, such as:

  • Balances on Customer or Supplier
  • Non-matching trial balances for several years.

Some Debtor or Creditor Transactions may not be Posted as Expected

It might need to use a “dummy” customer or supplier to align your AR and AP history.

Historical Migrations of Accounts

Sage 50 enables you to transfer balances to new accounts at the close of the year, which QuickBooks does not support, as it does not support fiscal years.

Financial Start Date

In Sage 50, it is possible to choose a start day other than January 1st, which QuickBooks does not support. Please keep it in mind while you are checking your trial balance since the profit and loss accounts can be inaccurate.

Check Your Retained Earnings

In Sage 50, you can set up an opening balance for an account.
In some instances, especially when the file is relatively new, or you have never run a close of a year before, it cannot reconstruct the account used for creating that opening balance. It will create the opening balance transaction and will send the net result to the retained earnings account in the destination system. It is necessary to check your retained earnings post-migration to determine if this agrees.

Departments and Classes

If you select classes and locations (paid extra) during the migration, the migration will be done as a journal only. Additionally, departments and classes may not align with retained earnings. Since you can purge data from Sage 50 for the old journals, the classes and departments for retained earnings may be inaccurate. Due to QuickBooks Online API limitations, the only departments are converted and not the projects.

Forward Journals will not be Posted

Any next year’s journals will not be posted to QuickBooks Online. These must be added manually.

Positions for Chart of Accounts Numbers

QuickBooks does not support a chart of account numbers that exceed the length of seven numerals. The migration will fail if any accounts in your chart of accounts are seven numerals or longer.

Items and Stock

It does not post all of the fields for stock and items. Only code, stock code, name, location, and description are posted.

Current stock and purchase and sales price are also posted. Income and asset accounts are not posted to QuickBooks. It can deliver a set of files (the database tables) from Sage 50 which you can import manually into QuickBooks Online.

Renaming of Sage 50 System Accounts

It can support renaming of normal balance sheet accounts, but renaming the system accounts (for example, Retained Earnings, Accounts Receivable, Accounts Payable, etc.) can cause issues after the Conversion. Revert any renaming of system accounts back to the original settings before attempting to migrate.

Steps to Convert Sage 50 to QuickBooks Desktop

Step 1: Prepare for the Conversion

To avoid conversion tool errors, make sure that you save your file locally.

  1. If you haven’t already, install QuickBooks Desktop on the same system as Sage 50.
  2. Make sure your Sage 50 and your QuickBooks Desktop data are saved on your local hard drive. If it is not, move it to your local hard drive before you start. The conversion tool will encounter an error if you are hosting a file over a network or on a server.
  3. Note: If your data file is located on a server, you need to convert it on the server computer.
  4. Now create a backup of your Sage 50 data before you start.

Step 2: Setup Sage 50

You must have admin user access to perform the following steps:

  1. First of all, open Sage 50 and the file you want to convert.
  2. Then from the main menu, select Maintain.
  3. Then select Users and then Setup Security.
  4. Next, select the Data Access/Crystal Reports tab.
  5. Then select With the following login information option.
  6. Note: You can’t change the ID field.
  7. Now choose Change and set a password for the transfer.
  8. Note: The new password has an 8-character limit, and exceeding the limit will cause the conversion tool not to work.
  9. After you set your new password, click on OK, then close Sage 50.

Step 3: Download the Conversion Tool

  1. You need to download the QuickBooks Conversion Tool.
  2. Find and open the folder you saved the downloaded file to.
  3. Then right-click on the QuickBooks Conversion Tool icon, then select Properties.
  4. Under Compatibility mode, select the checkbox for Run this program in compatibility for: and choose Windows 8 (even if you have Windows 10) from the dropdown and then click on OK.
  5. Now right-click QuickBooksConverstionToolSetup.exe and select Run as Administrator.

Step 4: Convert your Data

  1. In the conversion tool, click on Browse.
  2. Locate and select the Sage 50 company file you need to convert.
  3. In the Pervasive 32-bit ODBC engine DSN Setup window, select your Sage 50 company file from the Database Name dropdown menu.
  4. If you have multiple files, you may need to scroll to find your company name and then click on OK.
  5. Then enter the Sage 50 password you just created. Then select Next.
  6. Select the QuickBooks Desktop version and edition you’re moving your Sage data into.

    Note: Don’t add any special characters (:<?*&/ etc.) as this will result in an error.
  7.  Select Browse and choose the folder to save your converted data to, and then select Next. If you don’t pick a folder, the default is your My Documents folder. We highly recommend you import into a file that is no more than 2 folders deep.
  8. Now review what you entered. If everything looks good, select Convert File to start the Conversion. This will launch QuickBooks and the QuickBooks – Application Certificate window requesting access to the company file.
  9. QuickBooks will launch automatically. A certificate will pop-up. Select Yes, Prompt Each time and then Continue.

Note: This may prompt twice.

The conversion tool runs automatically. It might take some time to convert your data. The tool will let you know if the Conversion is successful or not.

Once the Conversion finishes, you’ll see a prompt to Open in QuickBooks. It will take a few minutes to open your file.

Step 5: Review the Conversion

When the Conversion is completed, select Open in QuickBooks. Review your data in QuickBooks and make sure everything is there. Then review the transfer log:

  1. First of all, open the Windows Start menu.
  2. Then, search for and open File Explorer.
  3. Go to C:\USERS\[Your Windows User Name]\My Documents\Intuit\QuickBooks.
  4. Now review the failed transaction log file in the folder. This tells you if any data didn’t transfer over.

After you review the log, you are good to go.

Possible Errors During Conversion

If you notice an error that says, “It looks like something went wrong,” then:

  • Your file might not be saved locally. You will get this error if you are hosting a file over a network or on a server. Install Sage 50 on a different computer that’s not on the network or server. Create a back up in Sage 50 and Restore Local to your computer. This is usually your C Drive.
  • Your file name has a special character in the saved name. Remove any special characters in the name before you save the file.

If you notice an error that says, “We just need a little more info,” then:

It looks like you need to run the Conversion tool in Compatibility mode.

  1. First of all, right-click on the QuickBooks Conversion Tool icon, then select Properties.
  2. Under Compatibility mode, select the checkbox for Run this program in compatibility: choose from the dropdown your Windows operating system and then select OK.
  3. Now right-click QuickBooksConverstionToolSetup.exe and select Run as Administrator.

What Can you Expect After the Conversion?

  • They will send you a complete post-conversion checklist to get you up and to run in your QuickBooks.
  • They will send you a QuickBooks backup file that could restore into a new QuickBooks file on your system.
  •  They will send you a transaction report that failed to import (in most of the conversions, 100% of the transactions are converted).
  • If you are using Assembly Items or Advanced inventory, you might have to manually add inventory adjustments to your converted data file to match quantities in your QuickBooks with Sage 50. This occurs due to the variations in the way inventory is managed in QuickBooks v/s Sage 50.
  • Seldom, the source data file will contain transactions that are supported in Sage 50 but not in QuickBooks. They use standard workarounds to import these transactions into your QuickBooks and will send you notes on what you have to do post-conversion to handle such transactions.

How can I Export from Sage 50 to my QuickBooks?

First of all, check the system requirements. Then prepare for the Conversion. Setup Sage 50 and download the conversion tool. Now convert your data and review the Conversion.

How much time will it take to Transfer my Data?

The process of converting your data takes, on average, up to 72 hours from the time your data is uploaded.

How will my Business Data be Protected?

Your business data can be protected as long as you use the online form to upload. It is protected using industry-standard SSL encryption. Your data is also governed by Intuit’s Data Stewardship Principles.

Features of Dancing Numbers for QuickBooks Desktop





How Dancing Numbers Will Help You


Dancing Numbers is SaaS-based software that can easily be integrated with your QuickBooks account. You can import, export, and delete lists or transactions from your company file. Using Dancing Numbers you can simplify and automate the process, saving time and increasing productivity. Just fill in a few fields and apply the relevant features to complete the task.

It saves your time and money that you can invest in your business. It has no human errors, works automatically, provides a user-friendly interface (easy to use and learn), and more. You can also have access to the comprehensive features set if you use it to import, export, and delete services.

Supported Entities/Lists

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

Customer Transactions

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

Vendor Transactions

Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

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

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items


Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Devices Supported

  • Windows


  • On Premise

Language Support

  • English

Pricing Model

  • Annual Subscription

Customer Types

  • Small Business
  • Medium Business



Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

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


Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies


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


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

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.

Get Support

The Bulk Import, Export, and Deletion can be performed with just an easy single-click. We offer a simplified process that assures you that you will be able to focus on your core work.

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