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Call Now The desktop version of QuickBooks business accounts software stores all your company accounts records in a company file on your computer. Transferring this data to the QuickBooks Online service may seem like a daunting prospect, particularly if you have several years worth of accounting data to move. However, you can import the QuickBooks company file that contains all this data to the QuickBooks Online service via your computer's Web browser. For the transfer to work correctly, QuickBooks says you must use the Microsoft Internet Explorer browser with ActiveX controls enabled. Copy the Company File Launch the QuickBooks desktop program. Press "F2" on your computer keyboard to open the Product Information window. Write down or copy the name and directory location of your company file displayed in the File Information section of the window. Open the company file in QuickBooks. If prompted, enter your administrator password. Click "File," "Utilities" or "Maintenance" and then "Copy Company File for QuickBooks Online." Enter a name for the file and select a directory location on your computer. Remember the directory location, because you will need this information to import the file into QuickBooks Online. Enable ActiveX in Internet Explorer Launch Internet Explorer. Click the "Tools" button with the gears icon in the top-right corner of the screen and then select "Internet Options." Click the "Security" tab in the dialog window and then click the "Internet" button in the Zone pane. Click the "Custom level" button. Scroll to the "ActiveX controls and plugins" section. Click the "Enable" button beside the following ActiveX controls: Automatic prompting for ActiveX controls Binary and script behaviors Download signed ActiveX controls Run ActiveX controls and plugins Script ActiveX controls marked safe for scripting Click the "Advanced" tab and then clear the "Do not save encrypted pages to disk" check box in the Security section. Click the "Apply" button and then click "OK." Close and restart Internet Explorer. Import the Company File Sign in to your QuickBooks Online account. Click the "Company" tab in the main menu and then select "Import QuickBooks Desktop Data" from the drop-down menu. Go to the location of the company file you saved earlier. Click to select the file and then click the "Open" button. Follow the steps in the onscreen import interview window that launches automatically. During this process you will need to enter basic information about your company, such as contact information and bank details. Wait for around 24 hours for QuickBooks to complete the import process. You will receive an email when the process is complete. References Resources Tips When you first use the online service with an imported company file, you can check that data imported correctly by creating a Profit & Loss report and a Balance Sheet report in both the desktop and online versions of the programs and comparing the two. Warnings The company file must be smaller than 140MB to import correctly. You can view the file size in the Product Information window. If the file is larger than 140MB, you can import separate lists of transactions from the desktop version to the online version of QuickBooks. Writer Bio Adrian Grahams began writing professionally in 1989 after training as a newspaper reporter. His work has been published online and in various newspapers, including "The Cornish Times" and "The Sunday Independent." Grahams specializes in technology and communications. He holds a Bachelor of Science, postgraduate diplomas in journalism and website design and is studying for an MBA. Can Files from Quickbooks for PC Be Imported to Quicken on a Mac? How to Configure Your Browser to Save Encrypted Files Locally How to Handle Payroll for QuickBooks Using ADP How to Enter a Fiscal Year Into QuickBooks How to Delete Quickbooks Cache My IPhone Says Incorrect Password When Trying to Receive an Email How to Edit a LinkedIn Company Page How to Use an Old Company File With a New Version of QuickBooks How to Upload a Website to GoDaddy How to Uninstall Norton Online Backup From Windows 8EDITORS' PICKComplimentary access to top ideas and insights — curated by our editors. One of the more important lessons the pandemic has taught us is that client and firm applications based on a locally based server are not always the best way to handle this important resource. That’s especially true if remote access wasn’t already in place before the lockdown was imposed. For a lot of practices and their clients, the cloud has certainly become a much more attractive way to access these applications and the data that’s required for them. But being in the cloud doesn’t necessarily mean that an application specifically written to run in the cloud is the only option open to you and your clients. Hosted applications, or software as a service, are a viable alternative for many practitioners and clients. That decision is not one that’s fixed in time, and having a mix of applications that require a different approach, hosted and/or cloud-based, is often a moving target, as clients are added, and client and firm needs change over time. Hosting offers options With the large number of applications specifically written for the cloud, you might ask why you should consider using a hosted application. There are several reasons why a hosted solution might be a better choice for you. Hosting of desktop applications is actually a facet of managed IT, and as such, offers many of the benefits of this approach. One of the primary managed IT benefits is that hosting reduces or eliminates the large capital investment that is required to run many of the applications that can be hosted. Rather than having to maintain a dedicated IT department with large equipment and continual upgrade costs, you and your clients may need only the expertise required to maintain your network and serve the immediate needs of your staff. As to what applications are the most often hosted, you and your clients have lots of choices. Roman Kepczyk, director of firm technology strategy for Right Networks, pointed out that his company hosts a wide variety of common accountant-oriented applications. “Overall, Microsoft Office is the most common application hosted by firms, which would be followed by Intuit QuickBooks Desktop Accounting. While an increasing number of applications are being natively run in the cloud (QuickBooks Online, Sage Intacct) there are still a significant number of on-premise (noncloud) applications that firms utilize that are being hosted so they are accessible and operate entirely in the cloud. … We see many firms hosting their on-premise tax (i.E., CCH Pro fx, Thomson UltraTax, Lacerte, Drake), audit binders (CCH Engagement, Caseware, Thomson Engagement CS), file/document management, practice management, fixed assets applications, etc., and of course QuickBooks Desktop, which is the most common accounting product utilized by firms and clients alike.” Cetrom also offers a wide menu of hosted solutions, according to president and CEO Christopher Stark: “Most commonly, clients are requesting our customizable application hosting services for the CCH suite of products (e.G., CCH Pfx Tax, CCH Engagement, CCH Fixed Assets, CCH Practice Management, etc.), Thomson Reuters’ Practice Management CS, CaseWare, Sage, and Intuit’s QuickBooks and Lacerte. We are also providing hosting services for back-office applications, including Microsoft 365, Exchange Online, Adobe Acrobat Pro DC and more.” As Vinay Chhabra, managing director at Ace Cloud Hosting pointed out, “Accountants need a range of software, depending on the industries their clients work in. Some of our clients using software hosted on our servers are from sectors like manufacturing, not-for-profits, retail and more.” Making the move Going from desktop to cloud is not necessarily a difficult process. “Dedicated accounting-profession hosting providers have experience in running desktop applications natively in the cloud, along with any cloud applications they may already be using, so there is no learning curve or conversion to move those on-premise applications to cloud hosting,” said Kepczyk. “For firms and clients wanting to move to new online versions of traditional on-premise applications, the cloud vendor often has to do the data conversion process, in which the firm is responsible for verifying the information was transitioned properly. In many cases, the online version is a new product and not as mature as the firm’s existing on-premise application, so the firms have to go through training and live with the nuances of the new program, which is why so many firms just have their desktop applications hosted.” ranczandras/ra2 studio - stock.Adobe.Com Cetrom’s Stark agreed, for the most part. “The transition is simple if you are working with a cloud provider who takes care of the heavy lifting,” he pointed out. “Our team reviews the client’s current IT setup and makes recommendations based on speed, performance and security to ensure optimal IT setup in our hosted environment. We make recommendations based on the best, most secure technology available on the market in order to better serve our clients. In terms of look and feel, our virtual desktop solution is custom, meaning our clients can pick and choose which applications show up on their virtual desktop. That way, everything looks familiar, just as if they were working from their local desktop. Additionally, as part of our migration process, the prospective client gains access to a development testing environment prior to migration so that they can see what our environment looks and feels like and make any necessary adjustment before they ‘go live.’” Sutter Zachman, a vice president at Cloudvara, said that he expects the move to be relatively painless in most circumstances: “Our turnaround time is typically same day, as long as we have access to the software downloads,” he explained. “Depending on the amount of data to migrate from an existing environment, we normally get new clients up and running within 24 hours.” Ace’s Chhabra also feels that moving to a hosted solution should not necessarily be a daunting experience. “Moving to the cloud from a local setup is seamless,” he said. “Our dedicated onboarding team takes care of the whole process. We start by creating and delivering the server, then installing and setting up the applications, and the final step is data migration. The process is very smooth and is done in six hours after confirmation.” Not always the best move Despite the many benefits, our experts also pointed out that there are situations when it’s better to stay on the desktop. Ace’s Chhabra elaborated: “Yes, there may be such circumstances. However, such instances are very few. A true cloud-based solution would mean a completely different user interface, new pricing modules and functionalities. In contrast, a cloud-hosted solution offers the desktop application with the same functionalities and user interface via the internet. However, there are a few instances where clients demand online solutions. These may be when clients require minimum functionality and want to perform standard tasks; some cloud solutions offer minimum functionalities and are easy to use. Or when providers offer true cloud-based solutions at very competitive prices when compared to desktop solutions. When clients lack awareness of the seamlessness of hosted solutions. Most clients prefer to avoid these changes and opt for a hosted solution that offers both flexibility and familiarity. That said, most industries are moving towards a hybrid model wherein both cloud-based apps and hosted solutions work together to offer maximum flexibility to clients.” Matt Groom, senior product marketing manager at AbacusNext, tended to agree — somewhat. “While SaaS solutions tend to be highly scalable and secure, they may be more limited than private clouds when it comes to customization and functionality,” he said. “True cloud/SaaS solutions may work well for firms that want a simple, seamless cloud computing experience with little hands-on maintenance responsibility. It’s important to evaluate the functionality of the cloud application, as some cloud applications have limited features.” The good with the bad All of the vendors we spoke with pretty much agreed that as bad as the pandemic has been, they have seen a positive effect on their business. “Overall, we have seen a significant increase in inbound since March of 2020, with 2020 being one of our strongest years yet for new clients,” said Cetrom’s Stark. “Now that many firms are reaping the benefits of a work-from-anywhere model, many are taking the leap to outsource their IT. Additionally, because of the cultural shift to a WFA model, we have spoken to many firms who are now making IT service, security and performance a priority. We are confident this trend will continue as clients are seeing how this model helps improve business continuity, flexibility, employee recruitment and retention.”Cloudvara is another vendor whose business has benefited from the increased remote work environment. “We are certainly lucky to have benefited from this stay-at-home work economy,” said Zachman. “On the flip side, there is more of a reluctance due to increasing cybersecurity concerns. Technology-wise, the costs are relatively low, so it becomes an attractive alternative to the clunky and expensive IT solutions of the past. The added flexibility of working from anywhere is just the icing on the cake.” Kepczyk also sees the mixed blessing: “COVID brought an explosion of growth for all hosting providers, especially those focused on hosting desktop/on-premise applications for accounting firms, as they could quickly transition all their applications and data into a cloud environment while only having to learn new login and security protocols,” he explained. “Over the past year and a half, firms have identified that certain personnel and types of work are more efficient when produced remotely, so many are figuring out their hybrid environments to ensure that those more effective components stay remote, whereas those components that are optimized with physical collaboration are scheduled to be performed within the office.” Words from the wise When it comes time for a firm to decide which solution might be optimum for their practice or their clients, industry experts have plenty of suggestions for things to bear in mind. “If the firm identifies cloud applications that are more robust and cost-effective than their on-premise applications, they should move to them, which we have seen firms do, for example, when hosting tax research and Microsoft Office/Exchange,” Kepczyk said. “Firms that want to add robust and reliable remote access to their existing on-premise applications, as well as enterprise-class security and disaster recovery, should consider moving to a hosted solution, particularly for mission-critical desktop applications such as engagement binders, on-premise tax, practice management, and QuickBooks Desktop.” Cetrom’s Stark offered another factor to consider: “We caution and advise all clients (current and prospective) to think deeply about their IT security and how your current IT setup could have a major impact on how you are able to respond to a cyber event. It’s not about planning for ‘if’ but ‘when.’ Who’s handling your data security? Do you have multiple reliable data backups using different methods, separate from the network? Do you have first-person or third-person cybersecurity insurance, and in the event of an attack, who pays? Are you actively educating your staff and clients about IT security best practices — because they are likely your weakest link. It’s best to go the extra mile today to protect yourself in the future.” Cloudvara’s Zackman added, “Get to know the service provider you are partnering with. Are they reliable? Are they transparent? What types of support channels do they have? There will be times when you need immediate assistance and ‘generating a support ticket’ just won’t cut it.” Finally, AbacusNext’s Groom pointed out, “There’s no one-size-fits-all approach to choosing the right cloud technology. With the options available today, however, there is a right cloud solution for every firm. We suggest that firms consider the applications they need, then evaluate security, scalability, IT support and cost to choose the best cloud solution for them. SaaS cloud solutions are highly cost-effective because, in addition to the user not having to purchase hardware, there’s no need to hire IT staff to manage a network of software, servers, firewalls, routers or anything else. All software support is provided by the vendor as part of the SaaS offering, meaning that applications are constantly maintained and updated with no effort from the user.”QuickBooks is designed to help businesses manage accounting documents and company finances in real time. Transferring important QuickBooks document files from a system using Windows XP to a new computer running Windows 7 is an intuitive process. QuickBooks software can guide users through the transfer process as long as you have the document files from the previous edition. Upgrading Existing System Upgrading a personal computer running Windows XP to Windows 7 requires meticulously saving files you wish to transfer to the new operating system. Downloading the Windows 7 Upgrade Advisor from Microsoft's website can help with the transfer process. Saving your QuickBooks files during the operating system upgrade allows you to transfer these files into QuickBooks when you reinstall the program. The Quickbooks program converts these files into a format suitable for viewing on Windows 7 during the installation process, according to technology innovation company Intuit. Transferring to New Computer Transferring QuickBooks files from a personal computer running Windows XP to a computer running Windows 7 is simply a matter of saving your document files and importing them into the new QuickBooks program on the Windows 7 PC. Save the document files on a flash drive or CD to facilitate easy transfer. Once imported, the QuickBooks program updates the files for compatibility with the new operating system. This occurs the first time you open the document files. Files from previous versions of QuickBooks from the years 2007 through 2011 are compatible with the Windows XP and Windows Vista operating systems. QuickBooks 2012 is compatible with Windows 7, but can also run on Windows XP with proper service pack upgrades. Operating System Requirements Windows XP can run QuickBooks 2012 as long as the operating system has the Windows Service Pack 2 or a later version successfully installed. Obtaining the service pack upgrade requires you to visit the Microsoft website and manually download the patch. Transferring files between computers running the same version of QuickBooks requires you to save the files using an external storage device, including a CD or flash drive. Then, upload the files onto the new computer from the storage device. The only difference is that the Quickbooks program won't need to convert the document files because they're already in the proper format for your particular software edition. File Storage Issues Avoid storing QuickBooks files in your computer's Program Files. This folder contains all the programs essential for your computer's operation. Upgrading your operating system to Windows 7 could cause alterations or deletions in these files. If you stored Quickbooks files in your Program Files by mistake, the program prompts you to move these files during the upgrade process, according to Intuit. Failing to move these files could complicate the upgrade process or result in data errors. This could render your company files unreadable in a newer version of QuickBooks. References Resources Writer Bio Jonathan Lister has been a writer and content marketer since 2003. His latest book publication, "Bullet, a Demos City Novel" is forthcoming from J Taylor Publishing in June 2014. He holds a Bachelor of Arts in English from Shippensburg University and a Master of Fine Arts in writing and poetics from Naropa University. Can Files from Quickbooks for PC Be Imported to Quicken on a Mac? If I Already Have My QuickBooks on a Windows Computer Can I Transfer to a Mac? How to Upgrade Quickbooks Simple to Pro How to Find a QuickBooks QBW File What Are the Advantages of Moving Files Between Computers? Quickbooks Conversion Tools How to Transfer Quickbooks From an Old Computer to a New One How to Move Microsoft Money Files to Quicken How to Upgrade From Pro to Complete Peachtree Accounting How to Open a SolidWorks File How to Get Files Using PuTTY How to Add XP to a MacBook
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