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Exporting or Converting QuickBooks Online to QuickBooks Desktop

If you are able to export your QuickBooks Online visitor file onto QuickBooks Desktop, keep in mind that there will be a lot of data changed or loss, here is a list:

NOTE: this list is a slightly modified version of Intuit'southward official list: https://quickbooks.intuit.com/learn-back up/en-us/manage-data/consign-limitations-quickbooks-online-to-quickbooks-desktop/00/185940

Audit Log: Audit Log data is non exported just you lot tin can print or save it equally PDF in QuickBooks Online.

Expenses: Expenses or Cash purchases are converted to checks.

Chart of Accounts: All accounts are exported by the Account Name is limited to 31 characters which includes spaces, numbers, and special characters. Parent accounts and sub-accounts are as well counted separately.

Determine the number of characters in a listing:

1. On the left menu, selectReports.
2. ChooseBusiness relationship List, and so selectCustomize at the tiptop correct.
3. SelectRun report to generate the business relationship list.
4. Select theexport drib-down icon, then chooseExport to Excel.
5. Apply the Excel functionLEN()

• Thedetail blazon is not exported.
• Business relationship numbers are exported, but only announced if yous plough on the preference. Instructions announced after the export is successful.
• Deleted accounts are exported as inactive accounts and will lose their account numbers.

Classes: Proper name is limited to 31 characters. Deleted classes are exported every bit inactive classes.

Client Center: most customer data is exported, except:

• Display Name is limited to 31 characters.
• Full Proper name andVisitor Name are each express to 41 characters.
• Errors may occur when yous consign customers and sub-customers with the aforementioned names.
• TheBilling Address andShip Address are limited to three lines with 41 characters each.
• TheDue east-mail address is limited to 81 characters.
• Customer Notes,Preferred Delivery Method,Mobile Number,Pager Number, and (Is Taxable) status are not exported.
• Deleted customers are exported every bit inactive customers.
• If a sub-customer has default terms, they are inverse to match its parent customer's default terms.
• Customer Credit Card data is not exported due to PCI compliance. Processor compliance deals with credit card information of your customers. When y'all procedure merchant account transactions or use the credit card field on the customer record, rules for how that data are handled use including transferring to some other version of software.

Employee List

• Brandish Name is limited to 31 characters.
• Full Proper noun is express to 39 characters.
• Employee Notes are not exported.
• Deleted employees are exported every bit inactive employees.

Field Limitations in QuickBooks

• QuickBooks has different character limitations for certain fields.
• The characters are shortened for transactions in QBO that exceed the limitations for QuickBooks Desktop. For example: If your reference number for invoices in QBO is 15 characters, are shortened to the limit of a QuickBooks Desktop invoice reference number field which is 11.
• Most export errors are due to list names that are too long. If you have list names that exceed the limit, edit and shorten before you lot export.

List Item Limit

• The number of combined list items in QuickBooks Pro or Premier is 14,500.
• If one list has more than ten,000 listing items, simply the offset x,000 are exported.
• If y'all exceed the limit in QuickBooks Online, you need to apply QuickBooks Desktop Enterprise.

Multi-currency

• Companies that use multi-currency should not be exported to QuickBooks Desktop. The export may neglect altogether, resulting in an empty QuickBooks Desktop file. Fifty-fifty if the export does succeed, any transactions in currencies other than Usa Dollars will exist changed into USD without existence converted properly.
• You lot may also see other errors such as duplicate or missing transactions if you export QBO files that utilise multi-currency.

Other Lists

The post-obit lists don't exist in QuickBooks Online. These lists are created in QuickBooks Desktop with their default listing items except:

• Customer Type
• Job Type
• Sales Rep
• Memorized Reports
• Ship Via
• Other Names
• Transaction Templates
• Payroll Items
• To Do Lists
• Cost Levels
• Vendor Type
• Stock-still Nugget Items
• Vehicle List

Payment Method List:

• TheNameis limited to 31 characters.
• All data near each payment method is exported.

Payroll Information:

• Paychecks and Liability Payments
  • They are exported as regular checks.
  • ThePay Catamenia andLiability Menstruation is not exported.
  • If a check number field is blank, QuickBooks Desktop assigns a number that may cause duplicates.
• If you desire to go along running your payroll with a QuickBooks payroll service after exporting, fix up payroll again and so enter year-to-engagement information.

Preferences: Visitor preferences, including company information, are not exported. You need to populate this before yous can use other features in QuickBooks Desktop.

Products and Services List

Products and services are converted to items and are tracked in theDetail Listing with the following exceptions:

• Private products and services are converted according to blazon:
  • Inventory items every bit inventory items.
    • All inventory, COGs, and purchase/sales business relationship information are exported.
    • The existing quantity on hand and the corresponding asset values are besides exported. Note:QuickBooks Online and QuickBooks Desktop have unlike adding methods that can effect to incorrect balances in the COGS and Inventory Asset account (FIFO vs. Avg. Price)
  • Not-Inventory items are converted as not-inventory items.
  • Categories are converted as inventory/non-inventory/service items.
    • A category will be converted equally a service item when the sub-product/service items are tagged as service items. This beliefs is the aforementioned for categories mapped to inventory/non-inventory production/services.
    • All categories must have items of the same type to let all sub-items to be exported.
  • Bundle items can't be exported.
• TheName is express to 31 characters.
• TheTaxable Status is not exported.

Reconcile

• If the kickoff balance in the reconcile screen of QuickBooks Desktop shows zero or displays old transactions after exporting, reconcile an account for multiple months or years of transactions and financial statements.
• Reconcile reports are not exported due to their special nature as a static report.

Recurring Transaction List, Terms List, and Budgets

• Data in these lists are non exported.
• The respective lists in QuickBooks Desktop comprise their default listing items.
• Recurring templates in QuickBooks Online are chosenmemorized transactions in QuickBooks Desktop.

Reports

• Not all QuickBooks Online reports are bachelor in QuickBooks Desktop.
• Some reports are slightly different in QuickBooks Desktop. The 2 products have different cash basis calculations then Accrual Basis reports match merely Greenbacks Ground reports may non. These differences are displayed on reports only the bodily business relationship balances always friction match later on the conversion. For example, transactions using inventory items affect COGS and Inventory Asset accounts differently in the two products. Any unpaid or partially paid transactions using an inventory item that affects the COGS business relationship results in differences in the Cash Basis reports. The differences are:
  • In QuickBooks Desktop, every inventory detail on a transaction represents iii accounts and 3 amounts:
    • Income
    • Inventory Asset
    • COGS

One line in the transaction represents three lines, as shown in the Periodical Written report for the transaction. As Income starts to get paid off by payments, a proportional amount of the payment is included to the COGS lines. This affects the cash footing reports.

• QuickBooks Online treats all the lines equally separate, so the COGS line is fully paid by the nugget line when the invoice is saved.
• Both products treat the asset account the same way (including the way payments are made to it).

Some other case is the use of negative lines on invoices. Suppose you have a service income line of $k and a discount of $ -100 and no payments:

• In QuickBooks Online, your cash basis P&L study will show $100 of income and $ -100 of discount.
• In QuickBooks Desktop, no portion of an unpaid invoice shows in any greenbacks basis P&L report.
• Similarly, as payments are received:
  • QuickBooks Desktop prorates the amount of the discount that shows in the P&L.
  • QuickBooks Online continues to show the unabridged amount.
• Your accrual reports are unaffected by this change.
• Memorized reports will non exist exported.

Sales Tax

• Sales tax data on invoices are not exported. Instead, invoices will proceeds an additional line item representing the sales taxation.
• Sales tax items/rates are exported as service items and cannot exist used as sales tax items in QuickBooks Desktop.
• Sales tax payments andsales revenue enhancement adjustments are non exported.

Time-Tracking Activities

Allfourth dimension activity information is exported except Location, as there is no comparable feature in QuickBooks Desktop.

Annotation: Activities are exported but "physical" time sheets are non.

Transactions Exported:

• Credit Memos
• Sales Receipts
• Received payments and bill payments
• Links between bills and nib payments
• Links betwixt invoices and received payments
• Invoices
  • Invoices that comprise charges, credits, billable expenses, or time associated with sub-customers volition be separated into one invoice per client .Note: At that place are instances when payments applied to sure invoices fail to export because of the rounding differences in the 2 formats. In this case, manually correct the amount in the invoice, then enter the associated payment.
• Refund Receipts
  • Each refund receipt is converted to a credit memo and check (if the refund is from a bank account) or to a general periodical entry (for refunds from other types of accounts).
• Bills, checks, credit card charges, credit card credits, vendor credits, journal entries, and deposits
  • If a check number field is bare, QuickBooks Desktop volition automatically assign a number that may cause duplicates. To avert this, enter some notation in the cheque number field (for example EFT) earlier exporting.
• Whatever transaction with two or more Accounts Receivable or Accounts Payable lines become multiple journal entries. Ane entry is created for each A/R or A/P line.

Revenue enhancement is exported as a particular line particular, instead of using the QuickBooks Desktop'due south standard Sales Tax feature.

Transactions Non Exported:

• Billable status on a deposit
• Recurring transactions and unaccepted online banking transactions
• Attachments linked to transactions (invoices, expenses and checks, etc)
• Location information, custom field data, markups, and To Be Sent status
• Voided transactions of these types: received payments, transfers, and beak payments made by check or credit bill of fare

Transfer funds: Fund transfers are converted to general journal entries.

User List: The user listing information, located on the Manage users page, does non exist in QuickBooks Desktop.

Locations

• The locations list is also not converted. Locations have different naming conventions, but all are considered the same field in QuickBooks Online.
• Additionally, locations may also be referred to as:
  • Business
  • Department
  • Division
  • Property
  • Store
  • Territory

Vendor Listing

• Display Proper name is limited to 31 characters.
• Full Proper name andCompany Proper name are each limited to 41 characters.
• Print on Check As field is limited to 41 characters.
• Address is limited to three lines with 41 characters each.
• E-post Address is limited to 81 characters.
• Vendor Notes,Mobile number, andPager number are not exported.
• Deleted vendors are exported as inactive vendors.

Hector Garcia

• Hector Garcia
• 8:28 pm
• No Comments

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