hi I'm Aimee from Razor Accounting the sharp solution for your finances in this video
I'm going to show you how to troubleshoot data conversion problems
when you're moving from the QuickBooks desktop version to the QuickBooks online
version now I have found that there are eight different things that can cause
your balances to not be consistent from one program to the other after doing
your data conversion if you stay to the end of this video I'm going to give you
a checklist of items to go through to make sure you have the best results when
you do your conversion before I give you that checklist I'm going to do a
demonstration for you that shows you what one of the major issues is that's
causing your data inconsistency and I'm also going to show you how to resolve
that problem so let's get started so let's go over to the email where
you're going to get your link once the data is converted and we're going to
check a few things with the trial balance in the online version and do
some comparisons to see where the issues are coming in with the data conversion
so I'm just going to open up the email
so here it is it says that the import has taken place and I'm just going to
follow the link into the quickbooks online version here so now we're at the
quickbooks online sign-in page so go ahead and sign into your account
- already memorized so i'm just going to use the memorized password feature and
sign in okay so here we are at the main menu of the quickbooks online I'm using
the accountant version and here is my QuickBooks file that I have moved from
the desktop version to you the online version it's called Lucy's pet shop so
I'm just going to double click on that company to open it up I'm on the
dashboard for Lucy's pet shop now and the first thing
you want to do for comparing your data with the desktop version to the online
version is to get your trial balance ready so let's go over to the desktop
version now if you're not sure how to find your trial balance all you need to
do is go up to the top menu bar into where it says reports go down towards
the bottom where it says accounting in taxes over to the right and select trial
balance in here you want to select either your current fiscal year or
whatever a period that you have entered data in so I'm going to select this
fiscal year but if you've added data asked this fiscal year then you need to
select a different period so that all your data is going to be included in
your report so once you have your report just print it off and then we'll go back
into the online version and do some comparisons if you don't know how to
print it it's really easy you just go up to this little print button and select
your options for your printer hopefully you have your printer set up
already and then just of course select print ok let's go back to the quickbooks
online version we're back in the online version of QuickBooks now and we are
looking at the trial balance and you'll notice here on the date of the trial
balance it says as of September 21st 2018 which is today's date and if you
remember we selected a date in the trial balance on the desktop version or the
fiscal year end so that might be where you're having your problem you may have
entered data past today's date if you've written checks in the future or you've
entered in other accruals so the first thing you'll need to do is change the
date of your trial balance report so to do that you just want to go up to the
upper left side of your screen and select the same
reporting period as you used in your desktop version so I am going to select
this year once you've made your date selection click run report so now I have
the same trial balance date as I do have in my desktop version and I will show
you guys a screenshot of my trial balance from my desktop version to my
online version so we can quickly check across here we have the trial balance
from the QuickBooks desktop version on the left side and we have the quickbooks
online version on the right side and it is clear to see there are definitely
some problems with the data conversion if we look at the CIBC bank account from
the desktop version it has three thousand four hundred and fifty dollars
and going over to the online version we have three thousand five hundred dollars
again we have an issue here with accounts payable it says eight hundred
dollars in the S top version and it says three hundred dollars in the online
version and going into the expenses on the income statement we have store
supplies at six hundred and eighty seven dollars and twenty four cents the online
version has one hundred and thirty seven dollars and twenty four cents so clearly
some things did not go right with this conversion so let's look at the problems
that caused this and then we can do the conversion again and resolve these
issues we are back in the QuickBooks desktop version and let's work through
the first issue that we had that was the CIBC bank account is not matching up
with the CIBC bank account balance in the online version so this is a sample
company so there's very few transactions in it so I'm just going to open up this
account so we can see the transactions in it I'm
going to double click on the account balance here and we know that the amount
it's out by is $50 here's a $50 transaction it's for Amy's organic dog
food and I'm just gonna enlarge this memo here it says payment on ap account
in these organic dog food and it says it's an Accounts Payable transaction so
this is going to be resolving the issue partially with accounts payable and with
the CIBC account so let's open up this transaction to look at it a little bit
more closely I'm just going to select edit transaction so I can open up the
transaction screen now we see that this is an accounts payable transaction and
this is reported in the general journal and the reason I can tell that is
because it says in the brackets here at make general journal entries now the
thing that happened that caused the error is QuickBooks Online does not
recognize payments on accounts payable or accounts receivable that have gone
through the general journal what happens pretty much is that the links are broken
and it's as if the transaction that never actually took place
so to resolve this issue what you can do is either delete this entry and record
it through the accounts payable module I'll show you how to do that or you can
do the exact same entry as this one in your quickbooks online program hopefully
you don't have too many accounts payable accounts receivable transactions in the
general journal that you're going to need to correct so that would be your
first step so fix all the issues with accounts receivable and accounts payable
that have been recorded in the general journal if you don't know how to do this
let's do it really quick the first thing you're going to want to do is take note
of all of the components that are in this journal entry before you delete it
so write down the eight the bank account you know it's in
Accounts Payable write down the memo and of course the
supplier once you have all that information you want to go up to the top
menu right here where it says delete select this arrow and select delete
now QuickBooks is going to ask are you sure you want to delete this transaction
you're going to say okay now I'm just going to X out of this screen here and
you may be concerned about deleting transactions in your accounts payable
module or any transactions in your QuickBooks desktop version and I
understand this if you have reconciled your bank account don't be too concerned
with this because when you get your data from the desktop version into your
online version all of your bank reconciliations are going to be undone
anyways so basically what you're gonna have to deal with the easiest thing to
do once you have everything balanced from the desktop to the online version
is I would suggest doing one really big bank reconciliation just to get a
starting point for your next bank reconciliation in the online version or
if you want to if you have the time on your ends you can go through and do
every reconciliation in the online version one by one but that is probably
going to take you a lot of time if you've got a lot of data ok so moving on
to correcting the rest of this entry let's go to the home screen and we're
going to do this transaction through the accounts payable module so let's go in
to pay bills here and we're going to pay a nice organic dog food the amount is
fifty dollars same as the other transaction and I'm going to make sure
the date is the same so it was on the 15th of September and I'm just
to select pay selected bills here so let's go back into the trial balance and
see if we can find the rest of the error so up to reports in the top menu and it
down to accountant in taxes and open up your trial ballots so going back into
accounts payable because I know that there's still some more issues here to
work through I'm just going to double click on the account balance so I see a
$500 entry here I'm just going to double click on this entry and we'll take a
look at the transaction itself so again this is a transaction for accounts
payable and it is meet in the general journal and we know that QuickBooks
Online does not like this so this is not a payment like the previous entry this
is actually putting something into accounts payable like a bill and this
one has not been paid so the balance of five hundred dollars is still sitting in
accounts payable and this one is going to be resolved the same way what I'm
going to do is delete this entry and I'm going to rerecord it in the accounts
payable module so just delete and ok I'm going to exit up the journal entry
screen X out of this I'm going back to the home screen now and I'm going to
enter this in the accounts payable module so it was five hundred dollars
going to put in expense it was under store supplies at
$500 and I'm going to select save and close to record the transaction and yes
I'm just going to exit up here and we'll go back to the trial balance just taking
a quick review I have the CIBC Bank at thirty four fifty accounts payable at
eight hundred and store supplies is at six eighty seven twenty four which is
exactly what I had my trial balance at before I made any changes so the next
step of course would be to export the data again and see if I have resolved
all of my conversion issues so what you want to do is go up to you company and
export company file to quickbooks online now you should have already gone through
this if you don't know how to do it you can watch my youtube tutorial on getting
started with QuickBooks Online I'm going to pause this video and I'm going to
come back when I have the email from QuickBooks saying that my data
conversion is complete and we will go through and check the data I'm back I
have received the email from QuickBooks saying that my data has been converted
I'm just going to use this link here it says complete your setup I'm going to
click on that and it's going to take me to you the quickbooks online version now
I'm going to use sign in to my account and I'm going to
select Lucy's pet shop from the dashboard I'm going to go into reports
and down to the bottom I'm going to open up the trial balance and I'm going to
select this year as the reporting date
now I'm going to do a screen shot for you guys to show you the desktop version
again compared to the online version of the trial balance we can compare across
here on the left side of the screen we have the QuickBooks desktop trial
balance as of December 31st 2018 and on the right side we have the quickbooks
online trial balance as of December 31st 2018 so let's look at the problem areas
first so the CIBC bank was out last time and
here we have 30 for 50 and we have 30 for 50 so we resolve that issue the next
issue we had was the accounts payable account and looking over here in the
desktop version we have $800 and we have the same amount in the online version
and the last account we have issues in was the store supplies expense we have
687 24 and 687 24 so those Corrections did resolve the issues with the data
conversion so I am going to leave a checklist now for you for your data
conversion issues you may want to grab a pen and paper and write down each item
on this checklist to ensure that you don't miss anything number one always
use Google Chrome when working with quickbooks online it is not compatible
with any other internet browser
number two ensure your report dates match in both programs quickbooks online
automatically reverts to today's date you need to change the
report date to the appropriate period
number three check your accounting basis accrual or cash if you're using accrual
basis in QuickBooks desktop select the same accounting basis in your online
reports number four upgrade your desktop software if you
have a QuickBooks version of 2009 or older with lots of data you may run into
some data inconsistency with conversion upgrade to a 2010 version of QuickBooks
or newer before you move your data into QuickBooks Online number five check your
firewall and internet security settings they may be interfering with the data
transfer you may need to turn off your internet security temporarily while you
do your data conversion and turn it back on when you are done number six
check your internet connection if you had an interruption in your internet
service this may have caused your data to be incomplete in QuickBooks Online
number seven correct all accounts payable and accounts receivable entries
that have been recorded in the general journal follow the instructions in this
video number eight try again QuickBooks will allow you to convert your data into
the online program for up to 60 days so that's all for resolving data conversion
issues when you're moving from QuickBooks desktop to QuickBooks Online
I hope this video did resolve your problems if you did find this video
helpful please leave a like and don't forget to subscribe to the channel
thank you for watching