hi I'm Aimee from Razor Acounting the sharp solution for your finances in this video
I'm going to show you how to get started using QuickBooks the Online version you
may need to do this if you're new to QuickBooks and you've decided you want
to use this version instead of the desktop version or maybe you want to
move your data from your desktop version into the QuickBooks online version so
let's get started I have the Google home screen open right now and just do a
search for QuickBooks Online
okay so we see here at QuickBooks Online here so online accounting software for
small businesses QuickBooks so just open up the tab here for QuickBooks Online if
you haven't got an account set up already with QuickBooks Online that's
the first thing you need to do so once you've got to this page go to a sign-in
and if you've already got an account like I do here you can go ahead and sign
into your account if you don't have an account setup you can create an account
here so click on create an account
and in here it's asking you to decide on which foot books online that you are
going to use so go through the options here the easiest part is going to be the
cheapest obviously then you can move up to essentials or less so if you scroll
down you can see the different features that each program has and decide which
one is going to be the best one for you the other option you have here is to
choose the free trial for 30 days to see whether or not this program is going to
work for you so if you want to do that you can choose that instead you'll see
that if you do the free trial that your pricing for purchasing the program is
going to change so you get a discount right away if you sign up without in the
3 the free trial but lots of it so once you're done that deciding what
you want to do you sign up using the free trial or you can buy now if you
decide that you want to use one of these options here so go ahead and just set up
your email your first name your last name your phone number create a password
and sign yourself up an account for QuickBooks once that's done you can sign
in and we'll get started so go ahead
sign into your quickbooks online account
now mine we look a little bit different than what yours looks like I'm not sure
what yours looks like but I have the QuickBooks account for accountants you
might have a different account if you have your own business or if you are a
bookkeeper I'm not sure what those ones look like but it should basically all
work the same so I've got my company name up here and as you can see I have
no clients in it yet so what you want to do next is upload your data from your
QuickBooks desktop version so to upload your data what you want to do is go into
this little plus sign here and then I'm going to add in a client so what is
asking for here is the business name so I'm going to add in Lucy's pet shop
and I don't you can add in their email and mobile if you want this is a sample
company for me obviously I'm not using my client files for this video so I'm
not going to add that in and then here it's asking me which subscription I want
to use for this client file so you likely won't have this if you're set up
as just a self-employed business or as one business but if you are a
bookkeeping company an accounting company you're probably going to get the
same thing that I have so you can choose your subscription here I'm going to
choose the plus it's asking me here what language I want it to be in I'm in
Canada so it's giving me English and French so I'm going to choose English
and it's given me my total so it's 20 dollars a month because I am registered
as an accountant I think there's different rates depending on what you're
registered as and make me the master admin of this clients QuickBooks file
I'm going to check that off
and it's telling me here that I have to add in an email so I'm gonna put in a
Mary Amy a tracer accounting comm so it comes to me and then click on save now
it's asking me to fill out my credit card information so I'm gonna stop this
video you can go ahead and do that and then we'll come back when all of that is
felt in okay so I've made my payment and now I'm back on my QuickBooks Online
dashboard and the next thing that I need to do is do my QuickBooks desktop
updates or Elise's pet shop so let's go out of the online version we'll keep it
up on the computer but we're just gonna close this window for right now and open
up your desktop version of your file so now we're back in the desktop version of
my file it says Lucy's pet shop up here so what we need to do next is update
this file to make sure that the import into the online version goes smoothly so
go to where it says help in your top menu and go down to where it says update
QuickBooks desktop and click on that and when the window opens up you want to
click update now and it's already checked off everything here which is
good you want everything checked off in these updates and now you want to check
the box that says get updates so just wait for the updates to complete I'm
gonna just pause this video and I'll come back when it's done all my updates
are complete and I know that because it says here update complete so I'm going
to close this window and we'll move on to the next step the next step in this
process is to exit out of your QuickBooks desktop file and restart it
all you need to do is either exo at the top here or go here into the left corner
go file and exit oh is it completely and then come back in the
next thing to do is to export the data from your desktop version for use in the
online version so how to do that is to go up to the top menu where it says
company go down to the bottom where it says export company file to quickbooks
online and click on that
now it's opened up a new window window here for QuickBooks Online so my
internet is a little bit slow so just bear with me here as it's loading it
says please wait here now QuickBooks is asking for you to
assign into your online account so go ahead and put your online username and
password in it to go ahead and sign into your account now wants to text a code to
ensure that this is the right person so this is the security check so if you've
entered in your cellphone information correctly it should show up the last
four digits here and it's going to text you a code so I have the right phone
number here I'm gonna click continue now I'm just going to pause as I wait for my
code and I'm gonna fill this in and I'll come back now it's asking me to choose
the company to import so I need to select the file from my computer so go
ahead and do that now so I'm going to choose Lucy's pet shop here and now I'm
going to click continue
you so it's asking me here if I want to
proceed and it's gonna be over reading the data so if you already have data in
your quickbooks online version what it's saying is that that data is going to be
completely overwritten so make sure that you want to go through with this process
I don't have anything in my quickbooks online account right now so this is
totally fine for me i'm gonna type agree in the box here and i'm going to click
on replace to replace the data so now it's processing the request for me and
it says here that it may take up to 30 minutes and it's saying it's gonna email
me at my company address which is perfect so i'm just gonna click on okay
got it so now what we're gonna do is wait until this email comes through and
the next step is to ensure that all the data matches up so i'll be looking at
the trial balance from the desktop version and comparing it to what is in
the online version to make sure that all my data transferred over so I'll come
back when I've received this email okay I am back I have now received the email
from QuickBooks saying that my data is ready so this is the email here it says
congratulations your data is now available on QuickBooks Online and
there's this little button here to complete your setup so I'm just going to
click that now QuickBooks is just loading at
and my internet is a little bit slow so now I'm in my QuickBooks Online version
and the next thing I need to do is check to make sure that my data and the online
version agrees with the data in my desktop version so let's get started
with that so the first thing I want to do is check the trial balance from my
desktop version to the trial balance in my online version to make sure that all
the accounts match up so I'm just going to click on this little QuickBooks logo
here sorry once again my Internet's a little bit slow and now it's opening up
the data for Lucy's pet shop for me here so I've got a dashboard for this client
it shows the expenses last month the profit and loss and the sales from last
month now I want to go into reports so it's on this left side here you have a
menu here so you want to select reports
once reports loads you want to scroll down towards the bottom and you're going
to find the trial balance is under the tab that says or my accountant so I want
to select trial balance here
you
to sort of post the window here and it's given me a child
as of today's date which is September 3rd 2018 I like to use my trial balance
within the fiscal year so I'm gonna just come up to the top here and there's
different options for how you want to be your trial bear balance so I'm just
gonna select this fiscal year I've selected this here and then I'm gonna
click this button that says when report
so I'm assuming this is going to work as fast as your internet connection goes
mine's a little bit slow okay so the report is finished and it says as of
December 31st 2018 which is my fiscal year end for this company and I have all
my balances here so I have two bank accounts I have an asset account some
inventory and accounts payable a credit card account a visa account there my GST
and here my shares shareholder distributions my revenues and there are
all my expenses so now that I've had I have my full trial balance here with all
of my balances I'm just gonna go back and take a look at my trial balance from
my desktop version and make sure that they agree so the easiest way that I
would like to do this is to just print out both of them onto a piece of paper
and grab a highlighter or a pencil or whatever it may be and just check them
across to make sure that they balance so looking at the
trial balances from the QuickBooks desktop version and the quickbooks
online version the desktop version i have on the left side and the online
version i have on the right side and you can go through each account one by one
starting at the top and match them across and you can see that the balances
agree so my conversion did work properly if
your balances do not agree then obviously something went wrong when you
did your conversion and that is okay i'm going to do a video on resolving issues
while converting data from QuickBooks desktop to quickbooks online so if you
had any issues just watch my video and hopefully it resolves your issues if you
did find this video helpful please give it a like and of course if you have any
questions leave me a comment on this video and I'll be sure to answer it as
quickly as I can thank you for watching and don't forget to subscribe to the
channel