How to Convert a QBOnline Company File to QB Desktop – Part One

Written by admin on June 13, 2013

Converting QBOnline files is easier than you think. You will use the Export Interview function for converting company files to one of the many desktop versions of QuickBooks such as Enterprise Solutions, QuickBooks Premier, QuickBooks Pro, etc.

Simply follow the directions for Lists and Transactions or Lists. This article will explain how to convert Lists and Transactions. Part two will explain how to convert Lists.

Things to note: QB Online Edition will only export entire company files. You can only export data into a new desktop company file and any data that you did not import into QuickBooks Online Edition is removed from your file and can’t be exported. If you want this data, you will have to recreate it in your desktop after you make the conversion.

Converting QBOnline file requires you to log in as Administrator in QuickBooks. You must have both QuickBooks Desktop and QuickBooks Online Edition open and you must keep them open during the entire process or you will have to start all over.

Here are instructions on how to do the conversion:

1. Open your QB Desktop version into which you want to convert your company file, but stop when you reach the No Company Open window. Do not go so far as to open a company file.
2. Start the QBOE export interview:
a) Log in to your company file in QB Online.
b) Choose “Company” and “Export Your Data.”
c) Click “Export Interview” within the Help Topics window. This will open the Online Export window.
3. Choose to export Lists & Transactions. Click “Next.”
a) Utilize the drop down arrow to choose the version of QB into which you want to make the import and select “Next.”
b) Make sure you read and understand all the special conditions info and click off each checkbox.
c) Choose “print the entire list of details” link. Read and keep all the documents.
d) Click “Next.”
e) Read all of the info in the “Get ready to prepare your data” window. Update or verify the info and then choose “Prepare Data.”
f) Read all of the information and click on “OK.”
g) When your data is ready to download, click the “Download the company file created on MM/DD/YYYY” link within the “Things to Do” section on the home page.
h) The Download Prepared Data window will pop up. Choose “I’m moving my data to QuickBooks desktop edition, and I’m canceling my QuickBooks Online subscription.” Click “Save.” This will not actually cancel your QBOE subscription.
i) Scroll through the info provided on the screen, “How long will this take” and click “Next.”
j) Click “Download,” choose where you want your exported data to go, and click “Save.”
k) Read the data on the next screen, ensure the desktop edition is now running, and click “Convert.” If you see a prompt asking you to accept the Digital Certificate, click on “Allow.”
l) On the “Create new QuickBooks File” screen, choose a location then create your file name for the company file and click “Save.” QBOE will start Converting QBOnline file and will show the progress bar.
m) When the entire conversion is done, read the info provided in your “Final Steps” window and click “Finished.”
4. Go to the QuickBooks desktop version and open your file that was saved within File>Open or Restore Company. Choose “Open a company file” then choose “Next.” Finally, go to the place where you made the company file, choose it, and click “Open.”

For additional help, click on the Find a Trainer tab for contact information of our local QuickBooks trainer. For more information, visit Intuit’s help center at: http://support.quickbooks.intuit.com/support/default.aspx