QuickBooks Data Migration

A data migration is extracting needed data from a QuickBooks file, or data exported from another accounting software, and making a new QuickBooks file from that data, which is a very complex process.

A data conversion on the other hand, is converting from one type of QuickBooks to another and is usually fairly simple, such as Desktop to QBO, vice versa, or upgrading from Pro to Enterprise. The results have to be checked to make sure it went as expected, and may require some work to correct the results, although it is a minor project compared to a migration.

Asking the right questions before engaging in a full data migration is essential to ensuring the process goes smoothly. Here are a couple of key questions to answer before moving forward with your data migration:

A data migration can be a very extensive process, and the time required is highly dependent on the amount and type of data being migrated. Data integrity issues in the source file will add to the time needed, particularly if they cannot be easily repaired. Our goal is to end up with a stable and accurate file for you to use going forward.

It is simplest to make a new file with lists, balances, and open transactions with minimal detail for the start of your next fiscal year and using an existing file for reference to the previous transaction detail if needed.

For a migration in the middle of the fiscal year, it is usually necessary to bring in the transaction detail for the current fiscal year. The time required for this is very dependent on the data entered for the year.

Migrating large amounts of prior data adds significantly to the time required. Migrations involving months or previous years of data may involve hundreds of hours of work for a large source file with many transactions.

We recommend keeping a copy of your existing file for reference for this purpose, which may require keeping a copy of your existing software – if it is different from the QuickBooks you are using going forward. If the situation and need for the migration allows all your data to be migrated to the new file, this may not be necessary.  

For a source QuickBooks file with good data integrity this is largely possible, although it is somewhat dependent on the features in use in the file.

For files using inventory, especially with highly precise quantities or high transaction volume, there may be differences in cost of goods sold and inventory value due to simple differences in the order of transaction entry or rounding. These are normally small, and adjustments can be made to match the expected results.

Inventory which is invoiced before it is received, also called negative inventory, can also result in changes for cost of goods sold and inventory asset for specific transactions. In some situations, this can make it difficult to match values while the quantity on hand for an item is negative. As this is a non-recommended workflow, it may help to clean up such issues in the source file before doing the migration, if possible.

There are some features which are difficult or impossible to export from an existing file, or to import into a new file. Credit card numbers are by design not exportable for financial information security. Other data for lists or some types of transactions may not be importable, and the manual entry time required may make bringing such data over “as is” very impractical. If your file includes any data which is difficult to migrate, we can discuss the available options.

In the case of a damaged source file, it is possible the damage is affecting report results and usability of the existing data, so it may be necessary to decide how to address any apparent issues. With our extensive experience in working with damaged data files, we can help evaluate the issues and options.

For data coming from another financial software, the overall financial report results are achievable, although they may have a different account detail organization depending on differences between the source application and the QuickBooks account structure. The achievable transaction detail is highly dependent on what detail can be exported from the existing software and how that can be translated into the available transaction types and data structure in QuickBooks. We can discuss the details and work through the careful evaluation and planning needed for this sort of migration.

While this is possible, it is necessary to first evaluate the source files for the purpose. The source files need to mesh well for this to be an achievable goal. We bring extensive accounting and technical experience to assist with the evaluation.

For combining files for different departments or locations in the same overall company that were used at the same time, this will be highly dependent on the structure of the data in the files, and how common elements were entered.  

For multiple files in use for the same company at different points in time, such as files for different fiscal years, this depends on the files having matching results on the date where the data will be joined. For example, the ending financial reports, account balances, and inventory on the last day of a fiscal year in one file need to match the opening balances for the file used the next fiscal year.

If there are apparent difficulties with how the data matches up, it may be necessary to have an initial cleanup project first, and then proceed with the data migration.

Splitting a single file into separate files may also be possible, although it requires careful evaluation and planning to decide how to separate the data prior to starting the migration.