10 Transactions and Features for Which Most Information Converts in QuickBooks Online - dummies

10 Transactions and Features for Which Most Information Converts in QuickBooks Online

By Elaine Marmel

The following list provides details of transactions and features for which most data converts and comparable transactions and features exist in QuickBooks Online (QBO). In some cases, exceptions exist; you’ll find specific notes in the web extra article “How QuickBooks Desktop Lists Convert to QuickBooks Online.” And for more information, visit the QuickBooks FAQ, “Why some data doesn’t come over from QuickBooks desktop.”

  • Receive Payments: Discounts convert to credit memos that are linked to the payment.

  • Statement Charges: Sales or credits that were entered directly in an A/R register are converted to invoices.

  • Sales Tax: QBO supports multiple sales tax rates and agencies but only transactions created in QBO appear in QBO’s Sales Tax Center.

  • Estimates: Estimates convert but work differently in QBO. In QuickBooks desktop, you turn an estimate into an invoice. In QBO, you add data from an estimate onto an invoice and you assign each estimate a status: Pending, Accepted, Closed, or Rejected. There is no progress invoicing at this time in QBO, but a workaround can be found at the Fundera blog entry, “Job Costing QuickBooks Online with Sub-Customers.”

  • Registers: None.

  • Customers & Jobs: Some fields convert completely, some convert with exceptions, and some don’t convert. See the web extra article “How QuickBooks Desktop Lists Convert to QuickBooks Online” for details.

  • Items: QBO refers to items as products and services and uses three types. All item types convert (two-sided QuickBooks desktop items convert to two-sided QBO items) except for subtotal, group, and sales tax group items. Subtotals from QuickBooks desktop transactions appear on separate lines on invoices, with text in the Description field indicating that they are subtotals, but subtotal items do not convert. QBO contains a feature that enables you to add subtotals to sales transactions. See the web extra article “How QuickBooks Desktop Lists Convert to QuickBooks Online” for details.

  • Employees: Essentially, employee information found on the Personal and Address & Contact tabs of the Edit Employee dialog box in desktop QuickBooks converts and is retained. Payroll information does not convert.

  • Other Names: QBO contains no Other Names list and converts all names on this list in your desktop QuickBooks company data file to vendors. Checks with payees from the Other Names list might convert with the payee field deleted.

  • Vendors: All vendors convert, but some fields don’t convert. See the web extra article “How QuickBooks Desktop Lists Convert to QuickBooks Online” for details.