August 23, 2025 • 61 mins
Thinking about switching from QuickBooks Desktop to Online? This webinar covers the latest updates and guides you through a the migration process. From prepping your files to choosing the right method, Dan and Matt share actionable tips to ensure a smooth transition for business owners and accountants alike.
QB Power Hour is a free, biweekly webinar series for accountants, ProAdvisors, CPAs, bookkeepers and QuickBooks consultants presented by Dan DeLong and Matthew Fulton who are very passionate about the industry, QuickBooks and apps that integrate with QuickBooks.
Watch the video replay and other resources for this episode at: https://www.qbpowerhour.com/08-19-25-moving-quickbooks-desktop-to-online-latest-updates
Earn CPE through Earmark: https://bit.ly/QBPHCPE
Watch or listen to all of the QB Power Hours at https://www.qbpowerhour.com/blog
Register for upcoming webinars at https://www.qbpowerhour.com/
00:00 Introduction and Housekeeping
01:19 Earning Continuing Professional Education Credit
02:25 Welcome to QB Power Hour
02:42 Latest Updates on QuickBooks Desktop to Online Migration
03:20 Meet the Hosts
05:12 Overview of QB Power Hour
06:01 Intuit News and Desktop Conversion
07:26 Polling Question: Desktop Migration Experience
10:49 New Options for Desktop Migration
21:37 Migration Checklist and Status
25:01 Live Migration Walkthrough
30:30 Converting Inventory Items to Non-Inventory Parts
31:37 Best Practices for QuickBooks Online Migration
34:08 Understanding Intuit's Multi-Factor Authentication
44:07 Payroll Migration Process Explained
53:16 Handling Attachments During Migration
59:59 Final Thoughts and Upcoming Topics
Mark as Played
Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Dan DeLong (00:23):
welcome to another QB Power Hour.
We're gonna be talking aboutmoving QuickBooks Desktop to
QuickBooks Online, the latestupdates.
So we're not we've done lots ofbest practices and things like
that in the past, and we'llshare those resources as we go
through as we go through ourtime today.
(00:44):
But what we want to focus ontoday is.
The latest changes since thelast time that we've talked
about the desktop migration.
And so there's some pretty coolthings that that Intuit has been
working on especially if it'sdealing with payroll and
attachments.
We'll talk a little bit aboutthat.
(01:04):
So again my name is Dan DeLong,owner at Danwidth and School of
Bookkeeping, worked at Intuitdoing all these things with
desktop migration when the call,when you would call in and it
didn't work, right?
'cause that never happens.
The co-hosting today, also atover at Workshop Wednesdays at
School of Bookkeeping and thefeature Deep Dive host over at
(01:26):
the unofficial QuickBooksAccountant Podcast.
And I'm almost in, almost donewith tech editing.
The next session of QBO forDummies, which is.
Really interesting this time ofyear because with the new user
interface, they are the au Idon't I, don't I don't envy the
(01:49):
author trying to write a bookabout QuickBooks online in the
midst of a ui change.
But the, not me Matthew,unfortunately, again, is not
joining us today, but Phil insliding in is Sharrin Fuller.
So Sharrin for those that don'tknow who you are, give a little
(02:12):
give a little.
Sharrin Fuller (02:13):
I, ate Matt disappoint everybody.
I feel like people jump on thisthing to see when Matt's gonna
be back and they see my face.
They're like twice.
Sharrin Fuller accounting firmowner times three, almost a
former accounting firm, ownertimes three.
Super excited for that.
Now just working on helpingaccountants and accounting firms
(02:35):
really grow their business andwork.
On it, not in it.
And just jumping in where,wherever I can here.
And also, we come from aQuickBooks only firm.
It's all I've known, all I'vegrown to love.
And with love, there is hate,but you can't have hate without
love.
So here I am.
Dan DeLong (02:54):
Here we are.
All right.
So let's talk a little bit aboutthe QB Power Hour if you're just
joining us for the first time.
It's every other Tuesday at noonEastern.
And now that I'm driving aroundthe country, I don't know what
time I'm in.
But we do have CPE creditavailable through earmark
(03:17):
there's the QR code for that,and there's link in the in the
slides there to be able toaccess our channel.
All of our prior ones areavailable there.
As of today, except today's.
And then of course, if you needto, you can go to qb power
hour.com/resources for PDFs ofthe prior slides, past
(03:39):
recordings as well as thepodcast audio as well.
All right, so today we're gonnatalk a little bit the Intuit
News.
We're, we've been incorporatingsome of the latest, and I don't
wanna say greatest, but the newsthat Intuit has, done since the
last time, and we wanna talkabout it.
(04:01):
Maybe there was a Facebook postabout it or something like that.
And we want to, just calibrate,that's the word I was looking
for about about that topic.
But really our topics the meatand potatoes of what we're gonna
be talking about today is thedesktop conversion.
Some new options more data.
(04:21):
They're allowing for more data.
We'll talk about that.
There are some checklists insideof QuickBooks Desktop, and one
of those unraveled the payroll Iissue that we're gonna be
talking about later on.
The ability now to do accountingonly migrations when you already
(04:43):
have a payroll subscription.
And then attachments, which wasalways a, I don't know, it was
just a sad conversation whensomebody said, Hey, do you do
attachments?
Move?
And then the short answer was,no, they didn't, but now they
(05:03):
do.
Which which is cool.
And then we'll give you someresources at the end there.
So let's start with our firstpolling question.
Do you help?
Where'd it go?
It just, I have five monitors.
Yeah.
Check one and see where theywent.
Do you help clients with desktopmigration?
(05:26):
Now, Sharrin, since you were QBOor QB only as, as far as your
firms, did you do that as partof your scope of work?
Oh, yeah.
Sharrin Fuller (05:35):
We haven't done one for a hot minute, I can tell
you that.
I think the last time we did amar migration was like 20, or
Jesus, was it in the, I wasgonna say 2020 something, but it
had to have been in the teens.
1918 haven't done one sincethen.
There were workarounds to get itto work.
(05:55):
Properly.
So I would love, I'm reallyexcited to see what people have
to say about it now.
Dan DeLong (06:02):
Yeah.
Probably back then you, wetypically back in the day.
Sharrin Fuller (06:06):
Thanks Dan.
Thanks.
Yeah.
Dan DeLong (06:08):
Back in the last decade when you just needed to
do these things, you probablyhad some of the conversations of
we're gonna have to.
Purge off some of your detaileddata or, yeah.
Maybe we're just gonna startover.
When we Yeah.
When we, come over to QBO,because you end up having this
conversation of this isn't gonnacome over properly.
(06:31):
Or we, you, you've been usingdesktop too long And, those
types of things.
So now some of thoseconversations have shifted as
far as what you're able to doand the big Yeah.
But when you have a lot of theseconversations is like when
(06:51):
you're using desktop payroll andmoving over to QuickBooks on
online typically thatconversation was we're gonna
have to set up payroll again.
Because it just doesn't migrateover very well.
Sharrin Fuller (07:09):
Yep.
Dan DeLong (07:10):
But I don't wanna spoil it, but I am I did a
migration just a couple weeksago.
They their retailestablishments, so high
turnover, right?
So they had lots of employeesin, their QuickBooks Desktop,
431 employees active not allactive, but historically, and
(07:37):
all of them came over toQuickBooks online, and the
direct deposit was set up, andit was the, their paid, their
pay types was set up.
It was the clouds parted for mebecause it was just one of those
things where you're just like,oh my goodness, I'm not dreaded.
I'm not looking forward tosetting up 431 employees, even
(08:00):
if it's not all the activeemployees.
So let's go ahead.
Where's my cursor?
Get up.
Find it.
All right.
So yeah, it looks like this Zoomdecide to pop up differently.
Yeah, we go.
So about the need to be, feelmore comfortable.
(08:21):
Okay.
So looks like that's our, mainanswer of that.
And then a lot of people do itall the time.
So let's go ahead and kick us inhere.
So the new options with desktopmigration, more data, right?
So originally the a lot of timeswhen you look at, what's, able
(08:43):
to move over the key number, thekey data specific aspect I can't
think of the word right, istargets, right?
And of course, that always begsthe question what the heck is a
target?
But basically it's a link in atransaction to something else
(09:04):
in.
In your QuickBooks data file andyou have an invoice, it's got a
customer on it, it's got itemson it, and multiple line items,
and those are pointing toaccounts.
All of those things go into thetarget calculation.
So it's not just the size ofyour file, it's the size of the
(09:25):
transactions that are in thefile.
And a as of July, it was 1.5million and, or I'm sorry, in
February I noticed it wasupgraded to 1.5 million.
And then the last couple timesthat I've done a conversion,
it's now 2 million on the Intuitarticle.
So it really does allow for alot of data to to be moved over.
(09:54):
I was just talking with withsomebody, considering they have
2.3 million, but they've beenusing QuickBooks Desktop since
2000.
So almost 20 years of data,right?
So that is not bio like a brick.
Sharrin Fuller (10:09):
Yeah.
Dan DeLong (10:11):
It's a very large,
Sharrin Fuller (10:12):
throw it at someone and hurt'em.
Dan DeLong (10:16):
So the double side of that coin the other side of
that coin is yeah.
Just because it's eligible tocome over doesn't mean it was
used properly.
And sometimes that, that data isthen going to be the creative
ways that people use QuickBooks,especially in QuickBooks
(10:37):
desktop, because you can do alot of things that you maybe
know, not aren't supposed to.
But those things are gonnabubble up to the surface.
Take that with a grain of salt.
Just because it's eligible tocome over doesn't mean it should
come over because it may causemore problems when it actually
does come over.
(10:58):
Now inside of QuickBooksdesktop, there's now some
checklists.
And that checklist actuallytriggered this whole being able
to migrate payroll properly.
So it was actually a key thingthat we're gonna, we're gonna
unpack a little bit here.
(11:19):
And inside of the QuickBooksdesktop right now, you have a,
migration status, right?
In desktop.
So you'll be able to see beforeit was just like you said it,
and then once it said, yeah, wegot it, and and then you waited.
Sharrin Fuller (11:36):
Yeah.
Dan DeLong (11:36):
And you had no idea the expectation of how long that
was gonna take.
You just waited for an email andhope that email shows up, or
just sit there and knock on thedoor of, QuickBooks online,
waiting to be led in.
And then you do have the optionnow for accounting only.
(11:58):
If you have QuickBooks Onlinepayroll subscription you, in, in
the past you, you couldn't bringthat accounting data into
QuickBooks Online payroll.
Because when there was payrollalready established it just
stopped the, the, conversionfrom actually taking place.
(12:19):
So then you had this situationwhere you had a QuickBooks
Online subscription and aQuickBooks Online payroll
subscription, and they nevertalked.
They talked to each other Yeah,that with an export, but they
weren't completely integrated.
And another thing you have thereis lists only.
You have some options when thefile is too big and you want to
(12:41):
take that line in the sandapproach, you can choose lists
and balances.
But now you can also chooselists only and choose some of
those lists.
So right there from within the,the desktop migration.
Now I've just been rambling onthere.
Sharing.
Are you just do you havesomething to add to that or?
(13:04):
I do.
It's uhhuh
Sharrin Fuller (13:05):
It's all been no, this is great.
I'm thinking about this and I'mreally just thinking back like
how I'm reading some of thequestions I'm thinking about,
like what a.
When you got a large file, youhad to archive things out,
things like that.
And all of a sudden they'relike, Hey we're letting you guys
do all this great.
And I think'cause everybodykeeps saying, oh, I'll never get
off of desktop, and I see thingslike this.
(13:27):
And I'm like, I don't thinkthey're going to give you a
choice.
This just tells me they'retrying to make it so easy and
accommodating.
Like they just said, if havequick QuickBooks do it for you,
they wouldn't even touch it backin the day because they made
more money on their desktop.
Anyhow, it's just interesting tome.
But definitely something that'sneeded if you're, if they're
really trying to migrate theirlongtime enterpriser users off
(13:49):
it's a good thing at least ifthey're the desktop, people are
gonna have their hands tiedbehind their back.
At least they have options.
And they're not gonna be in astruggle bus.
That's my opinion.
Dan DeLong (14:01):
And then it all comes down to how that data
actually does make the journey.
And QuickBooks has a reallyrobust article.
The challenge is if you handthat to a customer they may not
understand.
The full effect of what it is.
And so I've decided to take thatarticle and create a resource on
(14:27):
school bookkeeping here.
I just wanna open that up here.
There it is.
Okay.
If I scroll down here, where didit go?
It's supposed to be right here.
Why is it not?
Sharrin Fuller (14:40):
Because you're in preview mode, Dan.
That's why.
Dan DeLong (14:43):
It's not supposed to come on.
Where are you?
There it is.
It just needed.
There
Sharrin Fuller (14:47):
we go.
Dan DeLong (14:50):
It does need to speak.
Go up to space in the back.
So I created a littlespreadsheet in here and you're
able to, assuming that you canclick on this.
There we go.
You can sort for sort, I'msorry, filter the spreadsheet
for specific workflows.
(15:11):
Let's just click out on thishere on now.
There we go.
So an example so we have, doesit exist in QuickBooks Desktop?
Does it exist in QuickBooksOnline?
And then Dan's Pro tips herewhat's different about the
QuickBooks online versusdesktop?
And more importantly, does itconvert?
(15:34):
So just kinda looking at thechart of accounts.
Yes, of course.
It's you have chart of accountsin both QuickBooks Online has an
additional account type calleddetail type which, doesn't exist
in QuickBooks desktop.
So if you're importing rightfrom Excel, then that's a
(15:55):
consideration, right?
So you don't have thatconsideration when it's
QuickBooks desktop doing it.
And then of course here, theQuickBooks will move, doesn't
convert.
Your QuickBooks online will movethe accounts and assign them the
detail types.
You can change this later if youlike bank account numbers and
notes do not convert, right?
So it's just one of those thingsto give you an idea of and, then
(16:19):
set your expectations as towhat's actually gonna happen
during the conversion.
Go down here to multipleshipping.
This is really cool.
Sharrin Fuller (16:30):
Is this online?
This is online for anybody,right?
See, this is totally free.
This is a look at this Coollittle, this is, I'm gonna
bookmark this.
Dan DeLong (16:39):
Yeah.
And then multiple shippingaddresses, right?
Yes, in QuickBooks Desktop youcan have up to 10,000 multiple
shipping addresses.
I'm not sure if that's acrossall of your customers or for
each customer, but either way,that's a lot of multiple
shipping addresses.
Yeah, enterprise gives you ahundred thousand and in
(17:03):
QuickBooks online, womp, right?
No, not support it.
So that becomes a challenge,right?
So then this is now aconversation starter with
between you and your client.
Do I have multiple shippingaddresses?
Yeah, the feature with Bill to,or Bill with Parent exists and
(17:24):
you have the, same hierarchy.
But typically what you're gonnaneed to do is come up with a
game plan of how if multipleshipping addresses per customer
is a thing, right?
So we're gonna need to make agame plan about that.
And then what happens when itactually converts?
It only converts one shippingaddress and not perfectly right?
(17:47):
So it comes through as a oneline item or one, one item or
one field instead of splittingit out address line one, two,
city, state, zip.
So you're probably gonna need togo through and modify some of
those shipping addresses too.
Sharrin Fuller (18:04):
I have thoughts on that real quick.
Can I say, ask something?
So what would you, I know what Iwould suggest, but if your
clients came to you and said,how would you do, what would you
tell them how to solve for thatsituation?
Dan DeLong (18:17):
I, it really just begs more questions like what
you could do.
Yeah.
In with projects and subcustomers.
So that's probably how I wouldif they wanna stay within
QuickBooks
Sharrin Fuller (18:32):
online
Dan DeLong (18:33):
Is setting up projects or, jobs in that
hierarchy because then you'llhave the bill with parent
option.
So Yeah.
Which is what
Sharrin Fuller (18:41):
matters and where you can run the report.
Yeah.
And I was thinking I would justset up probably a different sub
customer for each shippinglocation if I had to track it
that way.
'cause then I'm rolling it up.
I don't know, I was trying tosolve for something that we
probably aren't looking to solvefor right now, but
Dan DeLong (18:58):
Someone
Sharrin Fuller (18:58):
wants to know.
Dan DeLong (18:59):
That's probably what I would recommend is if they
wanna stay within the QuickBooksecosystem and not look into some
other application that might beable to support the multiple
shipping addresses per person.
So you have access to that.
Okay, so let's talk a little bitabout the checklist and the
(19:20):
status.
This is contextual based on thefile, right?
So here in the screenshot it'sgot one of nine and when I go
through a little walkthroughhere, it'll say zero of, I'm
sorry, zero of nine.
So there's nine things for me tolook at based off of the current
file that I'm in.
And in the sample company,there's only six.
(19:42):
So it, is contextual in thatchecklist based off of features
and functions that you haveevaluated.
And then you're gonna have or,activated, I should say and
you're gonna see the estimatedtime.
When I did one this morning itgave me 20 minutes and estimated
time of 20 minutes, and it wasactually correct, and it will
(20:03):
give you a status at the end,right?
So say, oh, we couldn't do it,or your QuickBooks online has a
new home, right?
So you'll be able to see thatall within desktop.
And at the point of where it'swhat I call baking, right?
You combine the ingredientsinto, the bowl, put the put the
(20:24):
cake in the oven, and it'sbaking where it's processing the
the imported file.
At that point you, can leaveQuickBooks Desktop if you want.
You don't have to keep it open,but if you do, just keep it open
there, you can see the status asit's going through and then
(20:44):
afterwards, right?
So there's, some post-conversionbest practices that we we've
talked about here in the past.
Doing this as the accountantuser, you actually get a better
import summary report.
Sharrin Fuller (20:57):
That comes
Dan DeLong (20:58):
rather than the migration hub report that you
can download or anybody candownload as soon as you go and
log into QuickBooks.
But if you do this as anaccountant user you get a better
import summary to give you anunderstanding as to why things
happened the way they happened.
(21:18):
And then there is a to-do listchecklist that Intuit made
available, but I don't know, Ican't find it anymore.
So I just stole it and saved itfor the internet.
Sharrin Fuller (21:31):
There you go.
Dan DeLong (21:33):
But if you wanna get that checklist, it's really,
it's actually pretty coolbecause it has like free.
Pre pre-work like to go throughsome of these things that we
were seeing on the conversionchecklist on the, spreadsheet.
But you can assign who's goingto do that and things.
So that built in, it hasdropdowns and whatnot.
(21:55):
And on the other, on some of theother tabs that are in there, it
gives you you, you can specifylike who's gonna do what, right?
And over here on the right thislittle check boxes gives you an
understanding of what level ofsubscription that they would
need based off of functions andfeatures that they would
(22:19):
workflows that they would needto have.
So make sure you put'em in theright, right version to begin
with.
Typically, I recommend startwith advanced'cause you
typically get the best.
Feature set.
And then you also get a discountthat first year.
And then at the end of thatpromo you can decide, okay, I'm
(22:40):
not using all of these features.
I can downgrade at that point.
All right, so let's walk throughmigration here.
Here we go.
We already had that.
Sharrin Fuller (22:50):
You put some work into this, didn't you?
Dan DeLong (22:52):
I know.
All right, so I'm gonna shareover here and my, okay.
I'll just do the entire screen.
Hopefully I don't go into avortex.
All right.
And I've got a whole bunch ofZoom stuff in the way.
All right.
(23:12):
So here is just a samplecompany, right?
And and I know some of you'resaying, Hey, you can't migrate a
sample company.
Yes, as long as you can removethe sample company flag.
When I was there.
This was a fireable offensetelling people about this, but
(23:33):
Hector Garcia's got a videoabout it.
If they they want to take out aHector and myself, they can.
Sharrin Fuller (23:40):
There you go.
All right.
Come at me, bro.
Just kidding.
Don't.
Yeah, please don't into it.
Please don't.
Dan DeLong (23:46):
All right.
So if you go to help and about,you bring up the, help and about
screen, and then you presscontrol ALT DB or d debug and
then go back to the help menu.
You have this little extra telltech support option, which gives
you a lot of cool things thatyou can do in the desktop file
(24:10):
that you can't normally do.
But one of them is toggle theSample Company Flag.
So if you're in the samplecompany and you want to turn it
into a real company, you can dothat.
Or if you're in a real companyand you just want to turn it
into a sample company, you cando that too.
But that's a, that's an optionin there.
(24:30):
All right.
So to to get to the point ofmigrating this is enterprise.
So you don't have the thecompany drop from the company
menu.
You don't have this option thatsays export to QuickBooks
Online.
So in enterprise you have tobring up the product information
(24:51):
window, and then once you're inthere, you hold the control and
t say BQ, and then click okay.
Okay.
And there it comes and hope thatthis screen comes up.
(25:11):
All right.
And then once you're in there,just.
This is what I was talkingabout, this checklist, right?
You can click on the checklistand it will open up this
checklist eventually and giveyou some ideas of things that
you should probably do beforemigrating, right?
Like double check your list ofactive customers, right?
(25:32):
So you wanna make sure that thecustomers who are inactive
should be inactive.
And one of the big things aboutthat is you don't wanna have an
inactive customer with a balanceor an inactive inventory item
that has a quantity on hand.
Because when it tries to reinactivate them, there will be a
(25:53):
problem.
So that's just one of the thingsthat you want to comb through
prior to doing to doing theconversion.
And then anything else in hereyou just wanna take a look at?
Now I have to close outta thisand start all over.
'cause that checklist thing,which is usually what you would
be doing, is actually, yeah.
(26:14):
Oh I, should check this.
So I should not convert my, datajust yet, but we're gonna throw
caution into the wind and justgo right for it and get the zoom
stuff out of the way.
And we're gonna get started.
Now, I recommend doing settingit up inside of your QuickBooks
(26:39):
Online accountant first, so thatyou already have the
subscription in place.
You're already listed as theaccountant user and then you can
of course transfer your, stuffover to your clients, right?
So here's the option.
When you the first option thatyou're given is, do I want to
bring over all my company dataor do I want to bring over lists
(27:01):
and balances?
And then when I choose.
Bring over list and balances,then I have all lists and
balances, and you have a littlehelp bubble there of what will
actually come over or if I justonly want to choose lists, and
then I have a dropdown of whichlist that I wanna choose, right?
So these are the choices of theoptions of say you don't wanna
(27:21):
bring over the items becausethey did make such a mess of
their inventory and you wannastart over, or something along
those lines.
So those are the options there.
I'm gonna choose all data andthen this whole question about
inventory tracking.
Do I wanna track inventory?
(27:42):
If yes, then I gotta chooseA-F-I-F-O date because
QuickBooks Online uses fi firstin, first out Cal cost
calculation, QuickBooks desktopuses weighted average.
Or if you're using advancedinventory, it does use FIFO.
But keeping in mind all about.
(28:03):
You that's a whole nother topicabout the inventory
considerations of, moving thingsover.
Or you could choose don't moveover inventory.
And what that does is itactually turns every single
inventory item during theconversion into non-inventory
parts.
The financial impact of all ofthat actually is is handled
(28:29):
based on historicaltransactions.
But every inventory part becomesa non-inventory part.
And then you can go through andclean up the items, turn on the,
inventory for those items if youwanted to, or just start fresh
if you want, but you gotta havethe item in your item list or
your products and service listin order for the historical,
(28:52):
impact of those transactions tomake the journey.
Sharrin Fuller (28:56):
And part of me would wanna transfer it over and
just journal it out.
I don't know that I would trustthe process enough.
I'd feel I'd rather transfer it,look at my balance sheet or my
inventory on my desktop, confirmit went over correctly, and then
go in and make one huge journalentry, readjusting and removing
my inventory.
That's just me.
I just, that scares me.
Dan DeLong (29:18):
Yeah.
Sharrin Fuller (29:18):
Doesn't migration's scary?
Dan DeLong (29:21):
And that's part of the best practices here is that
doing this as a, in a trialversion of QuickBooks Online
before doing it for a livesubscription it always will give
you a good guidance as to whatwe're in for, right?
So there's only so much that youcan do with QuickBooks combing
(29:41):
through the data and thesettings.
To really see what is it gonnaactually do today?
So I tend to do it in a trial.
You get the import summarythat's gonna give you some
guidance as to what you may wantto take care of.
And I did this prior to thesession today and I got the
(30:04):
import summary, and of course itdidn't match.
This is a good example of doingthat.
So at this point, you're gonnachoose a date and what date you
actually choose.
There is a good question.
But that's a conversation,right?
And then what's gonna happen isgonna, assuming you're signed
(30:26):
in, which I was, and I am, Ithink it does have Zoom window,
is it is, it's giving me a,conniption there.
Lemme start this over here.
(30:47):
All these things are in the wayof this one screen.
All right.
All right.
Then you, it's gonna ask you tosign in if you're not already
signed in.
And then once you sign in, thenit's gonna give you a list of
companies that you might wannabring these that are available
(31:07):
to, to bring them into.
I'm like, actually not gonnasign in at this point because
everybody knows how to sign in.
But it'll bring a list ofcompanies and if there's already
payroll in there, it will say,you can bring over accounting
accounting only.
And then at that point you startwalking through, it just starts
(31:27):
the process of, uploading andgives you, that, gives you that
status.
Lemme go ahead and stop sharinghere and we'll restart sharing
over here.
And there we are.
Okay.
So far, so good.
All right, so that's the processof, migrating with the new
(31:49):
options that are, available.
While that's processing we wantto talk a little bit about the
Intuit news.
We've talked a lot, a little bitin the past about the login
issues, the vulnerability ofaccountants and bookkeepers and
(32:10):
ProAdvisors of potentiallyhaving their email login, intuit
login compromise.
So on the tails of that a lot ofpeople have gone in and noticed,
hey, there wasn't a code thatwas sent.
And so they go in and they checka setting inside of their Intuit
(32:32):
account, and lo and behold, theysee that two step verification
is turned off.
And of course under that, it,under that circumstance, that
will be concerning, right?
Like that, that normal processof not getting your code and
then going in and seeing thatthere's a setting that would
(32:53):
send that code turned off.
Is concerning, right?
Like the logical concern, right?
So I spoke to the folks over atIntuit and just wanted to make
sure that people are aware thereis a difference between
multi-factor authentication andthe two-step verification
(33:14):
process or the two stepverification setting inside of
your account.
So it's the same but it'sdifferent, right?
So the same, that multifactorauthentication and two step
verification results in the samething, you get a six digit code
which will verify.
(33:35):
Your, identity when you get,when you try to log in, but
they're different in thatmultifactor authentication or
MFA is mandatory.
You cannot opt out of MFA.
But this will occur when a newlogin is detected.
So if I were to sign intoQuickBooks Desktop for the first
(33:57):
time, it's gonna ask me toverify my myself when I go and
sign in, if I hypotheticallymove from Cold Water Michigan to
outside of Chicago and sign insign into QuickBooks, that is a
new login, even though it mayhave happened on the same day,
(34:17):
but because I'm now physicallyin a different location that is
a new login to, to to Intuit, sothat is gonna send me a code.
Two step is actually an optionalthing.
It's an extra layer of securitythat you are opting into your
login, and by default, they'returned off.
(34:39):
So don't be surprised when yougo and check your login and see
that two step is turned off.
Yeah.
Now, if you turned it on and youknow that you opted in and it's
turned off, that's a differentstory.
And that's, I think where the,line that we're, drawing here is
that if you didn't, if youturned on two-step verification
(35:03):
and it's now turned off, thenthat's a reason to question like
what happened.
But by, and by and large, if Igo in and look at most of my
accounts, I don't have two stepverification turned off.
Sharrin Fuller (35:18):
You
Dan DeLong (35:18):
don't, I don't have the option for turn.
I don't have it turned on.
I rely actually on the passkeys.
Which is a third.
Oh, the keys.
Got you.
Which is the third option.
Sharrin Fuller (35:33):
I am a VPN user.
'cause I've watched too muchEdward Snowden, and so I I have
to do it every single time, so Ididn't realize that it wasn't
just a thing.
I know this has been a, in yourgroup and a lot, this has been a
huge controversy lately, so Ifeel like they solved for a
problem.
We weren't asking, but at leastit's a step in the right
(35:55):
direction.
I don't know.
It's a step in the rightdirection.
Dan DeLong (35:58):
So they created a nice a nice article talks about
the difference between the MFAand the two step verification,
as well as talking about some ofthe passkey options as well.
And we've got some resourcesthere about what passkey are
with.
But by the way, with passkey,you don't have to.
(36:19):
Use the code, right?
So that, I mean that both ofthese processes are removed out
of the issue.
Be when, you use a pass key.
I just get really confused aboutpasskey when I log in.
Sharrin Fuller (36:34):
You prefer it more than I'm, actually talking
about murf here in the q and a'cause he likes using the q and
a instead of the chat, butMurph's old.
It's okay.
I prefer the two fa because Iwanna know if I have a pass key,
they can't get in.
I like knowing that when I getto go and log in, it's set you a
(36:54):
code and if I'm just sittingthere on my couch watching tv,
I'm like, who is trying to getin my account?
And then I go in and I, freakout.
But I have a couple things I usea passkey for.
Like Google.
Does it work the same?
Dan DeLong (37:05):
Yeah, it's you can use biometrics, right?
So I have a, yeah.
Fingerprint
Sharrin Fuller (37:11):
option watch.
I watch too many movies, toomany to cruise movies.
I don't like it.
Dan DeLong (37:18):
And it, it seems like a really smooth process.
And we talked about this alittle bit on the unofficial
QuickBooks Accountants podcastwith Alicia.
And we brought in Jamie, herhusband, who is a Mac guy, and
he talked a lot about what pasthe's actually do and and what
(37:40):
they actually solve for.
And one of the things that theysolve for is trying to remember
what your damn password is.
Yeah.
Because that's typically whathappens when.
You want.
Logins are the bane of ourexistence these days and trying
to remember strong.
And which hold on.
Sharrin Fuller (38:01):
Let's take one step back here.
You say, remember you're notusing something like one pass.
I couldn't even tell you what mypa Oh my gosh.
I'll go to my team.
I'm like, why is your passwordyour dog's name delete new
password?
I can't.
No, I have, oh yeah, I watchthat.
My watch towers almost just athousand every day.
'cause I go crazy.
Course.
I'm like, we have people's data.
(38:22):
Yeah.
Everybody out there.
Of course I do you see this?
If I find out that you'rewriting down your passwords or
you're using your anniversary orsomething as your password for
your clients, I'm coming to yourdoor and we're gonna handle
this.
That's all right.
Go ahead, Dan.
Dan DeLong (38:35):
But yeah, of course if you use a password vault but
sometimes those aren'tsynchronized across various
devices and why is it workinghere?
And then I hate it when GoogleChrome password.
Vault and the password vaultyou're using Start fighting on
(38:56):
the same website and I can't seebehind, you know what the popup
that came up.
It's come on.
Which login is it?
I don't know, but the pass keyis like, Nope.
Okay, I'm in.
But we got that there.
Okay, so next polling question.
Sharrin Fuller (39:13):
Alright.
I can't wait to see this one.
Dan DeLong (39:15):
Do you have two step verification?
Wait.
Okay.
Why does it do that?
What's it doing?
No it, every time that I launchthe poll on the monitor above my
computer the pole jumps down tothe left, to the
Sharrin Fuller (39:33):
mine, goes over here to my, I have three
monitors.
It's over here in the upper lefthand corner and I don't know
why.
So Dan, I know you're gonna askme I know this, I know our back
and forth thing here now, so Iknow you're gonna ask me.
And I think I made thatblatantly clear that I actually
just went through, we did anaudit with our entire team and
the one thing, and what made medo this is seeing all the
(39:55):
activity of two FA and theissues that people breaking into
QuickBooks.
The one thing that I didn't loveabout Intuit is I have zero
control to turn on or off to FAfor my team.
I can log in and see if theyhave it on, but I can't force
them to do it.
So now I have, which I can'tstand, I don't like manual.
I have this monthly thing whereI go in and I make sure that two
(40:15):
FA is not shut off for anybody.
And if they do, I kick them outand make them get a new
password.
I'm mean.
I don't wanna claim on myinsurance of the
Dan DeLong (40:24):
finger from Sharrin.
You don't want,
Sharrin Fuller (40:27):
nobody wants this, Dan.
Dan DeLong (40:32):
All right.
And I see Jolene in the q and a.
So it's is MFA and two-stepverification only QBO related or
also QBDT.
So this is Intuit accountrelated.
So anytime that you sign intoanything Intuit related that you
uses an Intuit account, that is,whether that's gonna be the MFA
(40:55):
or two-step verification, right?
So this could be TurboTax, thiscould be.
Credit Karma.
This could be anything thatcould be Intuit related.
As far as a log,
Sharrin Fuller (41:08):
no, you have T sheets and you should have this
on as an accounting firm owneror an accountant at all.
If you have any sort ofinsurance, like this is a huge,
thing.
And with the hackers nowadays,they're good.
You should have some sort oflevel of protection on
absolutely everything beyond MFAin my, actually, in everybody's
opinion, this isn't just mine.
(41:28):
This is everybody's.
Yeah.
So go turn'em on right now whileyou're listening.
Alright.
Dan DeLong (41:33):
All right, so let's go ahead and let's, we're close
on the ending here, so I justwanna share the results.
So hooray.
Half of you have it turned onalready.
Good job.
All right.
Okay.
Now we're gonna talk aboutmigrating best practices with
(41:55):
payroll, right?
So what happens to payrollduring the migration?
So the financial impact ofpayroll is migrated before
anything regarding the payrollsetup process takes place.
So your employee lists are gonnacome over your paycheck
liability, your paychecks andliability checks.
They get turned into regularchecks with the accounting
(42:19):
impact of that paycheck to berecorded liability adjustments.
There is no such thing as aliability adjustment in
QuickBooks Online payroll or,QuickBooks online without
payroll for that matter.
So they get turned into journalentries, right?
So the financial impact makesthe journey before payroll setup
(42:41):
occurs, right then.
Then the payroll setup.
Process actually starts afterthe migration.
So this is where employee setupoccurs, and earnings deductions
the direct deposit information.
And then with regards to actualpayroll data, only the current
(43:02):
year is gonna come over and beset up because you do it today,
right?
We're in August.
QuickBooks online payroll isonly gonna be concerned about
the current year with regards toform filings and tax payments,
right?
So it doesn't care what happenedlast year, right?
So keep that in mind that ifyou're gonna run payroll
(43:24):
reports, you're not gonna getthem out of the, prior years
once this, occurs.
But you are gonna get year todate payroll payroll amounts so
that they're, paycheck pay stub.
There we go.
So the pay stub is accurate.
(43:45):
So you'll see the current payand the year to date as well as
the tax payments because the endof the year you're gonna have
the W twos and the year annualform filings that QuickBooks is
gonna be able to do.
And it needs to know all thatinformation for the first year.
(44:05):
What was I gonna, I thought wasthis link takes me back over
here.
Okay.
Next.
Okay oh, there we go.
I had another slide.
So this was the nugget that Isaw in that checklist.
So thank you QuickBooks forpointing me in the right
direction.
(44:25):
So in the checklist there is a,down here, I'll make this a
little bigger because I sawokay, Sharrin squinting her
eyes.
In the checklist, there is thissetup admin role, permissions in
desktop to migrate payroll,direct deposit to QuickBooks
Online.
The QuickBooks online admin musthave admin role permissions in
(44:50):
QuickBooks Desktop.
This is not, I'm logging intoQuickBooks as the admin, I'm
logging into the Intuit accountinside of QuickBooks as the
primary admin.
So this is, gets reallyconfusing when we're talking
about admins, account, user soon and so forth, right?
(45:12):
And lo and behold I, come onnow.
So over here, so we, we showedthat F two control one screen.
You'll see this here in theupper right where it talks about
Intuit account information.
That is what it's talking about.
So whoever's the primary adminin the company needs to be the
(45:37):
primary admin who's doing themigration.
If you want payroll to make thejourney, if payroll's not an
issue, this is not this is notan issue, right?
So if you're not gonna be, ifyou're gonna be using rippling
or Gusto or a DP or any timeoutside of payroll service on
pay or anything else, this isreally not, this is a moot point
(45:59):
anyway.
'cause the financial impact isgonna make the journey
regardless of what you do here,right?
So first thing is to updateQuickBooks Desktop.
Make sure you're on the latestversion of, desktop.
The Intuit ID for admins need tomatch, right?
So if you're doing this as theaccountant, you are an admin by
default as the accountant userinside of QuickBooks Online.
(46:22):
You don't have to be the primaryadmin in the QuickBooks Online.
So that's fine.
But if your login is not theprimary admin inside a desktop,
then that's going to be aproblem when payroll comes to
try to migrate, right?
So there is a way to reset that,right?
(46:43):
If you've brought in the thefile local to your machine and
you're doing it locally, thenyou can reset the the Intuit id,
which is just temporary for theconversion process.
So I've created a little blogabout it, right?
(47:04):
And we talk a little bit aboutthe desktop or Intuit talks
about the desktop versus Intuitlogins and how they relate.
But down here we've got a littlescribe.
So I'm just gonna walk throughthat process here, right?
So here's the Intuit accountinformation.
If it's empty or if it's notyours, then this process, you
want to continue through this,right?
(47:26):
So you're gonna close out ofthat.
And then when you go to the helpmenu, there's a little button
here that says, make it bigger.
Reset tuit ID settings.
You gotta be signed in as the,QuickBooks admin.
This is the admin user thatyou're signing in into.
(47:48):
Quick, thanks for bringing outthe glasses.
You have to be signed in as theadmin, right?
A-D-M-I-N.
When you sign in to intoQuickBooks in order to see this
option, right?
So just click on reset thesettings.
It's gonna say, Hey, are yousure you gotta type in Yes.
(48:11):
In that process.
And then it will reset.
It'll say Your Intuit IDsettings were reset and you've
been signed out of your account.
Sign in again.
So you go back to company mycompany, and then click on sign
in.
Should be over here, but Isomehow it got cut off on the
(48:33):
screech.
So over here where it says,manage your account, there's a
sign in button or a link rightabove that.
And then you just say, Hey, I'mthe admin of this company.
And then go through the processof signing in.
And then when you go back andcheck the the F two or the
(48:53):
product information window, youshould see your login
information.
And as long as that login is thesame login that you're doing the
conversion on, you're good, orat least you should be.
That's the theory.
Like I was saying I've done thisa couple times and it works
(49:15):
really slick now.
It doesn't set it up right away,right?
Like after you get that inforthat email that says, Hey,
you're ready.
It still has to go through andset that up for all those
employees and, whatnot.
But like I was saying, that 431employees got set up and set up
(49:36):
properly.
The year to date informationcame over.
It was really just a matter ofchecking those things as I was
going through, rather thanrunning reports, trying to find
them in the desktop and makesure that they and entering that
information, which is never inthe same order.
It's maddening.
If you've ever tried to set uppay payroll and QuickBooks
(49:58):
online after a migration fromdesktop FICA or social Security
or Medicare, they're never inthe same order as QuickBooks
Online.
And then this whole thing offirst quarter, year to date, you
gotta put in as opposed to firstquarter and what's in the
current quarter or somethinglike that.
(50:18):
So it's it does get a littlemaddening when you're trying to
do that.
Huge huge breakthrough, I guessis, and if, you are migrating
payroll if you do this processit again, try it out first
before before telling yourclient, yeah, it'll set it up
(50:40):
fine.
Because I was even doing thisand contacting Intuit, and they
were like, this ain't gonna workfor you.
They were giving me the youmight as well buckle up and, I
was, glad to, to report thatthey were incorrect.
All right, so real quick beforewe wrap up here, migrating
(51:06):
attachments, this this is alittle unique situation because
attachments in desktop, they arestored in the same location as
as the company file, but theyare not part of the backup,
right?
All of those attachments thatyou have attached to customers
(51:29):
or transactions when you have alot of attachments, that is a
concern or a considerationbecause they they just never
came over.
And in QuickBooks Desktop, oncethey're attached, the, they're,
(51:50):
the originals aren't needed.
Because what QuickBooks does isit copies it into a folder
wherever the company filehappens to be located, which, if
you're in a multi-userenvironment, that is typically
on a server somewhere, right?
So that gets a little bitcomplicated.
As we, were talking about this.
(52:10):
So in the past, it wasn'tpossible to migrate with,
desktop migrations, youtypically needed a third party
to move all of them, and theprice tag to do all of that was.
Really hot.
So the caveats here is that thefiles actually need to be local,
(52:31):
right?
So this is now a considerationor complication when we're
talking about a multi-userenvironment because the company
file location is gonna be thelocated on a server.
So just like desktop desktopmigration is gonna have a
problem if you migrate from the,from across the server.
(52:52):
You want to have those local andyou also want to have the
attachments local as well.
And it has to be done inside theQuickBooks Desktop.
You can't use the online webportal to, to migrate your data
and attaches, and they have tobe less than 30 megabytes.
So all of your video files thatyou've attached to, your to your
customers or whatnot, theyaren't gonna come over'cause
(53:15):
they're probably too big.
They may not even be the filesite.
File type.
And that's where a
Sharrin Fuller (53:20):
loom link comes into play.
Dan DeLong (53:24):
Exactly.
So these are the supported filetypes.
Oh I'm, glad gif will come overbecause all of the memes that
you've attached to yourcustomers,
Sharrin Fuller (53:34):
the what the fry from Futurama Take My Money.
That's the one I use the most, Ithink.
Dan DeLong (53:41):
There we go.
So those are the types ofattachments that will go.
Now when you, the process is ofcourse, you need to locate that
documents folder.
I, I put a frequently askedquestions Intuit article.
It's really robust prior slidesso you can access that later.
(54:02):
But you wanna go and you wannafind the locations of your
documents.
Typically you're gonna need tocompress it or zip it into one.
File and then move it local,wherever your company file is,
and then extract it in that samelocation, wherever that company
file happens to be located, andthen clean up the links, right?
(54:25):
Once you've moved it and you'vechanged the location, you're
gonna wanna make sure that theygo through and repair the links,
because now the path is totallychanged.
So you wanna make sure that it'sit's attached again.
All right, so I did, okay, sohere is the import summary,
(54:46):
right?
That, that came over.
It will tell me it tells me herethat there were three hundred,
seven hundred and thirty ninetransactions in the company file
and desktop, and there were 71317 that came over, right?
So what you don't get on theregular import summary is this
little link here to see thetransaction details.
(55:09):
Here's my problem, right?
So a bunch of build assembliesdidn't come over, right?
Which is not unexpected becauseyou don't have such a thing as a
build assembly.
But I might wanna look at thesebuild assemblies that are in
there to see if there'ssomething that could be done at
that point.
(55:29):
And there was also some alteredtransactions of a inventory
adjustment was turned into ajournal entry, right?
So just because it didn't comeover doesn't mean that it didn't
have the same financial impact.
So you'll also be able to seethat with accounts, right?
So just because therediscrepancy doesn't necessarily
mean there's a reason to panic.
(55:49):
So purchase orders just isn'teven used that's not an account
that's used inside of QuickBooksonline.
So this is a non-issue, right?
Vendors there were other type orother names they got turned into
into vendors.
It's really just all it's sayingthere.
And then it just gives you, anidea of actually what happened.
(56:11):
So I did, so this is the this isthe company and I just wanted to
show in the attachments thereis, there are the atta, oh, I
wanted to show before I did it,but I'm not gonna do that on the
other.
I have these in my documentcenter in the, desktop file.
(56:34):
And here they are.
They, came over.
I just put some there wereactually three and one was
attached to a sales order.
Any guesses why it didn't comeover?
Because sales orders don't existinside of QuickBooks online.
So it did bring over the two andit did attach them.
So here on my invoice here isthe the attachments are there,
(57:00):
so if I go down, enough of youroll down, there's.
There's the attachment.
So I've got my CSV file that Ihappen to attach, and there it
is, it's already attached and Ican look at it.
Oops, there.
So it's there, right?
So that's a huge win for themigration process.
(57:27):
Oh, I've been sharing the last,poll question for since I,
launched it.
But let's close up with was thisinformation useful?
Share it any.
Final thoughts before we wrapup?
I'm
Sharrin Fuller (57:43):
excited for anybody who's doing conversions
nowadays.
'cause this is not how it wasback in the day.
It was not at all.
But then again, desktop probablydidn't have the level that they
had.
Quick Bot online didn't have thelevel that they had.
So I think it's really cool foranybody that wants to come over.
I also love that Intuit ishelping them do it.
Regardless of what the motivesare, the fact that we do less is
(58:05):
amazing.
And knowing that it's doneright.
So I, think this is great.
It can be a little overwhelmingand if you're a solopreneur,
this is a lot of time, so Iwould probably let Intuit handle
it, charge for it.
'cause you still gotta be themiddle man, but it's, this is
very informative, especiallyabout the payroll.
That's really cool.
Dan DeLong (58:24):
Yeah.
I I actually got a a customer ora client who ha is trying to go
from enterprise to QuickBooksOnline.
And their response from Intuitwas, it's not gonna work.
And because they have 120, theyhave 120,000 customers.
(58:46):
And
Sharrin Fuller (58:48):
Yeah, that's a little's.
That's where you just, honestly,you export the list and the
data, you archive the file, youhave it for reference, and you
start a new file at thebeginning of the year.
I know that's terrible, butsometimes when your file's too
heavy, if you're, if you haven'tfile that heavy, you should be
on something super enterprise orlike a big one.
But I know that's what Intuit'strying to be now.
Dan DeLong (59:09):
Yeah.
And they also have negativeinventory, so running a
condensed Oh things like thatis, is a big challenge.
So we are where there's will,there's a workaround and we are
actually getting to a,breakthrough point with them.
Just because it says it'sfailed, it doesn't mean that
(59:29):
it's not an option.
Yeah.
Yeah.
So Sharrin, again, I thank youfor filling in for, Matthew
today.
Yes.
And you'll continue to be oursnarky.
Yay.
But I'm also having fun in
Sharrin Fuller (59:44):
the questions, so I hope I'm being at least
helpful there.
'cause there were 33 of'em.
Most of them were Murph, butthat's okay.
We'll take that.
Oh man,
Dan DeLong (59:52):
he's asking what the hell is negative inventory.
Sharrin Fuller (59:55):
I Murf, it's a thing.
We've seen it.
I also want everybody, I amoffering anybody on this call 90
days free to my clone andconquer hub, pop in, get some
free stuff, nope, no, nopressure purchase nest.
No pressure either.
Dan DeLong (01:00:14):
Exactly.
Sharrin Fuller (01:00:15):
As opposed to, again.
So
Dan DeLong (01:00:17):
we appreciate you joining us today and next time
we're gonna have a method beingjoining us wherein when we what
I've found is that they havebecome a great.
Bridge when workflows that werecritical in QuickBooks Desktop
and you need them in, QuickBooksOnline.
(01:00:38):
And we're gonna talk about howthey can save the day for those
desktop migrations that justwent awry.
So hopefully you join us in acouple weeks when we have that.
And until then, have a greatgreat day and we'll see you next
time on the QB Power Hour.
welcome to another QB Power Hour.
We're gonna be talking aboutmoving QuickBooks Desktop to
QuickBooks Online, the latestupdates.
So we're not we've done lots ofbest practices and things like
that in the past, and we'llshare those resources as we go
through as we go through ourtime today.
(00:44):
But what we want to focus ontoday is.
The latest changes since thelast time that we've talked
about the desktop migration.
And so there's some pretty coolthings that that Intuit has been
working on especially if it'sdealing with payroll and
attachments.
We'll talk a little bit aboutthat.
(01:04):
So again my name is Dan DeLong,owner at Danwidth and School of
Bookkeeping, worked at Intuitdoing all these things with
desktop migration when the call,when you would call in and it
didn't work, right?
'cause that never happens.
The co-hosting today, also atover at Workshop Wednesdays at
School of Bookkeeping and thefeature Deep Dive host over at
(01:26):
the unofficial QuickBooksAccountant Podcast.
And I'm almost in, almost donewith tech editing.
The next session of QBO forDummies, which is.
Really interesting this time ofyear because with the new user
interface, they are the au Idon't I, don't I don't envy the
(01:49):
author trying to write a bookabout QuickBooks online in the
midst of a ui change.
But the, not me Matthew,unfortunately, again, is not
joining us today, but Phil insliding in is Sharrin Fuller.
So Sharrin for those that don'tknow who you are, give a little
(02:12):
give a little.
Sharrin Fuller (02:13):
I, ate Matt disappoint everybody.
I feel like people jump on thisthing to see when Matt's gonna
be back and they see my face.
They're like twice.
Sharrin Fuller accounting firmowner times three, almost a
former accounting firm, ownertimes three.
Super excited for that.
Now just working on helpingaccountants and accounting firms
(02:35):
really grow their business andwork.
On it, not in it.
And just jumping in where,wherever I can here.
And also, we come from aQuickBooks only firm.
It's all I've known, all I'vegrown to love.
And with love, there is hate,but you can't have hate without
love.
So here I am.
Dan DeLong (02:54):
Here we are.
All right.
So let's talk a little bit aboutthe QB Power Hour if you're just
joining us for the first time.
It's every other Tuesday at noonEastern.
And now that I'm driving aroundthe country, I don't know what
time I'm in.
But we do have CPE creditavailable through earmark
(03:17):
there's the QR code for that,and there's link in the in the
slides there to be able toaccess our channel.
All of our prior ones areavailable there.
As of today, except today's.
And then of course, if you needto, you can go to qb power
hour.com/resources for PDFs ofthe prior slides, past
(03:39):
recordings as well as thepodcast audio as well.
All right, so today we're gonnatalk a little bit the Intuit
News.
We're, we've been incorporatingsome of the latest, and I don't
wanna say greatest, but the newsthat Intuit has, done since the
last time, and we wanna talkabout it.
(04:01):
Maybe there was a Facebook postabout it or something like that.
And we want to, just calibrate,that's the word I was looking
for about about that topic.
But really our topics the meatand potatoes of what we're gonna
be talking about today is thedesktop conversion.
Some new options more data.
(04:21):
They're allowing for more data.
We'll talk about that.
There are some checklists insideof QuickBooks Desktop, and one
of those unraveled the payroll Iissue that we're gonna be
talking about later on.
The ability now to do accountingonly migrations when you already
(04:43):
have a payroll subscription.
And then attachments, which wasalways a, I don't know, it was
just a sad conversation whensomebody said, Hey, do you do
attachments?
Move?
And then the short answer was,no, they didn't, but now they
(05:03):
do.
Which which is cool.
And then we'll give you someresources at the end there.
So let's start with our firstpolling question.
Do you help?
Where'd it go?
It just, I have five monitors.
Yeah.
Check one and see where theywent.
Do you help clients with desktopmigration?
(05:26):
Now, Sharrin, since you were QBOor QB only as, as far as your
firms, did you do that as partof your scope of work?
Oh, yeah.
Sharrin Fuller (05:35):
We haven't done one for a hot minute, I can tell
you that.
I think the last time we did amar migration was like 20, or
Jesus, was it in the, I wasgonna say 2020 something, but it
had to have been in the teens.
1918 haven't done one sincethen.
There were workarounds to get itto work.
(05:55):
Properly.
So I would love, I'm reallyexcited to see what people have
to say about it now.
Dan DeLong (06:02):
Yeah.
Probably back then you, wetypically back in the day.
Sharrin Fuller (06:06):
Thanks Dan.
Thanks.
Yeah.
Dan DeLong (06:08):
Back in the last decade when you just needed to
do these things, you probablyhad some of the conversations of
we're gonna have to.
Purge off some of your detaileddata or, yeah.
Maybe we're just gonna startover.
When we Yeah.
When we, come over to QBO,because you end up having this
conversation of this isn't gonnacome over properly.
(06:31):
Or we, you, you've been usingdesktop too long And, those
types of things.
So now some of thoseconversations have shifted as
far as what you're able to doand the big Yeah.
But when you have a lot of theseconversations is like when
(06:51):
you're using desktop payroll andmoving over to QuickBooks on
online typically thatconversation was we're gonna
have to set up payroll again.
Because it just doesn't migrateover very well.
Sharrin Fuller (07:09):
Yep.
Dan DeLong (07:10):
But I don't wanna spoil it, but I am I did a
migration just a couple weeksago.
They their retailestablishments, so high
turnover, right?
So they had lots of employeesin, their QuickBooks Desktop,
431 employees active not allactive, but historically, and
(07:37):
all of them came over toQuickBooks online, and the
direct deposit was set up, andit was the, their paid, their
pay types was set up.
It was the clouds parted for mebecause it was just one of those
things where you're just like,oh my goodness, I'm not dreaded.
I'm not looking forward tosetting up 431 employees, even
(08:00):
if it's not all the activeemployees.
So let's go ahead.
Where's my cursor?
Get up.
Find it.
All right.
So yeah, it looks like this Zoomdecide to pop up differently.
Yeah, we go.
So about the need to be, feelmore comfortable.
(08:21):
Okay.
So looks like that's our, mainanswer of that.
And then a lot of people do itall the time.
So let's go ahead and kick us inhere.
So the new options with desktopmigration, more data, right?
So originally the a lot of timeswhen you look at, what's, able
(08:43):
to move over the key number, thekey data specific aspect I can't
think of the word right, istargets, right?
And of course, that always begsthe question what the heck is a
target?
But basically it's a link in atransaction to something else
(09:04):
in.
In your QuickBooks data file andyou have an invoice, it's got a
customer on it, it's got itemson it, and multiple line items,
and those are pointing toaccounts.
All of those things go into thetarget calculation.
So it's not just the size ofyour file, it's the size of the
(09:25):
transactions that are in thefile.
And a as of July, it was 1.5million and, or I'm sorry, in
February I noticed it wasupgraded to 1.5 million.
And then the last couple timesthat I've done a conversion,
it's now 2 million on the Intuitarticle.
So it really does allow for alot of data to to be moved over.
(09:54):
I was just talking with withsomebody, considering they have
2.3 million, but they've beenusing QuickBooks Desktop since
2000.
So almost 20 years of data,right?
So that is not bio like a brick.
Sharrin Fuller (10:09):
Yeah.
Dan DeLong (10:11):
It's a very large,
Sharrin Fuller (10:12):
throw it at someone and hurt'em.
Dan DeLong (10:16):
So the double side of that coin the other side of
that coin is yeah.
Just because it's eligible tocome over doesn't mean it was
used properly.
And sometimes that, that data isthen going to be the creative
ways that people use QuickBooks,especially in QuickBooks
(10:37):
desktop, because you can do alot of things that you maybe
know, not aren't supposed to.
But those things are gonnabubble up to the surface.
Take that with a grain of salt.
Just because it's eligible tocome over doesn't mean it should
come over because it may causemore problems when it actually
does come over.
(10:58):
Now inside of QuickBooksdesktop, there's now some
checklists.
And that checklist actuallytriggered this whole being able
to migrate payroll properly.
So it was actually a key thingthat we're gonna, we're gonna
unpack a little bit here.
(11:19):
And inside of the QuickBooksdesktop right now, you have a,
migration status, right?
In desktop.
So you'll be able to see beforeit was just like you said it,
and then once it said, yeah, wegot it, and and then you waited.
Sharrin Fuller (11:36):
Yeah.
Dan DeLong (11:36):
And you had no idea the expectation of how long that
was gonna take.
You just waited for an email andhope that email shows up, or
just sit there and knock on thedoor of, QuickBooks online,
waiting to be led in.
And then you do have the optionnow for accounting only.
(11:58):
If you have QuickBooks Onlinepayroll subscription you, in, in
the past you, you couldn't bringthat accounting data into
QuickBooks Online payroll.
Because when there was payrollalready established it just
stopped the, the, conversionfrom actually taking place.
(12:19):
So then you had this situationwhere you had a QuickBooks
Online subscription and aQuickBooks Online payroll
subscription, and they nevertalked.
They talked to each other Yeah,that with an export, but they
weren't completely integrated.
And another thing you have thereis lists only.
You have some options when thefile is too big and you want to
(12:41):
take that line in the sandapproach, you can choose lists
and balances.
But now you can also chooselists only and choose some of
those lists.
So right there from within the,the desktop migration.
Now I've just been rambling onthere.
Sharing.
Are you just do you havesomething to add to that or?
(13:04):
I do.
It's uhhuh
Sharrin Fuller (13:05):
It's all been no, this is great.
I'm thinking about this and I'mreally just thinking back like
how I'm reading some of thequestions I'm thinking about,
like what a.
When you got a large file, youhad to archive things out,
things like that.
And all of a sudden they'relike, Hey we're letting you guys
do all this great.
And I think'cause everybodykeeps saying, oh, I'll never get
off of desktop, and I see thingslike this.
(13:27):
And I'm like, I don't thinkthey're going to give you a
choice.
This just tells me they'retrying to make it so easy and
accommodating.
Like they just said, if havequick QuickBooks do it for you,
they wouldn't even touch it backin the day because they made
more money on their desktop.
Anyhow, it's just interesting tome.
But definitely something that'sneeded if you're, if they're
really trying to migrate theirlongtime enterpriser users off
(13:49):
it's a good thing at least ifthey're the desktop, people are
gonna have their hands tiedbehind their back.
At least they have options.
And they're not gonna be in astruggle bus.
That's my opinion.
Dan DeLong (14:01):
And then it all comes down to how that data
actually does make the journey.
And QuickBooks has a reallyrobust article.
The challenge is if you handthat to a customer they may not
understand.
The full effect of what it is.
And so I've decided to take thatarticle and create a resource on
(14:27):
school bookkeeping here.
I just wanna open that up here.
There it is.
Okay.
If I scroll down here, where didit go?
It's supposed to be right here.
Why is it not?
Sharrin Fuller (14:40):
Because you're in preview mode, Dan.
That's why.
Dan DeLong (14:43):
It's not supposed to come on.
Where are you?
There it is.
It just needed.
There
Sharrin Fuller (14:47):
we go.
Dan DeLong (14:50):
It does need to speak.
Go up to space in the back.
So I created a littlespreadsheet in here and you're
able to, assuming that you canclick on this.
There we go.
You can sort for sort, I'msorry, filter the spreadsheet
for specific workflows.
(15:11):
Let's just click out on thishere on now.
There we go.
So an example so we have, doesit exist in QuickBooks Desktop?
Does it exist in QuickBooksOnline?
And then Dan's Pro tips herewhat's different about the
QuickBooks online versusdesktop?
And more importantly, does itconvert?
(15:34):
So just kinda looking at thechart of accounts.
Yes, of course.
It's you have chart of accountsin both QuickBooks Online has an
additional account type calleddetail type which, doesn't exist
in QuickBooks desktop.
So if you're importing rightfrom Excel, then that's a
(15:55):
consideration, right?
So you don't have thatconsideration when it's
QuickBooks desktop doing it.
And then of course here, theQuickBooks will move, doesn't
convert.
Your QuickBooks online will movethe accounts and assign them the
detail types.
You can change this later if youlike bank account numbers and
notes do not convert, right?
So it's just one of those thingsto give you an idea of and, then
(16:19):
set your expectations as towhat's actually gonna happen
during the conversion.
Go down here to multipleshipping.
This is really cool.
Sharrin Fuller (16:30):
Is this online?
This is online for anybody,right?
See, this is totally free.
This is a look at this Coollittle, this is, I'm gonna
bookmark this.
Dan DeLong (16:39):
Yeah.
And then multiple shippingaddresses, right?
Yes, in QuickBooks Desktop youcan have up to 10,000 multiple
shipping addresses.
I'm not sure if that's acrossall of your customers or for
each customer, but either way,that's a lot of multiple
shipping addresses.
Yeah, enterprise gives you ahundred thousand and in
(17:03):
QuickBooks online, womp, right?
No, not support it.
So that becomes a challenge,right?
So then this is now aconversation starter with
between you and your client.
Do I have multiple shippingaddresses?
Yeah, the feature with Bill to,or Bill with Parent exists and
(17:24):
you have the, same hierarchy.
But typically what you're gonnaneed to do is come up with a
game plan of how if multipleshipping addresses per customer
is a thing, right?
So we're gonna need to make agame plan about that.
And then what happens when itactually converts?
It only converts one shippingaddress and not perfectly right?
(17:47):
So it comes through as a oneline item or one, one item or
one field instead of splittingit out address line one, two,
city, state, zip.
So you're probably gonna need togo through and modify some of
those shipping addresses too.
Sharrin Fuller (18:04):
I have thoughts on that real quick.
Can I say, ask something?
So what would you, I know what Iwould suggest, but if your
clients came to you and said,how would you do, what would you
tell them how to solve for thatsituation?
Dan DeLong (18:17):
I, it really just begs more questions like what
you could do.
Yeah.
In with projects and subcustomers.
So that's probably how I wouldif they wanna stay within
QuickBooks
Sharrin Fuller (18:32):
online
Dan DeLong (18:33):
Is setting up projects or, jobs in that
hierarchy because then you'llhave the bill with parent
option.
So Yeah.
Which is what
Sharrin Fuller (18:41):
matters and where you can run the report.
Yeah.
And I was thinking I would justset up probably a different sub
customer for each shippinglocation if I had to track it
that way.
'cause then I'm rolling it up.
I don't know, I was trying tosolve for something that we
probably aren't looking to solvefor right now, but
Dan DeLong (18:58):
Someone
Sharrin Fuller (18:58):
wants to know.
Dan DeLong (18:59):
That's probably what I would recommend is if they
wanna stay within the QuickBooksecosystem and not look into some
other application that might beable to support the multiple
shipping addresses per person.
So you have access to that.
Okay, so let's talk a little bitabout the checklist and the
(19:20):
status.
This is contextual based on thefile, right?
So here in the screenshot it'sgot one of nine and when I go
through a little walkthroughhere, it'll say zero of, I'm
sorry, zero of nine.
So there's nine things for me tolook at based off of the current
file that I'm in.
And in the sample company,there's only six.
(19:42):
So it, is contextual in thatchecklist based off of features
and functions that you haveevaluated.
And then you're gonna have or,activated, I should say and
you're gonna see the estimatedtime.
When I did one this morning itgave me 20 minutes and estimated
time of 20 minutes, and it wasactually correct, and it will
(20:03):
give you a status at the end,right?
So say, oh, we couldn't do it,or your QuickBooks online has a
new home, right?
So you'll be able to see thatall within desktop.
And at the point of where it'swhat I call baking, right?
You combine the ingredientsinto, the bowl, put the put the
(20:24):
cake in the oven, and it'sbaking where it's processing the
the imported file.
At that point you, can leaveQuickBooks Desktop if you want.
You don't have to keep it open,but if you do, just keep it open
there, you can see the status asit's going through and then
(20:44):
afterwards, right?
So there's, some post-conversionbest practices that we we've
talked about here in the past.
Doing this as the accountantuser, you actually get a better
import summary report.
Sharrin Fuller (20:57):
That comes
Dan DeLong (20:58):
rather than the migration hub report that you
can download or anybody candownload as soon as you go and
log into QuickBooks.
But if you do this as anaccountant user you get a better
import summary to give you anunderstanding as to why things
happened the way they happened.
(21:18):
And then there is a to-do listchecklist that Intuit made
available, but I don't know, Ican't find it anymore.
So I just stole it and saved itfor the internet.
Sharrin Fuller (21:31):
There you go.
Dan DeLong (21:33):
But if you wanna get that checklist, it's really,
it's actually pretty coolbecause it has like free.
Pre pre-work like to go throughsome of these things that we
were seeing on the conversionchecklist on the, spreadsheet.
But you can assign who's goingto do that and things.
So that built in, it hasdropdowns and whatnot.
(21:55):
And on the other, on some of theother tabs that are in there, it
gives you you, you can specifylike who's gonna do what, right?
And over here on the right thislittle check boxes gives you an
understanding of what level ofsubscription that they would
need based off of functions andfeatures that they would
(22:19):
workflows that they would needto have.
So make sure you put'em in theright, right version to begin
with.
Typically, I recommend startwith advanced'cause you
typically get the best.
Feature set.
And then you also get a discountthat first year.
And then at the end of thatpromo you can decide, okay, I'm
(22:40):
not using all of these features.
I can downgrade at that point.
All right, so let's walk throughmigration here.
Here we go.
We already had that.
Sharrin Fuller (22:50):
You put some work into this, didn't you?
Dan DeLong (22:52):
I know.
All right, so I'm gonna shareover here and my, okay.
I'll just do the entire screen.
Hopefully I don't go into avortex.
All right.
And I've got a whole bunch ofZoom stuff in the way.
All right.
(23:12):
So here is just a samplecompany, right?
And and I know some of you'resaying, Hey, you can't migrate a
sample company.
Yes, as long as you can removethe sample company flag.
When I was there.
This was a fireable offensetelling people about this, but
(23:33):
Hector Garcia's got a videoabout it.
If they they want to take out aHector and myself, they can.
Sharrin Fuller (23:40):
There you go.
All right.
Come at me, bro.
Just kidding.
Don't.
Yeah, please don't into it.
Please don't.
Dan DeLong (23:46):
All right.
So if you go to help and about,you bring up the, help and about
screen, and then you presscontrol ALT DB or d debug and
then go back to the help menu.
You have this little extra telltech support option, which gives
you a lot of cool things thatyou can do in the desktop file
(24:10):
that you can't normally do.
But one of them is toggle theSample Company Flag.
So if you're in the samplecompany and you want to turn it
into a real company, you can dothat.
Or if you're in a real companyand you just want to turn it
into a sample company, you cando that too.
But that's a, that's an optionin there.
(24:30):
All right.
So to to get to the point ofmigrating this is enterprise.
So you don't have the thecompany drop from the company
menu.
You don't have this option thatsays export to QuickBooks
Online.
So in enterprise you have tobring up the product information
(24:51):
window, and then once you're inthere, you hold the control and
t say BQ, and then click okay.
Okay.
And there it comes and hope thatthis screen comes up.
(25:11):
All right.
And then once you're in there,just.
This is what I was talkingabout, this checklist, right?
You can click on the checklistand it will open up this
checklist eventually and giveyou some ideas of things that
you should probably do beforemigrating, right?
Like double check your list ofactive customers, right?
(25:32):
So you wanna make sure that thecustomers who are inactive
should be inactive.
And one of the big things aboutthat is you don't wanna have an
inactive customer with a balanceor an inactive inventory item
that has a quantity on hand.
Because when it tries to reinactivate them, there will be a
(25:53):
problem.
So that's just one of the thingsthat you want to comb through
prior to doing to doing theconversion.
And then anything else in hereyou just wanna take a look at?
Now I have to close outta thisand start all over.
'cause that checklist thing,which is usually what you would
be doing, is actually, yeah.
(26:14):
Oh I, should check this.
So I should not convert my, datajust yet, but we're gonna throw
caution into the wind and justgo right for it and get the zoom
stuff out of the way.
And we're gonna get started.
Now, I recommend doing settingit up inside of your QuickBooks
(26:39):
Online accountant first, so thatyou already have the
subscription in place.
You're already listed as theaccountant user and then you can
of course transfer your, stuffover to your clients, right?
So here's the option.
When you the first option thatyou're given is, do I want to
bring over all my company dataor do I want to bring over lists
(27:01):
and balances?
And then when I choose.
Bring over list and balances,then I have all lists and
balances, and you have a littlehelp bubble there of what will
actually come over or if I justonly want to choose lists, and
then I have a dropdown of whichlist that I wanna choose, right?
So these are the choices of theoptions of say you don't wanna
(27:21):
bring over the items becausethey did make such a mess of
their inventory and you wannastart over, or something along
those lines.
So those are the options there.
I'm gonna choose all data andthen this whole question about
inventory tracking.
Do I wanna track inventory?
(27:42):
If yes, then I gotta chooseA-F-I-F-O date because
QuickBooks Online uses fi firstin, first out Cal cost
calculation, QuickBooks desktopuses weighted average.
Or if you're using advancedinventory, it does use FIFO.
But keeping in mind all about.
(28:03):
You that's a whole nother topicabout the inventory
considerations of, moving thingsover.
Or you could choose don't moveover inventory.
And what that does is itactually turns every single
inventory item during theconversion into non-inventory
parts.
The financial impact of all ofthat actually is is handled
(28:29):
based on historicaltransactions.
But every inventory part becomesa non-inventory part.
And then you can go through andclean up the items, turn on the,
inventory for those items if youwanted to, or just start fresh
if you want, but you gotta havethe item in your item list or
your products and service listin order for the historical,
(28:52):
impact of those transactions tomake the journey.
Sharrin Fuller (28:56):
And part of me would wanna transfer it over and
just journal it out.
I don't know that I would trustthe process enough.
I'd feel I'd rather transfer it,look at my balance sheet or my
inventory on my desktop, confirmit went over correctly, and then
go in and make one huge journalentry, readjusting and removing
my inventory.
That's just me.
I just, that scares me.
Dan DeLong (29:18):
Yeah.
Sharrin Fuller (29:18):
Doesn't migration's scary?
Dan DeLong (29:21):
And that's part of the best practices here is that
doing this as a, in a trialversion of QuickBooks Online
before doing it for a livesubscription it always will give
you a good guidance as to whatwe're in for, right?
So there's only so much that youcan do with QuickBooks combing
(29:41):
through the data and thesettings.
To really see what is it gonnaactually do today?
So I tend to do it in a trial.
You get the import summarythat's gonna give you some
guidance as to what you may wantto take care of.
And I did this prior to thesession today and I got the
(30:04):
import summary, and of course itdidn't match.
This is a good example of doingthat.
So at this point, you're gonnachoose a date and what date you
actually choose.
There is a good question.
But that's a conversation,right?
And then what's gonna happen isgonna, assuming you're signed
(30:26):
in, which I was, and I am, Ithink it does have Zoom window,
is it is, it's giving me a,conniption there.
Lemme start this over here.
(30:47):
All these things are in the wayof this one screen.
All right.
All right.
Then you, it's gonna ask you tosign in if you're not already
signed in.
And then once you sign in, thenit's gonna give you a list of
companies that you might wannabring these that are available
(31:07):
to, to bring them into.
I'm like, actually not gonnasign in at this point because
everybody knows how to sign in.
But it'll bring a list ofcompanies and if there's already
payroll in there, it will say,you can bring over accounting
accounting only.
And then at that point you startwalking through, it just starts
(31:27):
the process of, uploading andgives you, that, gives you that
status.
Lemme go ahead and stop sharinghere and we'll restart sharing
over here.
And there we are.
Okay.
So far, so good.
All right, so that's the processof, migrating with the new
(31:49):
options that are, available.
While that's processing we wantto talk a little bit about the
Intuit news.
We've talked a lot, a little bitin the past about the login
issues, the vulnerability ofaccountants and bookkeepers and
(32:10):
ProAdvisors of potentiallyhaving their email login, intuit
login compromise.
So on the tails of that a lot ofpeople have gone in and noticed,
hey, there wasn't a code thatwas sent.
And so they go in and they checka setting inside of their Intuit
(32:32):
account, and lo and behold, theysee that two step verification
is turned off.
And of course under that, it,under that circumstance, that
will be concerning, right?
Like that, that normal processof not getting your code and
then going in and seeing thatthere's a setting that would
(32:53):
send that code turned off.
Is concerning, right?
Like the logical concern, right?
So I spoke to the folks over atIntuit and just wanted to make
sure that people are aware thereis a difference between
multi-factor authentication andthe two-step verification
(33:14):
process or the two stepverification setting inside of
your account.
So it's the same but it'sdifferent, right?
So the same, that multifactorauthentication and two step
verification results in the samething, you get a six digit code
which will verify.
(33:35):
Your, identity when you get,when you try to log in, but
they're different in thatmultifactor authentication or
MFA is mandatory.
You cannot opt out of MFA.
But this will occur when a newlogin is detected.
So if I were to sign intoQuickBooks Desktop for the first
(33:57):
time, it's gonna ask me toverify my myself when I go and
sign in, if I hypotheticallymove from Cold Water Michigan to
outside of Chicago and sign insign into QuickBooks, that is a
new login, even though it mayhave happened on the same day,
(34:17):
but because I'm now physicallyin a different location that is
a new login to, to to Intuit, sothat is gonna send me a code.
Two step is actually an optionalthing.
It's an extra layer of securitythat you are opting into your
login, and by default, they'returned off.
(34:39):
So don't be surprised when yougo and check your login and see
that two step is turned off.
Yeah.
Now, if you turned it on and youknow that you opted in and it's
turned off, that's a differentstory.
And that's, I think where the,line that we're, drawing here is
that if you didn't, if youturned on two-step verification
(35:03):
and it's now turned off, thenthat's a reason to question like
what happened.
But by, and by and large, if Igo in and look at most of my
accounts, I don't have two stepverification turned off.
Sharrin Fuller (35:18):
You
Dan DeLong (35:18):
don't, I don't have the option for turn.
I don't have it turned on.
I rely actually on the passkeys.
Which is a third.
Oh, the keys.
Got you.
Which is the third option.
Sharrin Fuller (35:33):
I am a VPN user.
'cause I've watched too muchEdward Snowden, and so I I have
to do it every single time, so Ididn't realize that it wasn't
just a thing.
I know this has been a, in yourgroup and a lot, this has been a
huge controversy lately, so Ifeel like they solved for a
problem.
We weren't asking, but at leastit's a step in the right
(35:55):
direction.
I don't know.
It's a step in the rightdirection.
Dan DeLong (35:58):
So they created a nice a nice article talks about
the difference between the MFAand the two step verification,
as well as talking about some ofthe passkey options as well.
And we've got some resourcesthere about what passkey are
with.
But by the way, with passkey,you don't have to.
(36:19):
Use the code, right?
So that, I mean that both ofthese processes are removed out
of the issue.
Be when, you use a pass key.
I just get really confused aboutpasskey when I log in.
Sharrin Fuller (36:34):
You prefer it more than I'm, actually talking
about murf here in the q and a'cause he likes using the q and
a instead of the chat, butMurph's old.
It's okay.
I prefer the two fa because Iwanna know if I have a pass key,
they can't get in.
I like knowing that when I getto go and log in, it's set you a
(36:54):
code and if I'm just sittingthere on my couch watching tv,
I'm like, who is trying to getin my account?
And then I go in and I, freakout.
But I have a couple things I usea passkey for.
Like Google.
Does it work the same?
Dan DeLong (37:05):
Yeah, it's you can use biometrics, right?
So I have a, yeah.
Fingerprint
Sharrin Fuller (37:11):
option watch.
I watch too many movies, toomany to cruise movies.
I don't like it.
Dan DeLong (37:18):
And it, it seems like a really smooth process.
And we talked about this alittle bit on the unofficial
QuickBooks Accountants podcastwith Alicia.
And we brought in Jamie, herhusband, who is a Mac guy, and
he talked a lot about what pasthe's actually do and and what
(37:40):
they actually solve for.
And one of the things that theysolve for is trying to remember
what your damn password is.
Yeah.
Because that's typically whathappens when.
You want.
Logins are the bane of ourexistence these days and trying
to remember strong.
And which hold on.
Sharrin Fuller (38:01):
Let's take one step back here.
You say, remember you're notusing something like one pass.
I couldn't even tell you what mypa Oh my gosh.
I'll go to my team.
I'm like, why is your passwordyour dog's name delete new
password?
I can't.
No, I have, oh yeah, I watchthat.
My watch towers almost just athousand every day.
'cause I go crazy.
Course.
I'm like, we have people's data.
(38:22):
Yeah.
Everybody out there.
Of course I do you see this?
If I find out that you'rewriting down your passwords or
you're using your anniversary orsomething as your password for
your clients, I'm coming to yourdoor and we're gonna handle
this.
That's all right.
Go ahead, Dan.
Dan DeLong (38:35):
But yeah, of course if you use a password vault but
sometimes those aren'tsynchronized across various
devices and why is it workinghere?
And then I hate it when GoogleChrome password.
Vault and the password vaultyou're using Start fighting on
(38:56):
the same website and I can't seebehind, you know what the popup
that came up.
It's come on.
Which login is it?
I don't know, but the pass keyis like, Nope.
Okay, I'm in.
But we got that there.
Okay, so next polling question.
Sharrin Fuller (39:13):
Alright.
I can't wait to see this one.
Dan DeLong (39:15):
Do you have two step verification?
Wait.
Okay.
Why does it do that?
What's it doing?
No it, every time that I launchthe poll on the monitor above my
computer the pole jumps down tothe left, to the
Sharrin Fuller (39:33):
mine, goes over here to my, I have three
monitors.
It's over here in the upper lefthand corner and I don't know
why.
So Dan, I know you're gonna askme I know this, I know our back
and forth thing here now, so Iknow you're gonna ask me.
And I think I made thatblatantly clear that I actually
just went through, we did anaudit with our entire team and
the one thing, and what made medo this is seeing all the
(39:55):
activity of two FA and theissues that people breaking into
QuickBooks.
The one thing that I didn't loveabout Intuit is I have zero
control to turn on or off to FAfor my team.
I can log in and see if theyhave it on, but I can't force
them to do it.
So now I have, which I can'tstand, I don't like manual.
I have this monthly thing whereI go in and I make sure that two
(40:15):
FA is not shut off for anybody.
And if they do, I kick them outand make them get a new
password.
I'm mean.
I don't wanna claim on myinsurance of the
Dan DeLong (40:24):
finger from Sharrin.
You don't want,
Sharrin Fuller (40:27):
nobody wants this, Dan.
Dan DeLong (40:32):
All right.
And I see Jolene in the q and a.
So it's is MFA and two-stepverification only QBO related or
also QBDT.
So this is Intuit accountrelated.
So anytime that you sign intoanything Intuit related that you
uses an Intuit account, that is,whether that's gonna be the MFA
(40:55):
or two-step verification, right?
So this could be TurboTax, thiscould be.
Credit Karma.
This could be anything thatcould be Intuit related.
As far as a log,
Sharrin Fuller (41:08):
no, you have T sheets and you should have this
on as an accounting firm owneror an accountant at all.
If you have any sort ofinsurance, like this is a huge,
thing.
And with the hackers nowadays,they're good.
You should have some sort oflevel of protection on
absolutely everything beyond MFAin my, actually, in everybody's
opinion, this isn't just mine.
(41:28):
This is everybody's.
Yeah.
So go turn'em on right now whileyou're listening.
Alright.
Dan DeLong (41:33):
All right, so let's go ahead and let's, we're close
on the ending here, so I justwanna share the results.
So hooray.
Half of you have it turned onalready.
Good job.
All right.
Okay.
Now we're gonna talk aboutmigrating best practices with
(41:55):
payroll, right?
So what happens to payrollduring the migration?
So the financial impact ofpayroll is migrated before
anything regarding the payrollsetup process takes place.
So your employee lists are gonnacome over your paycheck
liability, your paychecks andliability checks.
They get turned into regularchecks with the accounting
(42:19):
impact of that paycheck to berecorded liability adjustments.
There is no such thing as aliability adjustment in
QuickBooks Online payroll or,QuickBooks online without
payroll for that matter.
So they get turned into journalentries, right?
So the financial impact makesthe journey before payroll setup
(42:41):
occurs, right then.
Then the payroll setup.
Process actually starts afterthe migration.
So this is where employee setupoccurs, and earnings deductions
the direct deposit information.
And then with regards to actualpayroll data, only the current
(43:02):
year is gonna come over and beset up because you do it today,
right?
We're in August.
QuickBooks online payroll isonly gonna be concerned about
the current year with regards toform filings and tax payments,
right?
So it doesn't care what happenedlast year, right?
So keep that in mind that ifyou're gonna run payroll
(43:24):
reports, you're not gonna getthem out of the, prior years
once this, occurs.
But you are gonna get year todate payroll payroll amounts so
that they're, paycheck pay stub.
There we go.
So the pay stub is accurate.
(43:45):
So you'll see the current payand the year to date as well as
the tax payments because the endof the year you're gonna have
the W twos and the year annualform filings that QuickBooks is
gonna be able to do.
And it needs to know all thatinformation for the first year.
(44:05):
What was I gonna, I thought wasthis link takes me back over
here.
Okay.
Next.
Okay oh, there we go.
I had another slide.
So this was the nugget that Isaw in that checklist.
So thank you QuickBooks forpointing me in the right
direction.
(44:25):
So in the checklist there is a,down here, I'll make this a
little bigger because I sawokay, Sharrin squinting her
eyes.
In the checklist, there is thissetup admin role, permissions in
desktop to migrate payroll,direct deposit to QuickBooks
Online.
The QuickBooks online admin musthave admin role permissions in
(44:50):
QuickBooks Desktop.
This is not, I'm logging intoQuickBooks as the admin, I'm
logging into the Intuit accountinside of QuickBooks as the
primary admin.
So this is, gets reallyconfusing when we're talking
about admins, account, user soon and so forth, right?
(45:12):
And lo and behold I, come onnow.
So over here, so we, we showedthat F two control one screen.
You'll see this here in theupper right where it talks about
Intuit account information.
That is what it's talking about.
So whoever's the primary adminin the company needs to be the
(45:37):
primary admin who's doing themigration.
If you want payroll to make thejourney, if payroll's not an
issue, this is not this is notan issue, right?
So if you're not gonna be, ifyou're gonna be using rippling
or Gusto or a DP or any timeoutside of payroll service on
pay or anything else, this isreally not, this is a moot point
(45:59):
anyway.
'cause the financial impact isgonna make the journey
regardless of what you do here,right?
So first thing is to updateQuickBooks Desktop.
Make sure you're on the latestversion of, desktop.
The Intuit ID for admins need tomatch, right?
So if you're doing this as theaccountant, you are an admin by
default as the accountant userinside of QuickBooks Online.
(46:22):
You don't have to be the primaryadmin in the QuickBooks Online.
So that's fine.
But if your login is not theprimary admin inside a desktop,
then that's going to be aproblem when payroll comes to
try to migrate, right?
So there is a way to reset that,right?
(46:43):
If you've brought in the thefile local to your machine and
you're doing it locally, thenyou can reset the the Intuit id,
which is just temporary for theconversion process.
So I've created a little blogabout it, right?
(47:04):
And we talk a little bit aboutthe desktop or Intuit talks
about the desktop versus Intuitlogins and how they relate.
But down here we've got a littlescribe.
So I'm just gonna walk throughthat process here, right?
So here's the Intuit accountinformation.
If it's empty or if it's notyours, then this process, you
want to continue through this,right?
(47:26):
So you're gonna close out ofthat.
And then when you go to the helpmenu, there's a little button
here that says, make it bigger.
Reset tuit ID settings.
You gotta be signed in as the,QuickBooks admin.
This is the admin user thatyou're signing in into.
(47:48):
Quick, thanks for bringing outthe glasses.
You have to be signed in as theadmin, right?
A-D-M-I-N.
When you sign in to intoQuickBooks in order to see this
option, right?
So just click on reset thesettings.
It's gonna say, Hey, are yousure you gotta type in Yes.
(48:11):
In that process.
And then it will reset.
It'll say Your Intuit IDsettings were reset and you've
been signed out of your account.
Sign in again.
So you go back to company mycompany, and then click on sign
in.
Should be over here, but Isomehow it got cut off on the
(48:33):
screech.
So over here where it says,manage your account, there's a
sign in button or a link rightabove that.
And then you just say, Hey, I'mthe admin of this company.
And then go through the processof signing in.
And then when you go back andcheck the the F two or the
(48:53):
product information window, youshould see your login
information.
And as long as that login is thesame login that you're doing the
conversion on, you're good, orat least you should be.
That's the theory.
Like I was saying I've done thisa couple times and it works
(49:15):
really slick now.
It doesn't set it up right away,right?
Like after you get that inforthat email that says, Hey,
you're ready.
It still has to go through andset that up for all those
employees and, whatnot.
But like I was saying, that 431employees got set up and set up
(49:36):
properly.
The year to date informationcame over.
It was really just a matter ofchecking those things as I was
going through, rather thanrunning reports, trying to find
them in the desktop and makesure that they and entering that
information, which is never inthe same order.
It's maddening.
If you've ever tried to set uppay payroll and QuickBooks
(49:58):
online after a migration fromdesktop FICA or social Security
or Medicare, they're never inthe same order as QuickBooks
Online.
And then this whole thing offirst quarter, year to date, you
gotta put in as opposed to firstquarter and what's in the
current quarter or somethinglike that.
(50:18):
So it's it does get a littlemaddening when you're trying to
do that.
Huge huge breakthrough, I guessis, and if, you are migrating
payroll if you do this processit again, try it out first
before before telling yourclient, yeah, it'll set it up
(50:40):
fine.
Because I was even doing thisand contacting Intuit, and they
were like, this ain't gonna workfor you.
They were giving me the youmight as well buckle up and, I
was, glad to, to report thatthey were incorrect.
All right, so real quick beforewe wrap up here, migrating
(51:06):
attachments, this this is alittle unique situation because
attachments in desktop, they arestored in the same location as
as the company file, but theyare not part of the backup,
right?
All of those attachments thatyou have attached to customers
(51:29):
or transactions when you have alot of attachments, that is a
concern or a considerationbecause they they just never
came over.
And in QuickBooks Desktop, oncethey're attached, the, they're,
(51:50):
the originals aren't needed.
Because what QuickBooks does isit copies it into a folder
wherever the company filehappens to be located, which, if
you're in a multi-userenvironment, that is typically
on a server somewhere, right?
So that gets a little bitcomplicated.
As we, were talking about this.
(52:10):
So in the past, it wasn'tpossible to migrate with,
desktop migrations, youtypically needed a third party
to move all of them, and theprice tag to do all of that was.
Really hot.
So the caveats here is that thefiles actually need to be local,
(52:31):
right?
So this is now a considerationor complication when we're
talking about a multi-userenvironment because the company
file location is gonna be thelocated on a server.
So just like desktop desktopmigration is gonna have a
problem if you migrate from the,from across the server.
(52:52):
You want to have those local andyou also want to have the
attachments local as well.
And it has to be done inside theQuickBooks Desktop.
You can't use the online webportal to, to migrate your data
and attaches, and they have tobe less than 30 megabytes.
So all of your video files thatyou've attached to, your to your
customers or whatnot, theyaren't gonna come over'cause
(53:15):
they're probably too big.
They may not even be the filesite.
File type.
And that's where a
Sharrin Fuller (53:20):
loom link comes into play.
Dan DeLong (53:24):
Exactly.
So these are the supported filetypes.
Oh I'm, glad gif will come overbecause all of the memes that
you've attached to yourcustomers,
Sharrin Fuller (53:34):
the what the fry from Futurama Take My Money.
That's the one I use the most, Ithink.
Dan DeLong (53:41):
There we go.
So those are the types ofattachments that will go.
Now when you, the process is ofcourse, you need to locate that
documents folder.
I, I put a frequently askedquestions Intuit article.
It's really robust prior slidesso you can access that later.
(54:02):
But you wanna go and you wannafind the locations of your
documents.
Typically you're gonna need tocompress it or zip it into one.
File and then move it local,wherever your company file is,
and then extract it in that samelocation, wherever that company
file happens to be located, andthen clean up the links, right?
(54:25):
Once you've moved it and you'vechanged the location, you're
gonna wanna make sure that theygo through and repair the links,
because now the path is totallychanged.
So you wanna make sure that it'sit's attached again.
All right, so I did, okay, sohere is the import summary,
(54:46):
right?
That, that came over.
It will tell me it tells me herethat there were three hundred,
seven hundred and thirty ninetransactions in the company file
and desktop, and there were 71317 that came over, right?
So what you don't get on theregular import summary is this
little link here to see thetransaction details.
(55:09):
Here's my problem, right?
So a bunch of build assembliesdidn't come over, right?
Which is not unexpected becauseyou don't have such a thing as a
build assembly.
But I might wanna look at thesebuild assemblies that are in
there to see if there'ssomething that could be done at
that point.
(55:29):
And there was also some alteredtransactions of a inventory
adjustment was turned into ajournal entry, right?
So just because it didn't comeover doesn't mean that it didn't
have the same financial impact.
So you'll also be able to seethat with accounts, right?
So just because therediscrepancy doesn't necessarily
mean there's a reason to panic.
(55:49):
So purchase orders just isn'teven used that's not an account
that's used inside of QuickBooksonline.
So this is a non-issue, right?
Vendors there were other type orother names they got turned into
into vendors.
It's really just all it's sayingthere.
And then it just gives you, anidea of actually what happened.
(56:11):
So I did, so this is the this isthe company and I just wanted to
show in the attachments thereis, there are the atta, oh, I
wanted to show before I did it,but I'm not gonna do that on the
other.
I have these in my documentcenter in the, desktop file.
(56:34):
And here they are.
They, came over.
I just put some there wereactually three and one was
attached to a sales order.
Any guesses why it didn't comeover?
Because sales orders don't existinside of QuickBooks online.
So it did bring over the two andit did attach them.
So here on my invoice here isthe the attachments are there,
(57:00):
so if I go down, enough of youroll down, there's.
There's the attachment.
So I've got my CSV file that Ihappen to attach, and there it
is, it's already attached and Ican look at it.
Oops, there.
So it's there, right?
So that's a huge win for themigration process.
(57:27):
Oh, I've been sharing the last,poll question for since I,
launched it.
But let's close up with was thisinformation useful?
Share it any.
Final thoughts before we wrapup?
I'm
Sharrin Fuller (57:43):
excited for anybody who's doing conversions
nowadays.
'cause this is not how it wasback in the day.
It was not at all.
But then again, desktop probablydidn't have the level that they
had.
Quick Bot online didn't have thelevel that they had.
So I think it's really cool foranybody that wants to come over.
I also love that Intuit ishelping them do it.
Regardless of what the motivesare, the fact that we do less is
(58:05):
amazing.
And knowing that it's doneright.
So I, think this is great.
It can be a little overwhelmingand if you're a solopreneur,
this is a lot of time, so Iwould probably let Intuit handle
it, charge for it.
'cause you still gotta be themiddle man, but it's, this is
very informative, especiallyabout the payroll.
That's really cool.
Dan DeLong (58:24):
Yeah.
I I actually got a a customer ora client who ha is trying to go
from enterprise to QuickBooksOnline.
And their response from Intuitwas, it's not gonna work.
And because they have 120, theyhave 120,000 customers.
(58:46):
And
Sharrin Fuller (58:48):
Yeah, that's a little's.
That's where you just, honestly,you export the list and the
data, you archive the file, youhave it for reference, and you
start a new file at thebeginning of the year.
I know that's terrible, butsometimes when your file's too
heavy, if you're, if you haven'tfile that heavy, you should be
on something super enterprise orlike a big one.
But I know that's what Intuit'strying to be now.
Dan DeLong (59:09):
Yeah.
And they also have negativeinventory, so running a
condensed Oh things like thatis, is a big challenge.
So we are where there's will,there's a workaround and we are
actually getting to a,breakthrough point with them.
Just because it says it'sfailed, it doesn't mean that
(59:29):
it's not an option.
Yeah.
Yeah.
So Sharrin, again, I thank youfor filling in for, Matthew
today.
Yes.
And you'll continue to be oursnarky.
Yay.
But I'm also having fun in
Sharrin Fuller (59:44):
the questions, so I hope I'm being at least
helpful there.
'cause there were 33 of'em.
Most of them were Murph, butthat's okay.
We'll take that.
Oh man,
Dan DeLong (59:52):
he's asking what the hell is negative inventory.
Sharrin Fuller (59:55):
I Murf, it's a thing.
We've seen it.
I also want everybody, I amoffering anybody on this call 90
days free to my clone andconquer hub, pop in, get some
free stuff, nope, no, nopressure purchase nest.
No pressure either.
Dan DeLong (01:00:14):
Exactly.
Sharrin Fuller (01:00:15):
As opposed to, again.
So
Dan DeLong (01:00:17):
we appreciate you joining us today and next time
we're gonna have a method beingjoining us wherein when we what
I've found is that they havebecome a great.
Bridge when workflows that werecritical in QuickBooks Desktop
and you need them in, QuickBooksOnline.
(01:00:38):
And we're gonna talk about howthey can save the day for those
desktop migrations that justwent awry.
So hopefully you join us in acouple weeks when we have that.
And until then, have a greatgreat day and we'll see you next
time on the QB Power Hour.
Popular Podcasts
On Purpose with Jay Shetty
I’m Jay Shetty host of On Purpose the worlds #1 Mental Health podcast and I’m so grateful you found us. I started this podcast 5 years ago to invite you into conversations and workshops that are designed to help make you happier, healthier and more healed. I believe that when you (yes you) feel seen, heard and understood you’re able to deal with relationship struggles, work challenges and life’s ups and downs with more ease and grace. I interview experts, celebrities, thought leaders and athletes so that we can grow our mindset, build better habits and uncover a side of them we’ve never seen before. New episodes every Monday and Friday. Your support means the world to me and I don’t take it for granted — click the follow button and leave a review to help us spread the love with On Purpose. I can’t wait for you to listen to your first or 500th episode!
Stuff You Should Know
If you've ever wanted to know about champagne, satanism, the Stonewall Uprising, chaos theory, LSD, El Nino, true crime and Rosa Parks, then look no further. Josh and Chuck have you covered.
The Joe Rogan Experience
The official podcast of comedian Joe Rogan.