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Exporting or Converting QuickBooks Online to QuickBooks Desktop

Hector Garcia
September 4, 2019

If you are able to export your QuickBooks Online company file onto QuickBooks Desktop, keep in heed that there volition exist a lot of data changed or loss, here is a listing:

Note: this list is a slightly modified version of Intuit'south official list: https://quickbooks.intuit.com/learn-support/en-u.s./manage-information/export-limitations-quickbooks-online-to-quickbooks-desktop/00/185940

Audit Log: Audit Log data is not exported but you tin can print or save it as PDF in QuickBooks Online.

Expenses: Expenses or Cash purchases are converted to checks.

Chart of Accounts: All accounts are exported by the Account Name is limited to 31 characters which includes spaces, numbers, and special characters. Parent accounts and sub-accounts are likewise counted separately.

Determine the number of characters in a listing:

On the left menu, selectReports.
ChooseAccount List, then selectCustomize at the tiptop correct.
SelectRun report to generate the account listing.
Select theconsign drop-down icon, and then chooseExport to Excel.
Use the Excel functionLEN()

Thedetail blazon is not exported.
Business relationship numbers are exported, but only appear if y'all plough on the preference. Instructions appear afterward the export is successful.
Deleted accounts are exported equally inactive accounts and will lose their account numbers.

Classes: Name is limited to 31 characters. Deleted classes are exported as inactive classes.

Client Center: nigh customer data is exported, except:

Display Name is limited to 31 characters.
Total Name andVisitor Name are each limited to 41 characters.
Errors may occur when you export customers and sub-customers with the same names.
TheBilling Accost andShip Address are limited to three lines with 41 characters each.
TheElectronic mail address is limited to 81 characters.
Client Notes,Preferred Delivery Method,Mobile Number,Pager Number, and (Is Taxable) status are not exported.
Deleted customers are exported equally inactive customers.
If a sub-client has default terms, they are changed to match its parent customer's default terms.
Customer Credit Card information is non exported due to PCI compliance. Processor compliance deals with credit carte du jour information of your customers. When you procedure merchant account transactions or use the credit card field on the client tape, rules for how that data are handled apply including transferring to another version of software.

Employee List

Display Name is limited to 31 characters.
Full Name is limited to 39 characters.
Employee Notes are non exported.
Deleted employees are exported equally inactive employees.

Field Limitations in QuickBooks

QuickBooks has different grapheme limitations for sure fields.
The characters are shortened for transactions in QBO that exceed the limitations for QuickBooks Desktop. For instance: If your reference number for invoices in QBO is 15 characters, are shortened to the limit of a QuickBooks Desktop invoice reference number field which is eleven.
Almost consign errors are due to list names that are too long. If you have listing names that exceed the limit, edit and shorten before you export.

Listing Detail Limit

The number of combined list items in QuickBooks Pro or Premier is 14,500.
If one list has more 10,000 list items, only the starting time x,000 are exported.
If you exceed the limit in QuickBooks Online, you need to apply QuickBooks Desktop Enterprise.

Multi-currency

Companies that utilise multi-currency should not exist exported to QuickBooks Desktop. The export may fail birthday, resulting in an empty QuickBooks Desktop file. Even if the export does succeed, any transactions in currencies other than United states of america Dollars will be changed into USD without being converted properly.
You may as well see other errors such as duplicate or missing transactions if you export QBO files that use multi-currency.

Other Lists

The following lists don't be in QuickBooks Online. These lists are created in QuickBooks Desktop with their default list items except:

Customer Blazon
Job Blazon
Sales Rep
Memorized Reports
Ship Via
Other Names
Transaction Templates
Payroll Items
To Do Lists
Price Levels
Vendor Type
Stock-still Asset Items
Vehicle Listing

Payment Method Listing:

TheProper nameis limited to 31 characters.
All information about each payment method is exported.

Payroll Information:

Paychecks and Liability Payments
- They are exported as regular checks.
- ThePay Period andLiability Period is not exported.
- If a check number field is blank, QuickBooks Desktop assigns a number that may cause duplicates.
If you want to continue running your payroll with a QuickBooks payroll service later on exporting, set payroll again then enter year-to-date information.

Preferences: Visitor preferences, including company data, are not exported. You need to populate this earlier you tin use other features in QuickBooks Desktop.

Products and Services List

Products and services are converted to items and are tracked in theItem Listing with the following exceptions:

Individual products and services are converted according to type:
- Inventory items equally inventory items.
  - All inventory, COGs, and buy/sales account information are exported.
  - The existing quantity on hand and the corresponding asset values are likewise exported. Note:QuickBooks Online and QuickBooks Desktop have different calculation methods that tin can event to incorrect balances in the COGS and Inventory Asset account (FIFO vs. Avg. Cost)
- Not-Inventory items are converted as non-inventory items.
- Categories are converted equally inventory/non-inventory/service items.
  - A category will be converted equally a service detail when the sub-product/service items are tagged equally service items. This behavior is the same for categories mapped to inventory/non-inventory product/services.
  - All categories must accept items of the same type to allow all sub-items to exist exported.
- Bundle items tin can't be exported.
TheName is limited to 31 characters.
TheTaxable Status is not exported.

Reconcile

If the beginning balance in the reconcile screen of QuickBooks Desktop shows zilch or displays onetime transactions subsequently exporting, reconcile an account for multiple months or years of transactions and financial statements.
Reconcile reports are not exported due to their special nature as a static report.

Recurring Transaction List, Terms List, and Budgets

Information in these lists are non exported.
The corresponding lists in QuickBooks Desktop contain their default list items.
Recurring templates in QuickBooks Online are calledmemorized transactions in QuickBooks Desktop.

Reports

Not all QuickBooks Online reports are available in QuickBooks Desktop.
Some reports are slightly different in QuickBooks Desktop. The two products have different cash basis calculations so Accrual Basis reports match just Greenbacks Basis reports may not. These differences are displayed on reports but the actual account balances always friction match after the conversion. For instance, transactions using inventory items affect COGS and Inventory Asset accounts differently in the 2 products. Any unpaid or partially paid transactions using an inventory item that affects the COGS business relationship results in differences in the Cash Basis reports. The differences are:
- In QuickBooks Desktop, every inventory detail on a transaction represents three accounts and three amounts:
  - Income
  - Inventory Nugget
  - COGS

Ane line in the transaction represents 3 lines, every bit shown in the Journal Report for the transaction. Equally Income starts to get paid off by payments, a proportional amount of the payment is included to the COGS lines. This affects the cash basis reports.

QuickBooks Online treats all the lines every bit dissever, then the COGS line is fully paid by the asset line when the invoice is saved.
Both products treat the asset business relationship the same way (including the way payments are made to it).

Another example is the use of negative lines on invoices. Suppose you have a service income line of $m and a discount of $ -100 and no payments:

In QuickBooks Online, your cash footing P&L written report volition show $100 of income and $ -100 of discount.
In QuickBooks Desktop, no portion of an unpaid invoice shows in any cash basis P&L written report.
Similarly, equally payments are received:
- QuickBooks Desktop prorates the corporeality of the disbelieve that shows in the P&50.
- QuickBooks Online continues to show the unabridged amount.
Your accrual reports are unaffected by this change.
Memorized reports volition not exist exported.

Sales Tax

Sales revenue enhancement information on invoices are not exported. Instead, invoices will proceeds an additional line detail representing the sales revenue enhancement.
Sales tax items/rates are exported equally service items and cannot be used every bit sales taxation items in QuickBooks Desktop.
Sales revenue enhancement payments andsales tax adjustments are not exported.

Time-Tracking Activities

Allfourth dimension activity information is exported except Location, as there is no comparable feature in QuickBooks Desktop.

Note: Activities are exported simply "physical" time sheets are not.

Transactions Exported:

Credit Memos
Sales Receipts
Received payments and nib payments
Links between bills and bill payments
Links between invoices and received payments
Invoices
- Invoices that contain charges, credits, billable expenses, or time associated with sub-customers will be separated into ane invoice per customer .Notation: There are instances when payments practical to certain invoices neglect to export because of the rounding differences in the two formats. In this case, manually correct the corporeality in the invoice, and then enter the associated payment.
Refund Receipts
- Each refund receipt is converted to a credit memo and check (if the refund is from a bank business relationship) or to a general journal entry (for refunds from other types of accounts).
Bills, checks, credit carte charges, credit bill of fare credits, vendor credits, journal entries, and deposits
- If a check number field is blank, QuickBooks Desktop will automatically assign a number that may cause duplicates. To avert this, enter some notation in the check number field (for example EFT) before exporting.
Any transaction with two or more Accounts Receivable or Accounts Payable lines get multiple journal entries. One entry is created for each A/R or A/P line.

Tax is exported as a detail line detail, instead of using the QuickBooks Desktop's standard Sales Tax feature.

Transactions Not Exported:

Billable status on a deposit
Recurring transactions and unaccepted online cyberbanking transactions
Attachments linked to transactions (invoices, expenses and checks, etc)
Location data, custom field data, markups, and To Be Sent status
Voided transactions of these types: received payments, transfers, and pecker payments fabricated past check or credit card

Transfer funds: Fund transfers are converted to general journal entries.

User Listing: The user list data, located on the Manage users page, does not exist in QuickBooks Desktop.

Locations

The locations list is likewise not converted. Locations have different naming conventions, but all are considered the aforementioned field in QuickBooks Online.
Additionally, locations may also exist referred to equally:
- Business
- Department
- Division
- Property
- Store
- Territory