Other data that will not be converted
Inactive status
All inactive data in lists will be made active again during conversion process in order for all relevant transactions to be transferred over.
Fields information that are not converted
Because there are some fields in QuickBooks Desktop edition that aren't available in standard invoice of QuickBooks Online, the following invoice data will not be converted:
PO No.
Sales Rep
Other custom fields
Subtotals (do not calculate)
Each line of Group items will be assigned to default income account
Customer/Supplier list after conversion
"Jobs" are converted as sub-customer.
"Other name" are converted as Supplier
All basic info is converted; except for billing address info, which is included in one single box instead of being put into separate fields such as City, Province, Country, etc.
Some other info such as Other, Notes, VAT register No. and custom fields are not converted. Tax code field is not available (but payment method and sales term are converted).
QuickBooks Online does not support classifying Customer/Supplier type.
Pending invoices are not converted
QuickBooks Online does not support pending status for invoices.
Discount on payment
QuickBooks Online does not support making discount on payment but in invoices only.
Price levels
QuickBooks Online does not support price levels in the lists
Progress invoices
QuickBooks Online does not support progressing invoice.
Payment Reference
Payment reference number is not converted.
Not supported transaction type
Credit Card Refund and Statement Charge is not available in QuickBooks Online. Journal entries will be instead used to adjust the discrepancies caused by these missing transactions.
Report customization
QuickBooks Online does not have all the report customization options that QuickBooks Desktop edition has. For example, QuickBooks Desktop edition allows you to sort by a specific column in either ascending or descending order. QuickBooks Online doesn't have these abilities. However, QuickBooks Online does allow extensive filtering and supports exporting a report to Excel to achieve most of the same formatting.
Other data that will not be converted
Stock
Only available in
QuickBooks Online Plus
Stock valuation cannot be matched due to the different accounting methods between Online and Desktop versions.
Reimbursable expenses
If you have reimbursable expenses on existing invoices in your QuickBooks Desktop edition data file, those lines will continue to exist on the converted invoices but will include the default income account.
Some more frequent questions
Duplicate accounts?
Undeposited funds: If we identify that the user wants to use Deposit function then we will transfer all uncleared transactions to system account and make the non-system inactive. Please note that because with this specified handling for deposit transaction, deposit details are not converted.
VAT accounts: We will transfer all amount from the non-system accounts to the system one named "VAT control"
Accrual or Cash report/basis?
When reviewing QuickBooks Online data, please view it under the same report/basis as Desktop software. For example, if in desktop software you use Cash basis, then please make sure you select Cash when viewing data in QB Online.
For your information, QuickBooks Online does not have all the reports that Desktop edition has, and some of the reports are slightly different, both products treat the profit & loss account in the same way but differently in balance sheet account.
Although your Accrual Basis reports will match in both products, your Cash Basis reports may not match. If we validate data according to Cash basis as requested then Accrual report may not be matched anymore
For example, transactions using inventory items affect COGS and Inventory Asset accounts differently in the two products. Any unpaid or partially paid transactions using an inventory item that affects the COGS account will result in differences in the Cash Basis reports. Fully paid transactions will not be affected. The differences are:
In QuickBooks Desktop edition, every inventory item on a transaction represents three accounts and three amounts: Income, Inventory Asset, and COGS. One line in the transaction represents three lines, as shown in the Journal Report for the transaction. As 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 as separate, so the COGS line is fully paid by the asset line when the invoice is saved.
Another example is the use of negative lines on invoices. Suppose you have a service income line of $1000 and a discount of $100 and no payments:
In QuickBooks Online, your cash basis P&L report will show $100 of income and $100 of discount. In QuickBooks Desktop edition, no portion of an unpaid invoice shows in any cash basis P&L report.
Similarly, as payments are received:
QuickBooks Desktop edition prorates the amount of the discount that shows in the P&L. QuickBooks Online continues to show the entire amount.
Your accrual reports are unaffected by this change.
