Learn more about company file compatibility to avoid issues and errors when you upgrade QuickBooks Desktop.
Terminology
Before you begin, let's define terms in the QuickBooks language:
| Terms | Definition |
| Product | Either QuickBooks Desktop Pro, Premier, or Enterprise Solutions (ES). |
| Version | Designated by a year within the product. E.g. QuickBooks Desktop Pro 2018 is a different version from QuickBooks Desktop Pro 2019. |
| Edition | Differentiation within Premier or Enterprise Solutions for different business types:- General Business
- Accountant
- Retail
- Manufacturing & Wholesale
- Non-Profit
- Contractor
- Professional services
|
Company file limitations when upgrading to another product, version, or edition
If you're planning to use a different QuickBooks Desktop product, version, or edition, it is important to know about company file limitations when upgrading.
| Product | - Premier company files may be opened in Pro and vice versa without changing the data in the file.
- You can upgrade Pro and Premier company files to Enterprise Solutions (ES), but you cannot open ES company files in Pro or Premier.
|
| Version | - A company file can't be opened in another region's QuickBooks Desktop version. For example, you will getThis file was not created with a US version of QuickBooks if you try to open a company filethat was created in a QuickBooks Canada version in a QuickBooks US version.
- You can upgrade your file from an older to a newer version of QuickBooks but you can't use the upgraded file in the older version. The exception to this rule is if you are using QuickBooks Desktop Accountant and working in an Accountant's Copy. For more information, see Accountant's copy overview.
- When you open your company file in a newer version, QuickBooks asks if you want to upgrade or convert the QuickBooks company file. Generally, a new version will update and convert an older QuickBooks company file, such as from 2018 to 2019. In a few instances, if the QuickBooks company file won't upgrade to the new version, you may need to step the company file through an intermediate version of QuickBooks Desktop.
|
| Edition | - A file created in one edition (Retail, Manufacturing & Wholesale, Accountant, etc.) can be opened with any other edition without affecting the data.
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Reminders
- To avoid overwriting files, create a different folder labeled Pre-Conversion Backup.
- If you transfer company files between different locations and systems or computers, make sure they are running the same QuickBooks Desktop version and release.
- If you decide to use your previous QuickBooks version, you will need to manually re-enter the transactions you have entered in the upgraded or converted file in the old backup file. Since you can’t export transactions or merge company files in QuickBooks Desktop, you can use a different application as an alternative solution.
- If you install your new version of QuickBooks Desktop on top of the old version, you need to reinstall the old version on a different folder to restore the pre-conversion or old backup.
To know more about upgrading company files, see Upgrade or convert your company file to a new QuickBooks Desktop version.
FAQs
You can upgrade your file from an older to a newer version of QuickBooks but you can't use the upgraded file in the older version. The exception to this rule is if you are using QuickBooks Desktop Accountant and working in an Accountant's Copy. For more information, see Accountant's copy overview.
How do I fix company files in QuickBooks desktop? ›
Rebuild your company file data
- Go to File, Utilities, and then select Rebuild Data.
- QuickBooks will ask to make a backup before it rebuilds your company file. ...
- Select where you want to save your backup, then OK. ...
- Select OK when you get the message Rebuild has completed.
Step 2: Update your company file
- Make sure all users sign out of your company file.
- Open your new version of QuickBooks Desktop.
- Go to File, then select Open or Restore Company.
- Select Open a company file, then Next. ...
- Find your company file. ...
- Sign in to your company file as the admin user. ...
- Select Update Now.
Managing the finances of multiple companies on QuickBooks is easy. QuickBooks (both QBO and QBD) allows users to create and manage up to 99 separate business accounts with each software license. This provides global management capabilities within a single installation of the accounting software.
What file types can be imported into QuickBooks desktop? ›
Importer for QuickBooks Desktop supports the following file formats:
- Excel 2003 to present, including Excel 365 (XLS or XLSX)
- Text (TXT and CSV: tab, comma and pipe delimited)
- Quicken (QIF—banking data only)
- Microsoft Money Files (OFX—banking data only)
- Access 2003 to present, including Access 365 (MDB and ACCDB)
If the company file opens from your desktop, the file location is the issue. You'll need to move your company file to a new folder. If you share your file on a network, you'll need to share the new folder. If you still can't open your company file, repair and reinstall QuickBooks.
How do I repair a corrupted company file in QuickBooks? ›
Repairing a corrupt qb file using the log file
- Go to the File menu, then hover over Utilities and select Rebuild Data.
- On the QuickBooks Information window, press OK. ...
- Let the tool repair your file. ...
- When the tool finishes, press OK.
- Go to the File menu. ...
- Let the tool check your file for data issues.
Your access to QuickBooks Desktop Payroll, Desktop Payments, live technical support, Online Backup, Online Banking, and other services through QuickBooks Desktop 2021 software will be discontinued after May 31, 2024. This also means you won't receive critical security updates protecting your data starting June 1, 2024.
How do I upgrade QuickBooks desktop to 2024 version? ›
Desktop Pro 2021 to Desktop Pro 2024
- Start with downloading the QuickBooks Desktop Manager.
- Next, click Download.
- Select the QuickBooks License Agreement and click Let's get started.
- From there, enter the license number to look for your QBDT 2024 and select Search.
- Then, pick the email address you use to receive OTP.
You can upgrade your file from an older to a newer version of QuickBooks but you can't use the upgraded file in the older version.
With QuickBooks Accountant or QuickBooks Desktop Enterprise, you can have 2 company files open in 2 different versions of QuickBooks Desktop. When working with 2 company files, the first opened file is labeled Primary and the second opened file is labeled Secondary.
How big is too big for a QuickBooks company file? ›
There is a limit to how much information can be stored within a QuickBooks company file. This is what Intuit says about company file size limits: Pro & Premiere: Company file limit of 250MB. Enterprise: Company file limit of 1.5GB.
Can you merge two company files in QuickBooks desktop? ›
From the QuickBooks Reports menu, select Combine Reports from Multiple Companies. Select Add Files, locate the other company file, then choose Open. Repeat for additional files. Under Select reports for combining, select the reports you want to combine.
What is the difference between a QBB and QBW file? ›
The QBW format is associated with Intuit QuickBooks software. It uses QBW files to store financial data, templates, letters, logos, and images for a company. QBB files are backups of QBW files which store a company's financial records, templates, logos, letters and images.
What file type is a QuickBooks company file? ›
When you create a company file, QuickBooks creates a file with a . qbw extension. This file holds your company file and account info. For example, if you create a company called MyBusiness, QuickBooks saves the company file as: MyBusiness.
How do I clean up a company file in QuickBooks? ›
Condense data by removing selected transactions
Select File, then select Utilities. Select Condense Data. Select Remove the transactions you select from your company file. Select Next.
Can I delete a company file in QuickBooks desktop? ›
Locating and Deleting the Company File on Desktop
- Close QuickBooks if it is currently open.
- Navigate to the folder where your company file is saved. ...
- Locate the file with a . ...
- Permanently delete this file by right clicking on it and selecting Delete.
- Empty the Recycle Bin to fully remove the file.
QuickBooks Error The File Exists
- Solution 1: Stable and uninterrupted internet connectivity.
- Solution 2: Update QuickBooks with the latest available release.
- Solution 3: Setting “Never notify” in the UAC setting.
- Solution 4: Reinstallation of QuickBooks Application.
The Rebuild Data tool is built-in to QuickBooks Desktop and automatically fixes minor company file data issues. Go to the File menu, then hover over Utilities and select Rebuild Data. On the QuickBooks Information window, select OK. Follow the onscreen steps to save a backup.
