Fix Errors When You Move from QuickBooks Desktop to QuickBooks Online

While converting from QuickBooks Desktop to QuickBooks online, there are errors relating to payroll,company file size,failed convert attempt, data which was not converted,corrupt data, etc.

The errors encountered during the conversion from QuickBooks Desktop to QuickBooks Online can be resolved by following the solutions provided in this article, ensuring a smooth conversion process. 

Numerous users opt to transition from QuickBooks Desktop to QuickBooks Online for improved accessibility and time efficiency.  However, this shift can become challenging due to various errors encountered during the conversion process. 

Important Points to Consider before Converting From QuickBooks Desktop to Online 

Here is the list of some important points that you need to know at the beginning of converting QuickBooks Desktop to Online: 

• Make sure that you create a backup of your files, so you can save your files in the unlikely event of data loss during conversion. 
• Initiate the conversion process early in your Online company account setup. 
• Maintain transactions in both the desktop and online versions for accuracy. 
• Be aware of import data limits and select only the necessary data for migration. 
• Ensure you’re logged in as an admin on both desktop and online platforms. 

Errors while Converting from QuickBooks Desktop to QuickBooks Online 

Error 1: Please delete all employees already entered in QuickBooks Online

The users may encounter errors indicating “Please delete all employees already entered in QuickBooks Online”. This error disrupts the process and may lead to duplicate entries, complicating data migration. Follow the steps below to solve this error:  

When migrating data from QuickBooks Desktop to QuickBooks Online, replacing employees data can be challenging due to their integration with payroll items, year-to-date history, and other payroll setup elements. QuickBooks Online might find it difficult to seamlessly transfer this interconnected data. 

Tips:: QuickBooks Online won’t allow you to delete the employees with paychecks or pay history. You’re required to create a new QuickBooks Online company without payroll setup to move your data. 

Solution: 

For Windows users

You might come across this error when your payroll is locked in QuickBooks Desktop while it is in QuickBooks Online. Or if there might be no payroll information. 

Turn on payroll in desktop by following the steps below: 

• First, open the Edit menu, and select Preferences. 
• Now, select Payroll and Employees. 
• Then, choose the Company Preferences option. 
• Lastly, select Full Payroll or Online Payroll. 

For Mac users 

• QuickBooks Desktop for Mac doesn’t have the payroll feature. Also, you don’t have the option to import a company file online which has the existing payroll information. 
• You can disconnect Intuit Online payroll from your QuickBooks Desktop for Mac and then export transactions directly from QuickBooks Online instead. 

Error 2: Your file is too big to export 

This error occurs during the conversion process because of the limitations on the size of the file being transferred. QuickBooks Online imposes restrictions on the amount of data that can be transferred, and if the file exceeds this limit, the error message Your file is too big to export displays. The users are required to selectively choose the data to export. 

Solution: 

When moving the file from QuickBooks Online, you’re supposed to check the number of targets in the QuickBooks Desktop Company file. QuickBooks Desktop CA, QuickBooks Desktop UK, QuickBooks MAC versions have a limit of 350,000 targets. Alternatively, QuickBooks Desktop Pro/Premier 2020 latest release and newer (CA) and QuickBooks Desktop Pro/Premier 2018 latest release and newer (US) have a limit of 75,000 targets. If the number of file exceeds the limit, then try condensing the QuickBooks Desktop file by following the steps mentioned below:

• First, open QuickBooks, and then Click on File. 
• Now, select the Utilities option. 
• Then choose the Condense Data. 
• In the wizard, select the required option and then choose Begin Condense. 

Error 3: There was a problem checking this company for import eligibility

This error There was a problem checking this company for import eligibility typically arises during the conversion process due to several reasons: 

• The user is not the primary admin, company admin, or accountant in the QuickBooks Online company. 
• There is an issue with QuickBooks Online Payroll account services. 
• The user didn’t sign in to their Online account before importing data. 
• The setup interview in QuickBooks Online was not completed. 
• Attempting to move data more than 60 days after the subscription date. 

Solution: 

These factors can prevent the company from being eligible for data import, hindering the conversion process until the issues are resolved. Follow the steps below to fix this issue: 

• Sign in to your QuickBooks Online Company and complete the setup interview questions. 
• Ensure you’re signed in as primary or company admin to move your data from QuickBooks Desktop. 
• Save your company address again. 

Note: If the error persists, consider creating a new Online account, However ensure to cancel your old subscription first to avoid any complications. 

If you doesn’t want to start a new account, follow these: 

• First, log in to QuickBooks Online. 
• Now, navigate to Settings and select Account and Settings. 
• Then, on the Company tab, Edit the address section. 
• After that, choose Save, then Done. 
• Lastly, Re-import into QuickBooks Desktop. 

Error 4: Error in processing data for QuickBooks Desktop for Mac

This error often occurs during the conversion process, particularly if you don’t have the latest release of QuickBooks Desktop for Mac installed. The error arises as a notification or pop-up message within the QuickBooks Desktop interface, it indicates the message Error in processing data for QuickBooks Desktop for Mac. It will include the details about the specific issue encountered during the processing.

This error hampers the conversion process by interrupting the flow of data transfer from QuickBooks Desktop for Mac to another platform or version. Without successfully processing the data, the migration or conversion cannot proceed smoothly, potentially leading to delays or incomplete data transfer.

Solution: 

 Follow the steps below to solve this issue: 

• Select QuickBooks, then check for QuickBooks Updates. 
• Install any available updates. 
• Restart QuickBooks. 

Note: If the issue still persists, check for data damage by running the verify and rebuild utilities in QuickBooks. 

Error 5: We can’t export your data. It may be on a network drive

This error arises when attempting to export data from QuickBooks Desktop. It typically occurs if your Desktop company is located on a drive other than your local C-drive or if it’s open in multi-user mode. Such configuration can prevent the export process from accessing the necessary files, resulting in this error message. 

This error hampers the conversion process by preventing the export of data from QuickBooks Desktop. Without successfully exporting the data, it cannot be transferred to the desired destination, such as QuickBooks Online or another accounting software. As a result, the migration process will get halted, and will delay the conversion and potentially cause disruptions to business operations. 

Solution: 

Follow the steps below to solve this error: 

• First, locate your company data file in QuickBooks. 
• Now, close QuickBooks Desktop. 
• Then, copy the company file at the local c-drive location. 
• After that, open the company file in QuickBooks Desktop from the new location. 
• Choose the File option, then choose the Switch to Single-user mode. 
• Lastly, choose Company and select the Export Your Company File to QuickBooks Online option. 

Error 6: Export QBDT data to QBO: ERROR

This error typically occurs if the path to your company file is more than four folders deep. For example, if the file path resembles C:\My Stuff\QuickBooks files\My Company\2016\Work Files\data.qbw, it exceeds the maximum depth allowed for successful data export. 

When the file path exceeds the maximum depth allowed, the export process fails, halting the migration. As a result, the data intended for transfer remains inaccessible in the QuickBooks Online platform, disrupting the conversion timeline and impending the transition to the new accounting system.

Solution: 

 Follow the steps below to resolve this error: 

• First, navigate to your company data file in QuickBooks. 
• Now, close QuickBooks Desktop. 
• Then, copy your company file to a new folder on your local c-drive. For Example: c:\new folder\mycompany.qbw.
• From the new location, open your company file in QuickBooks Desktop. 
• Lastly, choose Company, then select Export Your Company File to QuickBooks Online option. 

Error 7: Failed 

This message typically appears if you’re not using the latest release of QuickBooks Desktop. Updating your company file is necessary to ensure compatibility with the migration process to QuickBooks Online. To resolve this error, update your QuickBooks Desktop to the latest release and attempt to migrate to QuickBooks Online again. 

This error hampers the conversion process by indicating failure in migrating data to QuickBooks Online. Without Successful data migration, the transition to QuickBooks Online cannot proceed as planned, resulting in delays and potential disruptions to business operations. 

Error 8: You can’t import because the QuickBooks Online company has been canceled  

This error arises because canceled QuickBooks Online subscription renders the Company inaccessible for data import. As a result, the conversion process is halted, requiring resolution such as reactivating the QuickBooks Online subscription. 

Solution: 

Follow the steps below to solve this error: 

• First, Sign in to your QuickBooks Online Company. 
• Now, choose the Settings option, then Account and settings. 
• Then, choose the Billing & subscription option. 
• Lastly, select the Resubscribe, or Subscribe option (if the company was from a trial), and enter your billing info. 

Error 9: Your connection timed out

This error appears during the conversion process due to connection issues or browser-related issues. When attempting to access or transfer data, a timeout may occur if the connection between the user’s device and the server is interrupted or unstable. Additionally, browser-related issues such as incompatible settings or extensions can also contribute to this error. 

Solutions: 

Follow the instructions below to solve this issue: 

• Check internet connection stability. 
• Restart the browser page. 
• Clear browser cache and cookies. 
• Try a different web browser. 
• Clear browser cache and cookies. 

Error 10: Error: FAIL Server returned error 500

This error typically occurs due to server-side issues on QuickBooks Online’s end. This could be caused by temporary server maintenance, network congestion, or technical glitches. 

Solution: 

To resolve this error during the QuickBooks Desktop to Online process, if you already have a qbw file on your local drive, ensure to address any potential data loss issues beforehand. 

Important Tip: If the issue is still not resolved then it might be due to the corruption in the company file. In that case, you can use the Verify and Rebuild Data tool in QuickBooks. 

Transitioning from QuickBooks Desktop to QuickBooks Online may encounter errors like subscription issues, outdated software, or data location conflicts. Due to the conversion’s complexity, hiring an expert is advisable for a smooth transition.