Live Support


Great Plains to QuickBooks Data Conversion

Contents1 Convert Your Accounting Data From Great Plains to

Convert Your Accounting Data From Great Plains to QuickBooks

Migrate from Great Plains to QuickBooks Desktop and easily handle your accounting responsibilities with a user-friendly interface and straightforward navigation.

QuickBooks is more affordable for companies with tight budgets than Great Plains since it usually has lower initial and recurring membership fees. QuickBooks provides a range of pricing tiers, including small business-specific choices that can help manage expenses while maintaining core accounting features.

Although QuickBooks is frequently connected with small firms, its scalability allows it to accommodate expanding enterprises with increased accounting requirements. QuickBooks Online offers flexibility and cloud-based access, making it simple for companies to add new features and modify their subscription plans as needed. 

QuickBooks has a strong ecosystem of add-ons and third-party connections that increase its functionality and allow it to work with other software and business tool systems. This facilitates customizing QuickBooks to your unique business requirements and expedites procedures through integration with e-commerce platforms, inventory management systems, and CRM apps. Businesses looking for help with setup, troubleshooting, or best practices for efficiently utilizing QuickBooks may find this useful. 

Limitations of Great Plains

Great Plains is feature-rich software, but users may need extensive training to exploit all of its features effectively. It could be difficult for small enterprises with little experience with accounting to use and set up Great Plains efficiently.

Even though Great Plains is scalable and can meet the demands of expanding companies, particularly large organizations with complex accounting needs may need help to scale. Businesses may develop beyond the capacity of some features or experience problems with high data volumes and performance.

Although Great Plains provides customization options through its modules and development tools, large adjustments and adaptations can be complicated and may require specialized knowledge. This may reduce the software’s adaptability for companies with particular or changing needs. So, users prefer to use software such as QuickBooks, which is easy to use.

QuickBooks Desktop: Advantages

There are many accounting tools available with QuickBooks Desktop, including financial reporting, payroll administration, inventory tracking, spending tracking, and invoicing. It meets the varied needs of companies in a range of sectors. You can fully customize QuickBooks Desktop to meet the unique requirements and tastes of your company. Templates, forms, reports, and accounts charts can all be altered to meet your reporting and branding needs.

Since QuickBooks Desktop stores your financial data locally on your PC or server, you have complete control over it. This gives businesses peace of mind and control over confidential financial data, particularly those with stringent data privacy policies or reservations about cloud-based solutions.

QuickBooks Desktop functions offline, so you can view and work with your financial data even when you’re not connected to the Internet. This can guarantee continuous production for companies in isolated areas or sectors with poor internet connections. 

Strong audit trail capabilities in QuickBooks Desktop let you track modifications made to your financial data and ensure responsibility. It also offers security features like password protection and user authorization to protect sensitive data and stop illegal access.

EBB Checklist: Great Plains to QuickBooks Conversion

  • Operating System Compatibility: To keep the seamless migration, check that your system runs on Windows 8, Windows 10, or Windows 11.
  • QuickBooks Desktop: Inspect for compatibility with QuickBooks Desktop Pro’s Enterprise, Premier, or Pro editions to ensure a faster and more seamless conversion.
  • Great Plains Version:  You can select from which version of Great Plains is best suited for your business requirements.
  • Processor Requirements:  To ensure effective handling of conversion activities, keep your Intel Pentium II processor running at 500 MHz or above. 
  • Microsoft .NET Framework: To enhance compatibility with conversion tools, confirm that your system has installed Microsoft .NET Framework Version 2.0 or higher.
  • Memory (RAM) Requirements: To bypass system lag, provide 512 MB or more of RAM.

Know What you can Convert or What you cannot from Great Plains to QuickBooks

Great Plains to QuickBooks Data Conversion - What Can Be Converted
Great Plains to QuickBooks - What You cannot Convert
What can be Converted? From Great Plains to QuickBooksWhat cannot be Converted? From Great Plains to QuickBooks

Customers List Vendors List Items List Employees ListChart of Accounts Summary Trial Balance Open Invoices Unapplied Credit Memos Unpaid Bills Unapplied Bill Credits Inventory Quantities and Values

Un-reconciled Bank Transactions Closed Invoices or Bills Applied Credits or Bill CreditsCustomer Payments or Bill PaymentsEstimates Sales OrdersPurchase OrdersPayroll -No employee tax setupNo payroll items No YTD information 

Preparing yourself for data conversion from Great Plains to QuickBooks

In order to guarantee a seamless transition, careful planning and execution are needed for the Great Plains to QuickBooks data conversion. Start by carefully going over your data and identifying any pertinent elements, including transaction histories, financial records, and vendor and customer information. After that, clean and arrange the data to get rid of mistakes, inconsistencies, and duplicates so that it fits the structure and format of QuickBooks. 

Create a thorough conversion strategy that includes all necessary procedures, deadlines, and roles. To speed up the conversion process and reduce interruptions to corporate operations, use data migration solutions or seek the assistance of qualified specialists. 

Why Do You Need an Expert to Switch from Great Plains to QuickBooks Conversion?

  • Experts can easily resolve any technology challenges during data migration.
  • An expert helps minimize the chance of errors or data loss that might occur during migration. They can easily find and fix any differences quickly.
  •  A conversion procedure can be streamlined by an expert, guaranteeing a smooth relocation and freeing you up to concentrate on managing your business. 
  • To ensure compliance during the conversion process and lower the risk of non-compliance penalties or data breaches, an expert knows industry standards, data privacy rules, and best practices.
  • If your business deals with foreign exchange, a specialist can ensure that transactions involving several currencies are converted and stored correctly.
  • To fit your particular business needs, a specialist can alter QuickBooks, ensuring that the new system is set up correctly from the start.
  • To optimize the effectiveness and efficiency of your QuickBooks Desktop system, a professional can set up automatic workflows and combine it with other apps.

What should you look for in a QuickBooks conversion process?

A number of crucial elements need to be taken into account during the QuickBooks conversion process to guarantee a smooth transition. First and foremost, data integrity and accuracy are crucial. Make sure that all of the pertinent information from the old system, including accounts, transactions, and inventory, has been correctly imported and balanced in QuickBooks. 

Second, functionality and compatibility are essential. Verify if QuickBooks can meet your company’s needs and that the converted data works properly inside the program’s parameters. User assistance and training are also crucial to ensure a seamless transition. Make sure the appropriate personnel are properly trained to use QuickBooks and handle any queries or problems that may come up before, during, or after the conversion process. 

Lastly, continuous observation and assessment are essential to spot and quickly address any inconsistencies or problems. By prioritizing these elements, businesses can optimize the new system’s advantages and expedite the QuickBooks conversion process.

Steps to convert from Great Plains to QuickBooks Desktop

Steps to convert from Great Plains to QuickBooks Desktop

You can easily convert data from Great Plains to QuickBooks Enterprise, Pro, Premier, Mac, or QuickBooks. Below are the  mentioned steps to switch the data:

Step 1: Evaluation and Planning

Recognize the format and data structure of your Great Plains data.Make sure that the version of Great Plains you are using and your QuickBooks program is compatible. To prevent any loss, create a backup of your data in QuickBooks and Great Plains.

Step 2: Export Data from Great Plains

Export all relevant data to Great Plains. Customers, suppliers, accounts, transactions (invoices, bills, payments, etc.), and inventory items are usually included in this. Depending on the complexity of your data, this can entail running reports and exporting them to compatible file formats (such as CSV or Excel).

Step 3: Data Mapping

Establish a mapping between the fields in QuickBooks and Great Plains. It is imperative that you precisely map matching fields to prevent data loss or inconsistencies during the translation process. If the fields in Great Plains are not the same as those in QuickBooks, this phase may need custom programming or data manipulation.

Step 4: Data Cleaning and Formatting

Purify the Great Plains export data. This includes getting rid of any flaws, inconsistencies, or duplication that can compromise the accuracy of the data in QuickBooks. Format the data according to QuickBooks’ specifications. This could entail changing the date types, column headings, and other formatting guidelines.

Step 5: Import Data into QuickBooks

Use QuickBooks’ import feature to import formatted and cleaned data. QuickBooks offers multiple solutions for importing different kinds of data (transactions, vendors, customers, etc.). During the import procedure, adhere to QuickBooks’ prompts and instructions. Check the accuracy and completeness of the imported data.

Note – Once the imported data has been imported into QuickBooks, reconcile it with your current records to guarantee accuracy and consistency. Examine the financial reports produced by Great Plains and QuickBooks to ensure the conversion went smoothly.

What kind of Possible errors do you encounter during the QuickBooks data conversion process?  

  • Improper mapping of data fields between QuickBooks and the source system may cause data to be imported incorrectly or not at all, causing disparities and errors in the transformed data.
  • During the conversion process, mistakes may arise due to incompatible data formats or structures between the source system and QuickBooks. 
  • If appropriate procedures are not followed, duplicate records, such as duplicate suppliers, customers, or transactions, may be produced during the conversion process. In QuickBooks, duplicate data can cause misunderstandings, inaccuracies, and reporting mistakes.
  • Data discrepancies, inaccurate calculations, and missing or incomplete data are examples of data integrity problems that may arise from improper validation and reconciliation of the data being transformed. 
  • Transaction reconciliation mistakes can cause disparities in account balances and have an impact on the accuracy of financial statements.
  • Data conversion errors can be caused by compatibility problems between the source system and QuickBooks, such as discrepancies in program versions or invalid data formats. 


QuickBooks is easy to set up and use regularly, so individuals with different degrees of accounting experience can utilize it. Its simple price structures and low initial expenditures make it appealing to companies with limited resources. 

Furthermore, QuickBooks easily connects with a large number of third-party programs, helping companies to improve productivity and streamline operations. While Great Plains can accommodate larger organizations’ needs with its more sophisticated features and scalability, QuickBooks excels in offering a user-friendly platform that meets the needs of smaller businesses without compromising on functionality or dependability.

By : May 23, 2024
Comments Off on Great Plains to QuickBooks Data Conversion

Related Posts

Local Bookkeeping Services In USA

Get the latest updates on accounting and bookkeeping topics

© 2023 Better Books Financials Inc, 3625 SR 419, STE 250, Winter Springs, Florida, 32708, United States

Disclaimer: The Intuit® logo, Intuit®, QuickBooks®, and ProAdvisor are registered logos, trademarks, and brand names of Intuit Inc. eBetterBooks is a Certified QuickBooks® ProAdvisor for certain Intuit® products, as per Intuit®’s terms. eBetterBooks is not affiliated with or endorsed by Intuit or QuickBooks; we are third-party independent service providers for accounting software & accounting services.