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Convert Data from Navision to QuickBooks Desktop

Contents1 Navision to QuickBooks Desktop Data Conversion2 Limitations of

Navision to QuickBooks Desktop Data Conversion

Switch from Navision to QuickBooks Desktop and easily track spending, reconcile finances, and manage invoices from a user-friendly interface.

Millions of business users worldwide rely on QuickBooks, the most dependable and trustworthy accounting software. This software has several helpful functions. You must realize that QuickBooks data conversion software can help you run your company efficiently from start to finish. 

To guarantee a seamless transfer of financial data, meticulous planning, and execution are needed when converting data from Navision to QuickBooks Desktop. Navision, which is now Microsoft Dynamics NAV, is a powerful enterprise resource planning (ERP) tool for handling different company processes. However, QuickBooks Desktop is a popular accounting program designed for small and medium-sized enterprises. 

To successfully transition data between these two platforms, it is necessary to comprehend the structural variations, precisely map data fields, and resolve any compatibility issues. By handling this conversion process well, businesses can improve the efficiency of financial management by optimizing their accounting processes and utilizing QuickBooks Desktop’s functionality.

Limitations of Navision 

Navision allows for a great deal of flexibility, but while putting complicated customizations into practice, you require a high level of technical skills. Furthermore, there can be difficulties integrating Navision with other programs and systems because of its interface. Some users feel that Navision’s user interface could be simpler than other modern ERP solutions. Despite its ongoing development, users can still require training to take full advantage of all of its features.

While Navision offers mobile access, its mobile functionality may be less robust and user-friendly than some other ERP systems, which could be a disadvantage for businesses that require a high degree of mobility. Its scalability is a major area for larger businesses with complex operations. Although Navision works well for small and medium-sized enterprises, it could be difficult for businesses with complex business processes or quick expansion to scale inside the platform.

QuickBooks Desktop: Advantages

QuickBooks Desktop is a well-liked option for companies due to its many benefits. These are the following main benefits:

Advantages of Navision to QuickBooks Desktop conversion
  • Comprehensive Features: QuickBooks Desktop offers many accounting and financial management functions, such as payroll processing, inventory management, tracking expenses, invoicing, and reporting. With this extensive toolkit, businesses may effectively manage their finances and operations on a single platform.
  • Data Security: Password protection, user access limits, and data encryption are just a few of the powerful data security features that QuickBooks Desktop provides. Businesses may feel secure knowing that sensitive financial information is protected and that regulatory obligations are met.
  • Offline Access: QuickBooks Desktop allows consumers to access their financial data offline, in contrast to cloud-based accounting programs. This is especially helpful for people who would rather work offline or for businesses that operate in places with spotty internet access.
  • Customization: QuickBooks Desktop has a wide range of customization choices that allow companies to adapt the program to their unique requirements. To increase QuickBooks Desktop’s flexibility, users can integrate third-party apps and modify forms, reports, and workflows.
  • One-time Purchase: QuickBooks Desktop may be purchased as a one-time item, which, compared to subscription-based software, may make it more affordable for companies over time. Users of QuickBooks Desktop are also free to upgrade to newer versions whenever they need to without having to pay recurring membership fees.

Because of these benefits, QuickBooks Desktop is a dependable and adaptable accounting solution that gives companies of all sizes the resources and freedom they need to manage their money and expansion effectively. 

EBB Checklist: Navision to QuickBooks Desktop Migration

  • Browser Requirements: Ensure a sturdy internet connection and use Google Chrome for optimal compatibility during the conversion process.
  • Navision Installation: Install Navision on the same computer as QuickBooks to streamline seamless data transfer between the two systems.
  • Operating System Compatibility: To support the smooth conversion, confirm that your system runs on Windows 8, Windows 10, or Windows 11.
  • Processor Requirements: A minimum of a 500 MHz Intel Pentium II processor is required to ensure the efficient handling of conversion tasks.
  • Memory (RAM) Requirement: Provide at least 512 MB of RAM to prevent system slowdowns.
  • Microsoft .NET Framework: For better compatibility with conversion tools, make sure that Microsoft .NET Framework Version 2.0 or higher is installed on your system.
  • Hard Drive Space: Allocate a minimum of 2.5 GB of free space on your hard drive to accommodate conversion files and ensure seamless operation.
  • QuickBooks Desktop Compatibility: Verify compatibility with QuickBooks Desktop Pro, Premier, or Enterprise editions and make your conversion smoother and faster.
  • Storage Considerations: Check that the computer’s hard drive has enough space to store both the QuickBooks Database and associated files of Navision for efficient data management.

Know What you can Convert or What you cannot!

          What can be Converted? From Navision to QuickBooksWhat cannot be Converted?From Navision 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 ValuesUn-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 Navision to QuickBooks

  • Evaluation and Cleaning of Data: Examine your data in Navision carefully to find any discrepancies, mistakes, or out-of-date information. Eliminate duplicates, fix errors, and guarantee data integrity to clean up the data. This phase guarantees that only correct and relevant data is moved to QuickBooks, speeding up the conversion process.
  • Mapping Data Fields: Arrange data fields in Navision and QuickBooks according to a mapping plan. Establish mapping criteria and identify fields in both systems to guarantee accurate data transmission. This includes mapping client and supplier data, the chart of accounts, inventory items, transactions, and other important data pieces.
  • Testing and Validation: Make sure the migrated data is accurate and complete by doing extensive testing prior to starting the real data conversion procedure. To guarantee that data is transported accurately and maintains its integrity in QuickBooks, create test scenarios that replicate various transactions and workflows. Take care of any inconsistencies or mistakes found during testing before completing the final conversion.
  • Training and Support: After the data conversion, provide users who will be utilizing QuickBooks with training and assistance. Introduce them to QuickBooks features and functions and give them pointers on how to use the program efficiently. Throughout the transition phase, provide continuing support to handle any queries or problems that may come up, ensuring a seamless implementation of QuickBooks throughout the company.

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

Switching accounting software is a big one that will have a lasting effect on your company. Your record-keeping, reporting, and referencing practices for your finances alter. Data loss or data that cannot be transformed is a constant danger that could eventually cause discrepancies in the accounting records.

In addition to accounting risks, your accounting workflow may be hampered by technical risks such as accurate data mapping, file formats, compatibility with payment and recording ecosystems, etc. Therefore, experience and precision are required to prevent any disparities or inconsistencies in the transformed data. Experts from a professional data conversion service can oversee, manage, and carry out the entire data conversion procedure with ease.

They have a great lot of experience handling the different problems, instruments, or approaches available to resolve the fault that arose during the migration. They also offer post-conversion assistance, program setup, routine follow-ups, etc. When transferring between two software programs, they try to preserve accounting continuity for quicker or more accurate results and tailor your translated data to the particular business. So, some of the reasons why you need an expert to switch from Navision to QuickBooks are mentioned below:

  • Avoid duplicate transactions
  • Seamless Integration
  • Cost-effective Services
  • Save your countless hours.
  • Advanced-Data Security & Protection
  • Better Customization 
  • Data Migration Accuracy
  • Set up new software for enhanced capabilities.
  • Optimize workflow & efficiency.
  • Minimize legal and financial risks.

What should you look for in a QuickBooks conversion process?

What should you look for in a QuickBooks conversion process?
  • Accuracy: Verify that all data is transferred accurately, without mistakes or omissions.
  • Completeness: Confirm that all relevant data, such as transactions, vendor and customer information, and financial records, have been completely converted.
  • Consistency: To prevent inconsistencies, make sure that field mapping and data formatting are consistent.
  • Software Versions: Verify that the QuickBooks and source system (like Navision) are compatible with each other before converting.
  • Data Formats: Verify that the source system’s data export format complies with QuickBooks import specifications.
  • Backup: To avoid data loss, always make a backup copy of your original data before beginning the conversion process.
  • Cleanup: Prior to conversion, clean up data in the source system by eliminating duplicates, fixing mistakes, and standardizing formats.
  • Field Mapping: Carefully map fields from the source system to QuickBooks fields to guarantee that data is accurately categorized and aligned.
  • Customization: Take into account any unique QuickBooks configurations or custom fields that must be set up to correspond with the data format of the source system.

Steps to convert from Navision to QuickBooks Desktop

Get started with your conversion by looking into QuickBooks Online. After joining, create a company profile, fill out any welcome forms, and log in to your QuickBooks Online account. Avoid entering any additional information in this step. Data from QuickBooks Desktop will overwrite current data in your QuickBooks Online during the migration. Before any of your data is overwritten, a warning notice appears on your screen.

Step 1: Execute Payroll Information

Step 1: Execute Payroll Information

Before switching, you should process payroll and pay taxes. Make sure you complete all the necessary information on your current employees and mark any reps who will never work for your firm again as dormant. Nevertheless, QuickBooks Desktop does not need orientation or other personal data. QuickBooks Online needs all of your employee data before you can deal with the payroll.

Step 2: Execute Reports

Run a Balance Sheet and a Profit and Loss Report in QuickBooks Desktop before beginning the conversion procedure. After the conversion is complete, you must audit these reports to make sure all the data was transferred correctly.

Step 3: Make a Data Backup

In the unlikely event that you have to start the conversion process over, you might need to create a backup of your file so you can recover your current data. Click on the file, and then adjust QuickBooks Desktop to a single client. After switching to the single-user mode on your PC, click Backup Company and choose Create Local Backup.

After that, select the location where you want to save your data and then follow the various on-screen instructions to do so.

Step 4: Export the File for Your Company

Step 4: Export the File for Your Company

You are ready to start the conversion now that you have updated QuickBooks Desktop, organized, and backed up your information. Choose the Company Menu from within your QuickBooks Desktop application. After that, choose Product Company File to QuickBooks Online. A prompt requesting your login information to QuickBooks Online will then appear on your computer. To import any stock information, follow the on-screen instructions.

Step 5: Finish the Conversion Procedure

At that point, the conversion starts on its own. According to the size of your file, you can finish the converting process in as little as sixty minutes. If your files are really large, it may take up to 24 hours to complete the procedure. If a “slow prearranging error” appears on your system’s screen, try selecting No to avoid stopping the operation altogether.

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

  • If the original QuickBooks data file is corrupted, it can lead to incomplete or incorrect data being converted.
  • Information may be missing or incorrectly categorized as a result of mistakes made when mapping data fields from the source to the destination format.
  • Duplicate transactions or records may emerge during conversion, resulting in inconsistent data.
  • Errors can arise from trying to convert data from a newer version of QuickBooks to an older one or from using incompatible versions of the software.
  • Faulty financial records could arise from foreign transactions and faulty currency conversion rates if your company deals with many currencies. When past exchange rates are used incorrectly in QuickBooks Online, financial reports can show discrepancies.
  • Payroll data may load erroneously, requiring manual entry and verification. This data includes employee details, payroll items, and prior paychecks. It could be necessary to check or re-enter past tax payments and employee tax data after conversion.
  • There could be a loss of data or functionality if certain features or data types that are supported in one version are not in another.
  • A memory or storage shortage may result in the conversion process failing.

To minimize these errors, comprehensive data validation both before and after the conversion, verification of software compatibility, careful data backup, adhering to a comprehensive conversion guide, and, if needed, professional assistance are essential.


Small and medium-sized businesses frequently choose QuickBooks over Navision (now Microsoft Dynamics 365 Business Central) because of its user-friendly interface, affordability, and simplicity. QuickBooks is user-friendly and easy for non-accounting professionals, with a wealth of accounting functions that require little training. 

Furthermore, QuickBooks guarantees that consumers have access to the newest features and security enhancements through regular upgrades and first-rate customer support. On the other hand, Navision is more complex and usually more appropriate for larger businesses with more complex financial and operational requirements, even if it is very strong and extremely adaptable.

By : May 23, 2024
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