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Convert QuickBooks Pro to Enterprise (Desktop) – Complete Process

QuickBooks Enterprise is a desktop-based accounting and financing management

QuickBooks Enterprise is a desktop-based accounting and financing management software designed to manage your accounting and business needs more seamlessly and effectively. 

Due to the initial learning curve, limited remote access, regular software updates, and additional cost for technical support, many users switch from QuickBooks Pro to QuickBooks Enterprise for better invoicing, payroll or inventory management. QuickBooks Enterprise offers four distinct editions—Silver, Gold, Platinum, and Diamond and each edition tailored to meet the unique business requirements depending on sizes and complexities.

The QB enterprise has the most advanced features as compared to other QuickBooks versions including Pro or Premier. It offers advanced user permissions, enhanced reporting capabilities, bank reconciliation, job costing centers and robust inventory management features, allowing you to track serial numbers, barcodes and manage multiple locations etc. all at one place.

QuickBooks Pro to QuickBooks Enterprise

When it comes to converting from QuickBooks Pro to Enterprise, you may have to deal with crucial data-related issues such as duplicate entries, discrepancies, or inconsistencies. Hence, it is always recommended to hire experts to guide, monitor, and execute the entire data conversion process without any disruptions or accidental data loss.

EBB Checklist: QuickBooks Pro to QuickBooks Enterprise Data Conversion

Below we’re presenting a comprehensive checklist for the users who don’t know how to proceed, what to check or ensure before migrating from QuickBooks Pro to QuickBooks Enterprise. 

  • Operating System Compatibility: Verify that your system runs on Windows 11, 64-bit, natively installed or Windows 10, all 64-bit editions, natively installed to ensure the smooth transition.
  • Database Servers: 
  • Windows (natively installed)
  • Windows Server 2022, Standard and Essentials
  • Windows Server 2019, Standard and Essentials
  • Windows Server 2016, Standard and Essentials
  • Important: Microsoft will no longer provide security updates or support for PCs running on Windows Standard and Essentials Server 2012 and Server 2012 R2 after Oct 10, 2023. Thus, QuickBooks 2024 won’t support Windows Server 2012 and can’t be installed on it.
  • Browser Requirements:

Ensure stable internet connection and use Google Chrome for optimal compatibility during the conversion process

  • Hardware and Operating System Requirements:

QuickBooks Desktop Enterprise requires a 64-bit Windows operating system and won’t run on 32-bit. 

Processor2.4 GHz minimum
RAM (Workstation)8 GB minimum, 16 GB recommended
RAM (Server)1-5 Users: 8 GB10 Users: 12 GB15 Users: 16 GB20+ users: 20+ GB
Disk Space2.5 GB of disk space (additional required for data files). Additional software:Microsoft .NET 4.8 Runtime – 60 MB, provided with the installation files.Intuit Data Protect in QuickBooks Connected Services offerings:Requires minimum 4.0GB RAMTwice the size of the largest file set to back up + 100MB or twice the size to restore. The space is only required from the work folder LocalApplicationData+”Intuit\Intuit Data Protect”.
Note: For the best performance, store your QuickBooks data file on a solid-state drive (SSD).
WindowsWindows North American version.Regional settings are supported when set to English.Administrator rights are required for the server computer when hosting multi-user access.Natively installed and doesn’t need to run in a virtual environment or emulation software.
Optical DriveA 4X DVD-ROM drive is needed for physical CD installations.
Screen ResolutionDisplay optimized for 1280 x 1024 resolution or higher with up to 2 extended monitors.Best optimized for Default DPI setting for a given computer.

QuickBooks Desktop Enterprise 24.0 also supports:

  • Honeywell Voyager 1602g Pocket Barcode Scanner
  • Socket Mobile CHS 7CI
  • Symbol CS3070
  • Software Compatibility:

Microsoft Office: 

  • Office 2021, Office 2019, Office 2016 (including Outlook 2016) both on 32 and 64-bit.
  • Email estimates, invoices, and other forms with Microsoft Outlook 2016-2021, Microsoft Outlook with Microsoft 365, Gmail, Yahoo Mail, Outlook.com, and other SMTP-supporting email clients.
  • Preparing letters requires Microsoft Word 2021, 2019, 2016, or Microsoft 365 (includes 64-bit).
  • Exporting reports requires Microsoft Excel 2021, 2019, 2016, or Microsoft 365 (includes 64-bit).
  • Contact Synchronization with Microsoft Outlook requires Outlook 2021, 2019  (32 and 64-bit), or 2016.

TurboTax 2023 (Personal and Business)

Lacerte 2023

Pro-Series tax year 2023

Quicken 2023, 2022, 2021, 2020, 2019, 2018, 2017, and 2016

QuickBooks Desktop for Mac 2024, 2023, 2022, and 2021

Adobe Acrobat Reader: Business Planner, Payroll, and viewing forms require Adobe Acrobat Reader 9.0 or later.

Payroll and other online features and services require Internet access with at least a 56 Kbps connection speed (1 Mbps recommended).

  • Anti-malware and Antivirus Software:

You are recommended to test QuickBooks Desktop Pro 2024, Premier 2024, and Enterprise 24.0 with the following antimalware and antivirus programs. Also, adjust some settings in these programs to get the best QuickBooks performance.

Antivirus Software

  • McAfee
  • Avast
  • Bitdefender
  • Norton
  • Kaspersky

Anti-malware Software

  • Bitdefender
  • AVG
  • Malwarebytes
  • Spybot
  • Emsisoft
  • McAfee
  • Avast

QuickBooks Pro to QuickBooks Enterprise Data Conversion Process 

QuickBooks Pro to QuickBooks Enterprise Data Conversion Process 

Step 1: Initial Preparation Before Moving from QuickBooks Pro to QuickBooks Enterprise 

Before you transfer your data to Enterprise, make sure to back up your company file. Once you migrate your file to Enterprise, you can’t open it in QuickBooks Pro or Premier.

Backup your company file

  1. Click on File and then select Create Backup.
  2. Choose a safe location for your file, like a different computer or server.

Update your company file

Now if you have a backup of your current company file, it’s time to update your company file to work with QuickBooks Desktop Enterprise.

  1. For this, open QuickBooks Desktop Enterprise and then hover over your company file.
  2. Type the Admin password, then press OK.
  3. Check I understand that my company file will be updated to this new version of QuickBooks, and then choose the Update Now option.
  4. Hit the OK tab to back up your data and follow the on-screen prompts to back up your company file.
  5. Click Yes to update your file.

Prep and Test your Network 

Do check your network setup before moving further. 

Network Options 

There are three ways to set up workstations and servers on your network. Choose the option that works best for your company. Below we’ve presented three diagrams that will illustrate different network configuration, showing workstations and servers with different installation scenarios. You can choose the option that works best for your company.

  1. Client-Server Network 

In this network setup, you have  a central server where you store your company files. You need to install Enterprise on each workstation, or client; these workstations access the company file over the network.

QuickBooks pro to enterprise
  1. Peer-to-Peer Network 

A Peer-to-peer network is similar to a client-server network, having one exception; there isn’t a server. You have to install the QuickBooks database manager and Enterprise on a workstation to share and access the file. You’ll install Enterprise only on the other workstations to access the company file over the network.

QuickBooks pro to enterprise
  1. Remote Desktop Services Network

Remote hosting can be setup in two different ways:

Local Terminal Server:

A local terminal server is a central server on your local network that users can access remotely. You need to install Enterprise and save your company files on this server. 

QuickBooks Desktop Enterprise with Hosting:

Intuit uses Rightworks to power hosted versions of QuickBooks Desktop.

QuickBooks Desktop Enterprise Hosting

Note: You can also store your QuickBooks company file on a Linux server and use Enterprise, running on your Windows desktop client, to access that particular data.

Test your Network Bandwidth

Important: Testing network bandwidth is required for a multi-user environment; for a single workstation installation in which no file-sharing is needed, testing is not much important.

To make sure your network connection is fast enough to run Enterprise solution, follow the steps below on each computer where the software will be installed:

  1. To start, locate a large data file (150 MB or larger) for testing.
  2. Note the size of your test file in megabytes (MB).
  3. Copy your test file from the shared folder to the computer.
  4. After this, write down the time it takes (in seconds) to copy.
  5. Use the following formula to determine your network bandwidth
  • File size (in MB) x 8 / copy time
  • For example 150 MB x 8 / 25 seconds = 48 MB per second (Mbps)

Note: If your bandwidth is 40 Mbps or higher, your connection is configured for optimum performance. However, if it’s less than 40Mbps, your connection will be too slow to run Enterprise. It is advisable to contact your network administrator to learn how to improve your network speed.

Check Firewall and Antivirus Settings 

If firewall and Antivirus software is running when installing QuickBooks Desktop Enterprise, you may be prompted to let QuickBooks components access to the network. These components must be allowed if you’re using QuickBooks in a multi-user environment so that the software can operate properly. 

You are recommended to download the QuickBooks Connection Diagnostic Tool to learn how to manually configure exceptions and ports needed for your firewall software. Here’s how: 

  1. Navigate to the official website of Intuit and locate the download link for the QuickBooks connection diagnostic tool.
  2. Now, wait for the few minutes and just save the file.
  3. After this, run the saved file or QBInstall_toolvs.exe.
  4. Once the installation finishes, click twice to open it. 
  5. Press the “I agree” button to accept the license agreement.
  6. Now, hit the Next tab and choose your QuickBooks desktop version.
  7. Click Continue and follow the on-screen instructions to proceed. 
  8. Select OK when you see the prompt stating, “QuickBooks is ready to try a connection tool and you’ll install this to the default directory”.
quickbooks connection diagnostic tool

Step 2: Download & Install QuickBooks Enterprise 

  1. For this, navigate to the Products & Services Page from your Inuit account dashboard or click here
  2. Now, select your country among US, UK or Canada. 
quickbooks version
  1. Choose the QuickBooks edition  (Pro, Premier, or Enterprise) as per your requirements. 
quickbooks version
  1. After this, go for the latest QB release under the list of products and then click on it. 
quickbooks version
  1. Press Search and you will be directed to the download page for QuickBooks Enterprise Solution 2024. 
quickbooks enterprise
  1. Hit the Download icon from here to start the downloading process. 

Once the download is completed successfully, it’s time to install QuickBooks desktop enterprise on your server. 

Important: If you’re an accountant who hosts multiple versions of QuickBooks Desktop on your network, it is recommended to install them in order, i.e., install the oldest version first and end with the latest one.

  1. Firstly, close all open programs on your server, including the QuickBooks Desktop application. 
  2. Now, locate and access the install file you downloaded named Setup_QuickBooks.exe, and click the Start tab in the installation wizard. 
  3. Follow the on-screen instructions and agree to the terms and license agreement. 
  4. If you’re prompted to select an install type, choose Custom or Network Options. Then press the Next button and avoid clicking on Express.

Note: The Express option can install QuickBooks Desktop over your previous QuickBooks Desktop version, which may be needed for comparison and troubleshooting purposes. 

  1. After this, select the best option for your network setup and then hit the Next tab. Both options can install the Database Server Manager. 

Remember: Your existing company file data won’t be overwritten if QuickBooks Desktop is already downloaded to your server.

  • If you want Database Server Manager and QuickBooks Desktop on your server computer, choose I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing our company file here so it can be shared over our network. We strongly recommend this option.
  • However, in case you only want Database Server Manager on your server computer, select I will NOT be using QuickBooks Desktop on this computer.
  1. Press Yes and Allow access, then enter your unique License and Product number. 
  2. Finally, follow the rest of the instructions appearing on your screen to complete the entire installation process.  
  3. When you’re ready, click on Install.

Note: QuickBooks creates a new Windows user for each Database Server Manager version, i.e., Database Server Manager 2023 shows up as QBDataServiceUser33. 

You need to give QBDataServiceUserXX (XX is the user number) permissions to access the folders having your company files. These users can be seen whenever you set system-level permissions.

Step 3: Configure QuickBooks Desktop Enterprise Solution 

Note: This process can be skipped if you want to use the default settings.

  1. Go to the Windows Start menu. 
  2. Next, type Services in the search box and then open Services.
  3. Choose and open the QuickBooksDBXX service (XX refers to the version number).
  4. After this, hit the General tab and locate the Service status section. Then, press Stop if it’s Started or Running.
  5. Select the Automatic icon from the Startup type.
  6. Navigate to the Logon window and then choose the Local System Account option.
  7. Hover over the Recovery window and click on Restart the Service from each of these drop-down menus named First Failure, Second Failure, and Subsequent Failures.
quickbooks enterprise
  1. At last, go back to the General tab and hit the Start tab to restart Database Server Manager.

Set up your Workstation 

  1. Setup a shared folder on your server.
  2. Install Enterprise on all workstations.
  3. Configure multi-user hosting settings. 
  4. Turn on multi-user mode on the server:
  • Open QuickBooks Desktop Enterprise on the server.
  • Navigate to File, then choose Utilities. 
  • After this, select Host Multi-User Access option to enable multi-user access on your server computer. 

Step 4: QuickBooks Pro to QuickBooks Enterprise Data Conversion

Open the Company File in QuickBooks Enterprise 

After updating your company file (steps mentioned above), now it’s time to open and access it in the latest QuickBooks Enterprise Solution. If you share your company file on a network or server computer, make sure everyone is signed out. Then continue with the following steps: 

  1. Hover over the Start menu then enter File Explorer into the search bar and open File Explorer.
  2. Locate the folder having your company file. It’s usually in your QuickBooks folder. This will look like this: [Your company name].qbw.
  3. Hit a right-click on your company file and then click Copy.hhh
  4. Click right anywhere on your desktop and select the Paste option. 
  5. Open QuickBooks and navigate to the File menu then choose Open or restore company.
  6. Finally, select the company file you copied to your desktop and press Open.

The file location may be the issue if the company file opens up from your desktop. You are recommended to share the new folder if you access your file over a network. 

Set up your Company File and import your existing data 

Create a company file from scratch

  1. Open QuickBooks Desktop Enterprise in the first place. 
  2. Now, select Create A New Company, or navigate to File and then choose New Company.
  3. Click on Express Start.
  4. Follow the on-screen instructions.

Note: To fine-tune your setup process, choose Guided Start. You can ‌ turn on and off the features as per your needs or requirements. 

You can also import data from another software package, which includes

  • Convert from Quicken
  • Convert from Sage (Peachtree) 

Note: Check your company file twice to make sure your financial info is transferred completely and accurately.

Set Permission Lists 

QuickBooks Enterprise has the same interface, experience, and the same features as your previous version and you’ll work in a familiar environment.

Configure lists and User Permissions 

Your lists (vendors, items, customers, etc.) will transfer to QB Enterprise. You won’t have the same limits on your data. For instance, QuickBooks Pro and Premier only allow storage of 14,500 names and list items where customers, vendors, employees, and other names are included. These limits don’t apply to Enterprise solution. Here you can also change the permissions you grant to each user, with up to 30 simultaneous users.

Scan your Company Files 

Once done with setting permissions, now you need to scan your company files. This will help you to access your company files from other computers on your network and allows you and others on your network to work together in QuickBooks Desktop enterprise from multiple computers.

Before sharing your files, you have to scan the folders once holding them. Let’s see how:

  1. To begin with, open the Windows Start menu on the server system (the one that hosts your company files).
  2. Now, enter the Database into the search bar and then open the QuickBooks Database Server Manager.
  3. Hit the Scan Folders tab.

Note: If you’re using QuickBooks 

  1. After this, select the Browse option and then click on the folders that hold your company files (QBW).
  2. Press the OK button when you’re ready.
quickbooks enterprise
  1. Click on the Start Scan icon.

When the scan finishes, the folders display under the QuickBooks Company Files found section. You can now open the company files in such folders from other computers on your network.

Step 5: Set up New Software: QuickBooks Enterprise 

Register the QuickBooks Enterprise Software 

  1. Click and open the QuickBooks Enterprise in your system. 
  2. Now, hit the Help menu icon.
  3. After this, select Register QuickBooks.
  4. Choose the Begin Registration option and then follow the instructions appearing on your screen. 

Activate QuickBooks Desktop 

  1. Open QuickBooks. 
  2. Click on the Help menu. 
  3. Now, select Activate QuickBooks Desktop from the drop-down menu that appears.
  4. Enter the License and Product Information.
  5. Choose the Installation method between a quick installation or a manual installation.
  6. Read and agree to the Terms and Conditions. Then, press Next or Accept to proceed. 
  7. Hit the Activate tab.
  8. After this, you’ll get a prompt “QuickBooks is activated successfully” and you’re good to go. 

Know What you can Convert or What cannot!

Below is a list of what can be moved to QuickBooks Enterprise edition or what not: 

What Can Be Transferred? What Cannot Be Transferred? 
Customer Lists & Transactions
Vendor Lists & Transactions
Inventory Details
Custom Templates & Forms
Account Lists
Employee Lists
Account Balances
Employee profile and contact info
Invoices, Bills, Deposits
Journal Entries
Memorized Transactions
Charts of Accounts Company Information 

Audit Trail History Bank Reconciliation Deleted/Void Items
Multi-currency Transactions/ Credit Card Transactions Paid or Cleared Payroll Checks
Liabilities and tax payments Budgets and Forecasts 

Which kind of potential errors do you encounter during the QuickBooks Data Conversion Process?  

When you try to migrate from QuickBooks Enterprise to QuickBooks Pro, you may notice the error prompt stating, “It looks like something went wrong.” which could be due to the following data migration errors which include: 

  • The company file size is too big to export or exceeds its character limits.
  • Your file may not be saved locally on your system. 
  • QuickBooks enterprise solution in which you’re going to move your transaction data is not updated to the latest release. 
  • The error can also be seen if you’re hosting a file over a network or on a server.
  • You didn’t create a backup of your converted data and the system requirements are not compatible with your new software. 
  • The data is converted from QuickBooks Pro to QuickBooks Enterprise containing some discrepancies and redundancy.
  • You don’t have full administrator rights to access your converted data. 
  • There’s an issue with your QuickBooks desktop inventory when trying to move your data from one software to another.
  • You didn’t export sensitive business data from your software into Excel spreadsheets.
Conclusion:

QuickBooks Pro to QuickBooks Enterprise data conversion involves backing up and updating your company file, downloading the latest enterprise version tailored to your business needs, configuring the QB enterprise solution, converting your data to new software after removing discrepancies, double-entries and inconsistencies. Also, categorizing and transferring your data accurately to the new system. For better understanding and clarification related to the entire migration process, you can connect with professionals to make your transition smooth, seamless or hassle-free and access your financial data in the most efficient manner. 

By : April 1, 2024
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