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How to Mac for QuickBooks to QuickBooks Online

10.19.2009 · Posted in Home and Garden Articles

Several months ago Intuit, the manufacture of QuickBooks, released a new version of QuickBooks Online that runs with the Safari web browser. This new version of QuickBooks presents a multiuser alternative for existing users of QuickBooks in a Mac environment, as well as future users of QuickBooks for Mac. It is now possible for Mac QuickBooks users to run multiuser versions of QuickBooks for a reasonable monthly price, and have unattended backups and software updates included in the monthly price.nnIn addition to the compatibility with Safari, QuickBooks Online has been optimized to work with the iPhone. The iPhone app is a read only application, however some added options exist for vendor,customer and certain employee information as well as the ability to create and send invoices. Also, there is another benefit for Mac users of QuickBooks, namely,there is no longer a wait for updates to the Mac version of QuickBooks.nnIt is relatively easy and straightforward to install QuickBooks Online (without the need to convert QuickBooks for Mac files to QuickBooks online files). However, it gets somewhat complicated when you need to convert an existing QuickBooks Mac file to a QuickBooks Online file. Intuit does a fairly good job of making the online installation easy.nnManually converting your QuickBooks for Mac file to QuickBooks Online is not that difficult, as long as you carefully follow the instructions and generally takes about 30 minutes. You cannot directly convert your QuickBooks for Mac file to QuickBooks Online. There is an intermediate step that requires you to convert your QB Mac file to a QB Windows file and begins with the drop down menu in QuickBooks Mac. The process begins, by selecting the File menu and then selecting Back up to QuickBooks for Windows within the QuickBooks for Mac software. Upon completion of this process, the file is sent to QuickBooks and you receive a notification when the process for converting the QuickBooks Mac to QuickBooks Online is completed. Initially, I was surprised to observe that this process is performed at the Intuit level rather than in real time. A suggestion to facilitate this process, is that in the event you do not receive timely notification of completion from Intuit, I suggest that you contact tech support and ask them to look into the status of your conversion and request that they expedite it for you. Generally, when I have called tech support, and they are very accommodating. They will facilitate the process, although they generally do not give any time guarantee and attribute the potential delay to their busy servers.nnThe manual conversion process takes almost 30 minutes (not including the subsequent Intuit conversion) and my Mac clients have been pleased with QBO.Unfortunately, one client was disappointed that the vendor type classifications are not available with QuickBooks Online. I was able to confirm this shortcoming with QuickBooks support and they suggested the following workaround. To use one of the fields in the vendor profile as the vendor type. So far, my clients are happy to have multi-user access, the ability to work from anywhere with automatic backups free software updates, even with the slower performance speed that results from a web connection.nnA couple of words of caution, the first is that QuickBooks Online, does not offer extensive inventory applications with comprehensive features ordinarily included with the desktop versions and the second, that the conversion may require the services of your accountant or CPA or a Certified QuickBooks ProAdvisor to affect a smooth and orderly transition to the QuickBooks Online platform.nnAs long as you understand up front the limitations of QBO, then you should find the QBO platform acceptable and more importantly, a helpfully financial tool to run and monitor your business.

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