We respect the security requirements of all our customers, including customers that have their QuickBooks Desktop applications installed in their secure or hosted environment.

The security of our customer’s data is our priority. InterWeave is hosted in a PCI compliant (level 2) environment and our architecture guarantees the full isolation of every customers data in our community servers. You also have an option of dedicated servers if you require it. There are two elements of the connectivity from our cloud-based servers to your QuickBooks Server.

(1) Runtime connectivity

We use the QODBC driver (part of QuickBooks Enterprise package) to connect to your QuickBooks. You can look at https://qodbc.com/supportfaq/ to get your self familiar with the driver. We need one port (recommended default port is 4500, but you can use any other port of your preference) opened for inbound and outbound secure (encrypted) communication (TCP). We will be connecting from one or two servers from our environment. IP addresses of these servers must be whitelisted in your firewall and a port forwarding rule to your local server must be created.

(2) Installation and managing your connection

2.1 You will create integration user in QuickBooks named interweaveQR (or with any other name) with Full Access role. The role can be changed as needed later.

2.2 You will create custom field AccountID in QuickBooks Customer or Vendor object. If you are planning to integrate Account Receivable section of QB, the custom field must be active for Customer. If you are planning to integrate Account Payable section of QB, the custom field must be active for Vendor as well.

2.3 If you do not have QODBC driver installed during your QB installation, you will install QODBC Driver (see https://qodbc.com/how-to-install-qodbc/ ). If you have QODBC driver installed, please make sure that it is updated to the lates version of the driver.

2.4 You need to create the DSN (Data Source Name) in QODBC on your server using driver “QODBC Driver for QuickBooks” (see Pic. 1). Please create 32-bit System DSN (not User DSN!). Please send us the name of DSN you’ve created.

Very important! Please turn the Optimizer option off for the DSN used for the InterWeave.

2.5 You need to connect to your QuickBooks company file(s) using the documentation from https://qodbc.com/connecting-to-quickbooks/. Please use DSN created in 2.4 and QB user created in 2.1 during your connection process.

2.6 For remote connectivity, you need to use the QRemote server component of the QODBC driver – see documentation in https://qodbc.com/using-quickbooks-remotely/. If you need assistance – we can provide a zoom session during which you’ll be setting up the connectivity. You will also be managing QuickBooks connectivity in the future using the documentation of the QODBC driver and InterWeave. To access the InterWeave Knowledgebase, go to https://help.interweave.biz/docs-category/knowledgebase/. For more in-depth documentation, an InterWeave Support Agent can assist you with password creation for access.

2.7 We can also help with installing the QODBC based connectivity on your QuickBooks server. For this, we need to be provided with the direct RDP access to your QuickBooks server from the two or three IP addresses in InterWeave. These addresses must be whitelisted in your firewall and port forwarding rules created. Alternatively, we can use LogMeIn client to access a QB server (LogMeIn invitation must be provided). That access can be removed after the installation process is finished.

VERY IMPORTANT! We do not support any VPN based connectivity or MFA mechanisms that require installing components in our production environment. This is the violation of our security policies and cannot be used.

We can also fully manage your QODBC connectivity issues. In this case, the access is documented in the section 2.7.

As an alternative option, if you are interested, we can help you to move your QuickBooks Desktop to our hosting partners where you’ll be in the fully secure environment. The integration is setup by the partner and the connection is monitored by InterWeave.

2. Buy new QODBC Driver license (CD Key) if your current QODBC Driver license older than new QB version (e.g., QODBC Driver version is 2021 and new QuickBooks version is 2023). (Note: please talk to Bruce regarding the new license purchase)

3. Stop all integration flows before the upgrade

4. Let us know the QB upgrade is done to:

4.1 Schedule QB reconnection meeting if we have no direct RDC remote access to your QB server

4.2 Provide a date/time when QB can be switched to single user admin mode if we have RDC remote access to QB server and QB admin access to company file.

5. We will reconnect to QB company file (it will require QB admin password and switching QB into a single user admin mode for 30-40 minutes)

6. Wee will test new connection and restart integration flows

After you have finished installing your new version of QuickBooks. To ensure your user experience goes smooth, please complete the following steps when first using your new software the yellow welcome banners need to be dismissed.

Log in each QB user one time in each company file

Your company file will likely not be listed on the initial screen. Select the option to open/restore a company file, select the option to open a local file and click next. In the File Explorer window that appears, click the computer in the left pane, open the folder and select your company file (greenish-yellow icon, ending in QBW) and click open.

Enter the name and password of the QB user and logon to the company file QuickBooks will prompt you to update your company file to the new version. Please note, you will no longer be able to use your file on the old version of QuickBooks after the update. Please follow any prompts to backup and update your company file. Please save your backup to C:\Cloud Files to keep it with the rest of your data.

Once you have updated and the file opens, click one of the yellow banners to dismiss the bubbles

Click the “X” on the yellow bar that appears on the right-hand side.

Close the Company file.

Repeat steps1, 2, and 4-6 for each company file you will access. Also, each QuickBooks user will have to follow the procedure for each company file.

Evaluate Your Data:
Review Transactions: Examine your historical transactions in QuickBooks Desktop. Identify any data that you need to bring over to QuickBooks Online.
Prioritize: Focus on essential data such as open invoices, unpaid bills, customer and vendor details, and account balances.

Export Data from QuickBooks Desktop:
Company File Export: In QuickBooks Desktop, go to “Company” and select “Export Your Company File to QuickBooks Online.”
Choose Data to Export: You can select specific data ranges or export everything.

Data Cleanup:
Remove Duplicates: Before importing, clean up any duplicate entries in your data.
Reconcile Accounts: Ensure all accounts are reconciled in QuickBooks Desktop before migration.

Import Data to QuickBooks Online:
Sign In: Log in to your QuickBooks Online account.
Import Data: Go to “Settings” > “Import Data” > “QuickBooks Desktop.”
Follow the Prompts: QuickBooks Online will guide you through the import process.

Review and Adjust:
Check Balances: Verify account balances, customer balances, and vendor balances.
Reconcile Again: Reconcile accounts in QuickBooks Online to ensure accuracy.

Historical Reports:
Custom Reports: Create custom reports in QuickBooks Online to match historical reports you used in QuickBooks Desktop.
Save Reports: Save these reports for future reference.

Preparation for migration

There are a few steps to take before you start the conversion process to ensure your information migrates properly. Follow the steps below to make sure everything is ready to migrate.

1. Back up your company file

In QuickBooks Desktop, it’s good practice to back up your data regularly. In QuickBooks Online, your data is stored securely in the cloud—there’s no need to back up manually.

To back up your data before you migrate, follow these steps:

1. 1. If you’re currently in multi-user mode, go to the File menu, and select Switch to Single-user Mode.
   2. Go to the File menu and select Create Backup…. Then select Local backup.
   3. In the window, select Local Backup and then Next.
   4. In the Local Backup Only section, select Browse, then select where you want to save your backup company file.
   5. Set the number of backups you want to keep – this is optional.
   6. A test runs to ensure your backup file is correct before you save. If you encounter any issues, see our Troubleshooting section.
   7. Select OK when you’re ready to proceed.
   8. Select Save it now and Next. A confirmation message displays when the backup completes.

Backups can be run manually, as above, or automatically. Review our article to learn about the different ways to back up your data.

2. Update QuickBooks Desktop

Ensure QuickBooks Desktop is up-to-date before you begin migration by following these steps to download and install the latest updates for QuickBooks Desktop:

1. 1. If you’re currently in multi-user mode, go to the File menu, then select Switch to Single-user Mode.
   2. Select Help, then Update QuickBooks Desktop…
   3. Select Update Now.
   4. Select Get Updates, then Close.
   5. Select File, then Exit.
   6. Restart QuickBooks Desktop.
   7. If you have payroll, run it now.

3. Check your Total Targets

Next, check your number of Total Targets. In QuickBooks Desktop, press Ctrl+1 to open the Product Information window. Your number of Total Targets is displayed in the File Information section.

If the Targets number is over 700,000 for Canada and over 500,000 for the UK and South Africa (ZA) then you are only eligible for a list and balances conversion, which can be done through our support articles.

4. Remove Ministere du Revenu (companies outside of Quebec only)

1. 1. Navigate to Suppliers, then Supplier Centre.
   2. Identify Minsitere du Revenu.
   3. Open the supplier.
   4. Navigate to Sales Tax Settings.

5.Uncheck all boxes.
6.Mark the supplier as inactive.
7.Click OK to close the window.

5. Turn off payroll in the QuickBooks Desktop file

Important: To avoid payroll issues, post migration it is recommended to turn payroll off in the QuickBooks Desktop file prior to starting the migration.

1. 1. Select Edit, then select Preferences from the dropdown menu.

The Preferences window displays.

2.Select Payroll & Employees from the left-side menu bar.
3.Select the Company Preferences tab in the Preferences window.
4.Select the No payroll option.

6. Save your Sales Tax Liability report

Save or print a copy of your Sales Tax Liability report. You’ll need it to enter adjustment entries after you migrate. Follow these steps:

1. 1. Go to the Reports menu and select Suppliers & Payables.
   2. Select Sales Tax Liability.
   3. From the Dates dropdown, select All.
   4. At the top, from the Print dropdown, select Save as PDF.
   5. Choose the folder you want to save it in, name the file, and select Save.
   6. After you’ve saved the file, you can print it if you’d like a hard copy.

7. Export your reports and lists

Note: Exporting your reports and lists is optional, and generally only needs to be done if your company has in excess of 700,000 targets. Otherwise, you can skip to Create a QuickBooks Online account.

Exporting your lists before migrating saves you from having to set up the items from your lists one-by-one when you start using QuickBooks Online. Follow these steps to export your reports and lists from a QuickBooks Desktop company:

1. In QuickBooks Desktop, go to the Reports menu and select Report Centre.
2. Find and open any report.
3. Select the desired date range from the Dates dropdown menu.
4. Select Excel on the toolbar. You can also select Print or Email to save the report as a PDF.
5. From the Excel dropdown, select Create New Worksheet to create a new Excel workbook or to update an existing workbook with the data in the open report, select Update Existing Worksheet.
6. Select Export and locate the workbook on your computer.
7. If you want to format the data a specific way, select Advanced – this is optional.
8. If you see a message that says your report has too many columns, select Advanced. Select and uncheck the Space between columns checkbox, then select OK.
9. Select OK when you’re ready to export.

Repeat these steps for each report or list you’d like to export

https://www.youtube.com/watch?v=lwc-tkmYC3UCreate

your QuickBooks Online subscription so that you are ready for the migration process. Review the list of options to select the appropriate plan, and review our system requirements before you start to make sure you have what you need for the best QuickBooks Online experience.

Important: You can only move a company file within 60 days of signing up to QuickBooks Online, so ensure you’re ready to convert within that timeframe when you subscribe.

When you’re prompted to sign in, use the same credentials you used to sign in to your QuickBooks Desktop account. Can’t remember it? You can easily reset your QuickBooks Desktop password.

Don’t set up your QuickBooks Online company just yet—we’ll do that in the next step.

How to migrate your data

You’re ready to export your Desktop file to QuickBooks Online. Follow the steps below depending on the edition of QuickBooks Desktop that you use.

Note: You’ll need to use a trial version of QuickBooks Desktop to convert your file if you’re using a version older than 2017.

QuickBooks Desktop Pro or Premier

1. In QuickBooks Desktop, log in as an admin to the company file you need to import.
2. Go to the Company menu, then select Export Company File to QuickBooks Online.
3. Select Get started.
4. Click Select destination, then sign in to your QuickBooks Online account.

QuickBooks Desktop Enterprise

1. In QuickBooks Desktop, log in as an admin to the company file you need to import.
2. Press F2 to open your product information.
3. While your product information is open, press CTRL+B+Q then select the OK button at the bottom of the product information page to begin.

If you track inventory in QuickBooks Desktop:

1. Select Yes to bring them over, then specify the starting date
2. Select No if you want to set up new items later in QuickBooks Online
3. When the conversion is complete, we’ll send you an email. Select the Complete your setup button in the email.
4. Sign in to your QuickBooks Online account.
5. Choose the company file you want to open.

The QuickBooks Online dashboard opens.