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Switching for QB desktop to QB online

sjstock
sjstock Expensify Customer Posts: 7

We are moving from QB desktop to QB online and have several issues:

  1. We have not updated our categories and tags for a long time because of sync issues. We want to get those up to date when we migrate, but we only want the changes in those items to impact transactions going forward. The reason we stopped syncing with desktop was because every time we made a change to a tag or category it would impact old transaction and then employees would have to redo them. I am concerned about this issue when we migrate
  2. If our credit card is also linked to QB online how do we not get duplicate transactions when Expensify also syncs credit card transactions.
  3. I would appreciate any other tips related to getting this installed and functioning smoothly. Thanks!

Best Answers

  • Karisa Latta
    Karisa Latta Expensify Success Coach - Admin, Expensify Team Posts: 144 Expensify Team
    Accepted Answer

    Hey @sjstock ! Thanks for using our Community!

    1) When you need to migrate from one accounting program to another, you can choose to set up separate expense policies in order to control a cutoff date flow. You'll let your employees report on oldPolicy for up to X day. Then, remove all employees from that policy but leave yourself on for report access.

    Any time after that, you can add employees to the new policy to process new reports. Communicating the cutoff date to your team is vital so they understand when to stop processing expenses for a day or so. This flow dramatically minimizes the chance that an employee will have a new expenses with an old category. Otherwise, we normally just advise keeping your original policy and switching connection at any time you are ready to do so.

    2) We have a guide just for that here!

    3) I think addressing 1 and 2 above should get you moving quite smoothly but if you run into any hiccups, just reach out!

    Have an excellent day and let us know if we can help with anything else.

  • John Schuster
    John Schuster Expensify Team Posts: 115 Expensify Team
    Accepted Answer

    Solid questions, @sjstock!

    If we leave our old policy in place and switch over, can we control how far back transactions from expensify are synced to QB online or will it only synced transactions that are dated from the date we first sync?

    By default, we will only start exporting reports from the moment in time that you connected to QBO and onward. However, you can manually export reports that were created previously to when the connection was made.

    Also, once we sync the new chart of accounts, will it impact old transactions that were coded with the old chart of accounts? Meaning if we want to sync transactions dating back to Nov 1, but we sync for the first time on December 15th will we have to go back and recode all of those transactions even if they are using accounts that are also in the updated chart of accounts from the new sync?

    Yes, this can definitely have an impact. Essentially, when you import your current chart of accounts, that list is what we're checking against to see if an expense is in or out of policy. Expenses coded with the current category list will be in policy, while expenses coded with out of date categories will be considered out of policy and will need to be recoded in order to match the current list for export.

  • John Schuster
    John Schuster Expensify Team Posts: 115 Expensify Team
    Accepted Answer

    No problem! I just took a quick look through the community and don't see any explicit instructions, but it's fairly simple. Just navigate to each report that you would like to export, and click the Export button in the top left-hand corner. If you're connected to QuickBooks, you should see an option to export to it.

Answers

  • sjstock
    sjstock Expensify Customer Posts: 7

    Following up on this, if we leave our old policy in place and switch over, can we control how far back transactions from expensify are synced to QB online or will it only synced transactions that are dated from the date we first sync? Also, once we sync the new chart of accounts, will it impact old transactions that were coded with the old chart of accounts? Meaning if we want to sync transactions dating back to Nov 1, but we sync for the first time on December 15th will we have to go back and recode all of those transactions even if they are using accounts that are also in the updated chart of accounts from the new sync? Thank you.

  • sjstock
    sjstock Expensify Customer Posts: 7

    Thank you John for that excellent info. Where can I find instructions for importing expensify transactions into QB online manually? That seems like a great option for us to get caught up on November.