How to limit the number of years of information when converting from QuickBooks Desktop to Online version

You can use the Condense Data Utility in QuickBooks Desktop (In the menu bar, click File, then Utilities and then Condense Data) to condense company file data.

To do this task:

  1. In the menu bar, select File and then Utilities and then Condense Data.
  2. In the first window of the wizard, select Transactions before a specific date and enter the appropriate date.
  3. Put a checkmark in the checkbox labeled: Optional: Create a report showing which transactions cannot be removed.
  4. Click Next and select the radio button Create one summary journal entry (recommended).
  5. Click Next and select the radio button Summarize inventory transactions (recommended).
  6. Click Next and select the transaction groups you wish to be removed.
  7. Click Next and select the unused list entries you wish to be removed.
  8. Click Next and click the Begin Condense button. BIG NOTE This does not start the Condense: it starts the report.
condensed data1
condensed data1
condensed data2
condensed data2

Few other helpful tips before handling this task and also before converting to QBO:

  • Complete backup of your QuickBooks company file
  • Update QuickBooks (Help menu > Update QuickBooks)
  • Verify and Rebuild Data (File menu > Utilities > Verify and Rebuild Data)
    (do it a couple of times if it’s huge or old file)

How can i import QuickBooks Online into a new QuickBooks desktop version I bought using Google Chrome, NOT Internet Explorer

You must use Internet Explorer to move your company data from QuickBooks Online to QuickBooks Desktop edition.

To export data:
From the home page screen > company gear (upper right corner) > tools > export data

Click on the screenshot below to enlarge it
export overview

The export to desktop provides you with a local copy file that must be opened in desktop within 10 days. Exporting data to QuickBooks desktop edition or creating a local copy has several known issues.

In some cases, it would be better to just start with entering opening balances from Balance Sheet or Trial Balance (if transferring in during the fiscal year).

MUST DO: Print (and download to Excel) all major reports from QBO. Do not forget Sales Tax reports and Inventory related reports if applicable.

Do not forget to CANCEL your QBO subscription. Make sure account is NOT suspended.

Here are some helpful links, you must read (twice) before starting this project:

  1. Save your data to Excel
  2. Export limitations
  3. Convert QuickBooks Online company file to QuickBooks desktop

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How to import a QuickBooks desktop backup company file to QuickBooks Online?

It’s not possible to import a QuickBooks desktop backup file directly into QuickBooks Online.

If you only have a backup and don’t have QuickBooks desktop installed on your computer, you will first need to install a trial version of QuickBooks on your computer.

Follow the steps below:

  1. Download and install a QuickBooks Trial:

Windows Desktop Trial Link: (License # 7482-8847-2621-492 / Product # 204-992)

Mac Desktop Trial Link:

  1. Skip (or exit) the “getting started” interview.

  2. In the QuickBooks trial, choose File > Open or Restore Company to open the backup file. (File > Open Company in Mac)

  3. After it’s restored, take these two steps (also read related articles below)

  • STEP 1 > In QuickBooks for Windows, choose Help > Update QuickBooks.
  • STEP 2 > After the update is complete, restart QuickBooks, choose Company > Export Company File to QuickBooks Online.

Click on the screenshot below to enlarge it
steps to import your data

Then, follow the rest of import instructions:

replace or new


Related articles:
Import into QuickBooks Online from QuickBooks Desktop for Windows

Survival Guide – Import to QuickBooks Online from QuickBooks Desktop

Import into QuickBooks Online from QuickBooks Desktop for Mac


#QuickBooks Online


Can you convert QuickBooks Online (QBO) version to QuickBooks desktop (QBDT) version?

You can, but it comes all kinds of hurdles. It is not recommended at this time.

If you have to, please read these two articles.

If you read the following instructions, it’s clear they have not made new improvements in this area for few years now.

      Detailed instructions ………… Note: You must log in as the QuickBooks Administrator to convert your company file and you must be using Internet Explorer to access QuickBooks Online.

      Lists & Transactions ……….vi Change the Browser Mode to IE8 Compatibility View.