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Jesse Pirocchi
January 3, 2024
Question

Using Desktop for historical payroll data not migrated to Online

  • January 3, 2024
  • 1 reply
  • 0 views

We're in the process of moving from QuickBooks Desktop (with payroll subscription) to QuickBooks Online (with payroll subscription). 

 

We've been using QuickBooks Desktop since 2007, so have many years of payroll data in our file, including for 2023 since we migrated to Online after running our last payroll for 2023. None of the historical payroll data migrated to QuickBooks Online. 

 

I understood this would be the case but thought from the marketing videos that we would be able to access our historical payroll data indefinitely using the Desktop product. In addition, I thought we wouldn't need to maintain subscriptions for both Desktop and Online because that just doesn't make sense, right?

 

Apparently it makes sense to Intuit because I just got off the phone with Desktop support who informed me that both our Desktop and associated Desktop payroll subscriptions need to remain active if I'm going to file our annual tax forms for 2023 and then indefinitely if I want to access historical payroll data.

 

Is this true? We have the historical QuickBooks file on our server. Once we get through the 2023 tax filing season is there a no-cost way for us to look into the historical file for research purposes, especially regarding historical payroll?

 

Thanks!

 

 

 

 

1 reply

J
JamesAndrewM
January 3, 2024

It seems you're encountering difficulties migrating your historical payroll data from QuickBooks Desktop to QuickBooks Online. I understand your concern about accessing your historical payroll data after the 2023 tax filing season. 

 

To shed some light on this matter, let me inform you that QuickBooks Online does not automatically migrate historical payroll data from QuickBooks Desktop. However, if you want to access your historical payroll data after the 2023 tax filing season, maintaining an active subscription to QuickBooks Desktop may be necessary. Alternatively, you can explore options for accessing the historical QuickBooks file on your server without incurring additional costs.

 

You can use the standalone QuickBooks Desktop software to access the historical payroll data without an active payroll subscription. This software allows you to view and research historical payroll information without the need for an ongoing subscription.

 

Know that when moving from QuickBooks Desktop to QuickBooks Online, you may notice differences in how your books appear due to the import limitations. Particular data do not move in QuickBooks Online, including wages. To learn more about the features and data that move from QuickBooks Online to QuickBooks Desktop, refer to this article: Learn how features and data move from QuickBooks Online to QuickBooks Desktop.

 

I'm also adding this article to learn how to import only your payroll info from QuickBooks Desktop Payroll to QuickBooks Online Payroll: Move your QuickBooks Desktop Payroll info to QuickBooks Online Payroll (payroll only).

 

If you have more questions about moving your QuickBooks Desktop data to QuickBooks Online, post them here in the forum. I'll be sure to answer them ASAP! Have a great day ahead!

    R
    Ron619
    January 3, 2024

    This makes no sense - I am trying to switch to QBO from QB Desktop - my desktop subscriptions expire tomorrow...

     

    I assumed I could finish the Q4 payroll reports and W2s in QBO but I can't ? what am I supposed to do? 

     

    Why is the data not imported? what if I need to do a work comp audit next month?

    R
    Rasa-LilaM
    January 3, 2024

    Thank you for visiting the Community again, Ron619.

     

    It's concerning that the historical payroll data didn't migrate to QuickBooks Online as expected, especially during your transition from QuickBooks Desktop to QBO. I'm here to assist you in the best possible way to ensure the completion of your payroll and W2s.

     

    When you move your QuickBooks Desktop (QBDT) payroll data to QuickBooks Online (QBO), there are some information don't come over. These are the following:

     

    • Previous years payroll history isn't moved over.
    • The details behind the transactions don’t convert. For example, the payroll item breakdown and previous year employee year-to-date numbers.
    •  You'll need to setup all work location addresses with physical addresses.
    • EE Schedules
    • Wages
    • YTD balances and info

    Feel free to review this article for detailed information: Learn how features and data move from QuickBooks Desktop to QuickBooks Online.

     

    You'll have to enter tax payments made for prior periods and input the employee’s year-to-date paycheck to complete the year-end payroll and processing of tax forms. I'm here to help ensure the process is a breeze for you.

     

    If the payments are not listed, follow the steps below the track them:

    1. Go to Taxes on the left panel and choose Payroll Tax.
    2. Head to the Payments tab and choose Record tax payments (prior tax history).
    3. Click the Add Payment button and select a Tax Type.
    4. From there, enter the following:
    5. Select Submit payment.

    This reference provides in-depth information about the process, including the steps to edit a prior tax payment: Record tax payments made outside of QuickBooks Online Payroll.

     

    Regarding the paycheck data, enter them in the online payroll services. Here's an article that outlines the complete steps: Add pay history to QuickBooks Online Payroll.

     

    Now that we've tracked the information in QBO, let's start processing the W-2 forms. 

     

    I've included some links below that contains a list of tasks you'll need to accomplish for the year-end filings:

     

    Don't hesitate to leave a comment below if you have other questions or concerns about processing the W2s and other payroll-related activities. I'll be around to assist you further.

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