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Home AI News QuickBooks Online Data Conversion: Post-Conversion Checklist

QuickBooks Online Data Conversion: Post-Conversion Checklist

Updated on Oct 25,2025

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Migrating your accounting data to QuickBooks Online is a significant step towards leveraging cloud-based accounting solutions. However, the job isn't finished once the conversion process is complete. A thorough post-conversion checklist is essential to verify the accuracy of the data migration and ensure a seamless transition. This article provides a detailed guide to the post-conversion steps, including important checks and adjustments to ensure your QuickBooks Online file is accurate and ready for use.

Key Points

Run Balance Sheet and Profit & Loss reports to verify balance matching.

Inspect all main lists (Accounts, Customers, Suppliers, etc.).

Correct items converted with single-sided sales prices.

Manually update inventory attributes such as Quantity on Hand.

Address credit note linkage issues following conversion.

Adjust preferences for automatic credit application.

Review imported journal entries, particularly regarding tax and employee names.

Leverage the user guide for comprehensive support during the transition.

Post-Conversion: Verifying Data Accuracy in QuickBooks Online

Initial Steps After Conversion

After receiving confirmation that your data has been successfully converted to QuickBooks Online, it's time to log in and begin verifying the data. This process is critical to avoid errors and ensure your financial reporting is accurate.

The following sections outline key areas to focus on and provide guidance for making necessary adjustments. Ignoring these steps can lead to incorrect financials and operational inefficiencies. Proper attention will save time and resources long-term.

Running Balance Sheet and Profit & Loss Reports

The first and most important step is to run your Balance Sheet and Profit & Loss (P&L) reports within QuickBooks Online. Ensure the balances match those in your original Reckon QuickBooks file. This is a primary indicator of a successful data conversion. Any discrepancies identified here need to be investigated immediately. Compare the reports side-by-side to ensure no figures were lost or altered during migration.

  • If discrepancies are found, investigate potential causes like:

    • Incorrect date ranges: Ensure both reports cover the same period.
    • Account mapping issues: Verify accounts were correctly mapped during conversion.
    • Transaction errors: Check for any transactions that might have been missed or duplicated.

Inspecting Main Lists and Discarded Elements

Open all your main lists within QuickBooks Online: Accounts, Customers, Suppliers, Products, and Services.

Ensure there are no list elements with the name 'DISCARDED' in them. The conversion tool may mark items that encountered issues as discarded.

  • If you find any 'DISCARDED' items:

    • Edit those items.
    • Remove the 'DISCARDED' term from the name.
    • Resolve any underlying issues that prevented them from converting correctly. Addressing these will ensure complete data visibility.

Addressing Two-Sided Item Conversions

The conversion process treats two-sided items (items that you both purchase and sell) as one-sided items with a sales price only. To correct this, you'll need to add the cost price for each item after the conversion is complete. This is a necessary adjustment to accurately reflect your cost of goods sold (COGS) and gross profit margins.

  • To add the cost price, navigate to:

    • Lists > Products and Services List.
    • Edit the necessary items and include the cost price. Correcting the cost will allow for profit reporting.

Inventory Values and Quantity on Hand (QOH) Adjustments

Current values of your inventory items or 'stock' will not migrate through the conversion tool.

This is a critical point to be aware of.

  • Migration of inventory attributes like Quantity on Hand (QOH) is currently not supported.

    • You'll need to manually update these values in QuickBooks Online.
    • Navigate to the Products and Services list.
    • Edit each inventory item.
    • Enter the correct Quantity on Hand value as required. Not updating the QOH will lead to inaccuracies in inventory tracking and reporting.

Handling Custom Fields and Sales Forms

Any custom fields you have on your Reckon QuickBooks sales forms won't migrate to QuickBooks Online. Be sure to customize these forms in QuickBooks Online before transacting with customers or suppliers. Recreating these forms to make sure your custom information is captured and presented correctly.

  • To ensure continuity, document your custom fields and recreate in QuickBooks Online, including:

    • Company tab > Preferences.
    • Customize QuickBooks Online for your company, including activating important functionality such as Purchase Orders, quantity/rate tracking, time tracking, etc. Setting these preferences ensures all key functionalities are activated in the new environment.

Navigating Credit Note Limitations Post-Conversion

Resolving Unlinked Credit Notes

A notable limitation of the data conversion tool is that credit notes linked to invoices (either on the customer or vendor side) become unlinked.

This requires manual intervention to re-establish the links within QuickBooks Online.

  • You can relink the credit notes by accessing Company Preferences in the QuickBooks Online.
  • Select Sales Form Entry and Apply Credits, and check the box off. Do this on the customer and supplier side. Doing this will greatly improve account accuracy.

Editing Account List Elements with EXISTING Flags

Step-by-Step Guide

Following the data conversion, you might encounter accounts in your Chart of Accounts flagged with an 'EXISTING' prefix. This indicates the account already existed in QuickBooks Online before the import.

  • Step 1: Navigate to the Chart of Accounts: From the QuickBooks Online dashboard, go to 'Company' and select 'Chart of Accounts.'

  • Step 2: Locate the Account: Scroll through the list to find accounts with the 'EXISTING' prefix.

  • Step 3: Edit the Account:

    • Highlight the account.
    • Click the 'Edit' button.

  • Step 4: Remove the Prefix: In the account information screen, remove the 'EXISTING' prefix from the account name.

  • Step 5: Save the Changes: Click 'Save' to update the account name. This clears the account names for future use.

Post-Conversion: Assess the Data Conversion's Pros and Cons

👍 Pros

Provides data checks to verify all data was accurately transitioned during conversion.

Includes tips for inventory value updates.

Details the steps for credit note linking.

Guides on addressing the issues the conversion may cause.

👎 Cons

The conversion process is more complex.

It requires a solid understanding of both QuickBooks versions.

Inventory values do not migrate automatically.

Custom fields and sales forms might need to be reconfigured.

Frequently Asked Questions

What reports should I run immediately after converting to QuickBooks Online?
Run your Balance Sheet and Profit & Loss (P&L) reports. Compare these directly with the same reports from your Reckon QuickBooks file to verify the accuracy of the data conversion. Pay close attention to total assets, liabilities, equity, revenue, and expenses.
How do I handle inventory after converting to QuickBooks Online?
The current values of your inventory do not automatically migrate. You will need to manually update the Quantity on Hand (QOH) for each inventory item in the Products and Services list. This ensures your inventory tracking is accurate from the start.
What should I do with accounts marked as DISCARDED?
Edit these accounts, remove the 'DISCARDED' label from the name, and resolve any underlying issues that prevented them from converting correctly. This ensures all your accounts are active and usable.
Why aren't my credit notes linked to invoices after the conversion?
Due to limitations with the conversion tool, credit notes linked to invoices become unlinked during the process. Go to company preferences under company and go to sales form entry and apply credits and check the box off.

Related Questions

What are the common issues encountered during QuickBooks Online data conversion?
Common issues include: Balance discrepancies between reports. Incorrect mapping of accounts. Two-sided items converted as one-sided. Loss of inventory values and QOH. Unlinked credit notes. Missing custom fields. Employee paychecks appearing as journal entries. Addressing these issues systematically ensures a robust QuickBooks Online setup.
How do I customize sales forms in QuickBooks Online?
To customize sales forms, navigate to: Company tab > Preferences to customize QuickBooks Online for your company, Be sure to customize these forms in QuickBooks Online before transacting with customers or suppliers.
What does the User Guide recommends I do regarding inventory and stock levels?
The user guide for QuickBooks Online data conversion emphasizes that current inventory or “stock” values do not automatically migrate during the conversion process. Specifically, inventory attributes like Quantity on Hand (QOH) are not supported for automatic transfer to QuickBooks Online. The user guide indicates that you need to manually update these values in QuickBooks Online. Manual Value Updates: You will need to manually update these values in QuickBooks Online to reflect your accurate stock levels.
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