Upgrading from QuickBooks Pro or Premier to QuickBooks Enterprise allows growing businesses to unlock more advanced accounting and reporting capabilities. The upgrade path is straightforward with proper planning. This guide covers best practices for upgrading your QuickBooks Desktop edition.
Why upgrade to Enterprise?
There are several key reasons to upgrade to QuickBooks Enterprise:
More users: It supports up to 30 simultaneous users compared to just 5 with Pro and Premier.
Higher transaction volume: handles much higher transaction caps before hitting limits.
Better reporting: offers advanced custom reports and dashboards.
Improved workflow: allows for greater customization of forms, workflows, and processes.
Enhanced inventory: has advanced inventory tracking and manufacturing capabilities.
Sales automation includes integrated CRM and sales order processing.
For businesses experiencing rapid growth, upgrading to Enterprise provides the features and flexibility to scale.
Pick an upgrade window
Choose a timeframe for the upgrade during slower business periods or at the start of a new quarter to minimize disruptions. Avoid closing deadlines. Have your accountant provide input on timing.
Backup your company file
Complete a full manual backup of your QuickBooks Pro or Premier company file and verify it restores properly. Save copies of all critical reports and documents.
Install QuickBooks Enterprise
Acquire a license or installation files for the Enterprise version you need. Install it on your main QuickBooks computer alongside the existing Pro/Premier version.
Migrate Customizations
Use the Custom Import feature to bring over lists, templates, custom fields, reports, and other customizations from Pro/Premier to Enterprise.
Switch the company file to Enterprise
When ready, close third-party connections, disable backups, and switch your company file to open in Enterprise. Let Enterprise sync fully before continuing.
Update Preferences
Adjust company-wide preferences and settings in Enterprise to ensure transactions, reporting, and workflows meet your specific needs.
Add users and roles
Leverage the expanded user capabilities in Enterprise. Add new users and import existing users, matching their permissions to old roles.
Retest features and workflows
Thoroughly test forms, reports, and workflows in Enterprise to verify correct functioning post-migration. Tweak as needed.
Clean up residual data
Delete old data and lists that migrated over from Pro/Premier that are no longer needed in the streamlined Enterprise file.
Train your team
Conduct training for your team on new features and workflows in Enterprise. Cover day-to-day changes to minimize productivity disruptions.
With careful planning and testing, you can upgrade editions seamlessly. Follow best practices to unlock Enterprise!
Key Benefits of Upgrading to Enterprise
Upgrading to QuickBooks Enterprise brings major benefits, including:
More advanced inventory
Track inventory quantities across multiple locations.
Maintain a detailed inventory history for reporting.
Create bills of materials for manufacturing.
Set reorder points and stock alerts
Better pricing control
Volume discounts for customers based on order size
Multiple price levels by customer type or product
Manage markdowns or markups on sales items.
Sales promotions like discounts and BOGO deals
Robust Reporting
Interactive graphical reports and dashboards
Scheduled report delivery to stakeholders
Drill-down from summary to transaction details
Add custom fields to any report for deeper analysis.
Streamlined sales processes
Create detailed sales orders to guide order fulfillment.
Integrated CRM and customer profiles
Manage to-dos, calendars, and emails in one system.
Email estimates, orders, and invoices from within QuickBooks
Greater Customization
Tailor forms, fields, and workflows.
Automate workflows for streamlined processes.
Customize terminologies and field names.
Set up role-based homepages and dashboards.
More Automation
Autofill forms based on historical data
Rules-based automation for alerts and notifications
Auto-calculation of amounts, discounts, and taxes
Auto-assistant for suggesting entries
Switching to Enterprise transforms what's possible with QuickBooks!
Preparing Data for a Smooth Upgrade
Follow these tips when preparing your Pro or Premier data for migration to Enterprise:
Clean up old transactions, deleted names, and stale data to simplify migrating data.
Print or save copies of important reports for historical reference before upgrading editions.
Reconcile all bank and credit card accounts to ensure accurate current balances before migration.
Verify the accuracy of all names and accounts in the charts of accounts. Fix mismatched mappings.
Check for unresolved transactions and take care of any data discrepancies or exceptions ahead of time.
Review the transaction history for anomalies. Copy suspect lists to spreadsheets for deeper analysis.
Take a full manual backup of the company file before converting it to Enterprise.
Ensuring clean, organized data in Pro/Premier makes for an easy transition to Enterprise later.
Best Practices for a Smooth Upgrade
Follow these best practices when upgrading to QuickBooks Enterprise.
Pick a slower business period for the cutover to minimize workflow disruptions.
Involve your accountant early in the upgrade planning process. Get their guidance on minimizing accounting snags.
Backup everything—company files, images, reports—before the upgrade occurs.
Install Enterprise New alongside existing Pro and Premier and sync data before fully transitioning.
Develop a comprehensive testing plan and checklist before going completely live in Enterprise.
Expect some learning curves. Budget time for training and getting up to speed in Enterprise.
Leverage Intuit's training resources to ease the transition to Enterprise for your team.
Communicate upgrade plans and timelines clearly to your entire team.
Careful planning and testing are vital for a smooth, headache-free upgrade to QuickBooks Enterprise.
The Path Forward After Upgrading
Once you've upgraded QuickBooks editions, here are some tips for driving ongoing success:
Review new capabilities in Enterprise and apply them to optimize workflows.
Continue cleaning up data and customizing Enterprise to fit your evolving needs after upgrading.
Assess processes that can be further automated or improved using new enterprise features.
Take time to thoroughly test and optimize reporting using the advanced tools in Enterprise.
Consult your accountant on any changes needed to financial processes and reporting after upgrading.
Conduct user training on features that can boost individual productivity in Enterprise.
Consider expanding to integrated enterprise add-on solutions like manufacturing and warehousing.
While upgrading QuickBooks editions takes effort, the payoff is transforming your accounting flexibility and insights to take your business to the next level!
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