Updating your QuickBooks company files to the latest version is important to gain access to new features and improvements. While upgrading company files takes planning, the right approach can make it painless. Here are the best practices to update your company files and users to a new version of QBS Desktop or Online.
Why Update to a New QuickBooks Version?
There are compelling reasons to update your QBS to the latest version:
Get new features: New versions add handy capabilities like improved bank feeds, better mobile access, more custom fields, and more.
Enhanced stability: Upgrades fix bugs and optimize performance to avoid headaches.
Improved security: Updates often include security patches and enhancements.
Access to support: Intuit provides better support for recent versions than older ones.
Maintain compatibility: new OS, browser, and integration versions may require a more up-to-date QuickBooks.
While updating takes some effort, the benefits are substantial enough to make it worthwhile.
How to Update QuickBooks Desktop Company Files
Here is a step-by-step process for smoothly updating QuickBooks Desktop company files:
1. Pick an update window
Choose a timeframe for the update when business is a little slower to minimize workflow disruptions.
2. Review new features and changes
Get familiar with the improvements in the new version so you can take advantage of them.
3. Backup your company files
Complete a full manual backup of your existing company files and data as a precaution. Verify it.
4. Install the new version
Acquire the latest QuickBooks Desktop version and install it alongside the old version for now.
5. Open the Company File in the New Version
Launch the new version, and use the Open or Restore command to open your company file within it.
6. Verify company file compatibility
Double check that all features, data, and customizations migrated correctly to the new version.
7. Switch users over
Once you’ve validated the company file, have all users begin running the new version.
8. Adjust preferences
Tweak company preferences and settings in the new version to meet your workflow needs.
With careful preparation and testing, you can transition company files to new QuickBooks Desktop versions seamlessly.
Updating QuickBooks Online Company Files
The process for updating QuickBooks Online company files 2023 to the latest version is straightforward:
QuickBooks Online updates automatically happen behind the scenes, so no installation is needed.
Review the release notes and new features so you can leverage them.
Make sure user permissions are set appropriately before major feature updates.
Switch between the old and new UIs to re-verify workflows before fully transitioning.
Tweak company settings in the new version as needed.
Overall, the mostly automatic update process makes transitioning QuickBooks Online company files to new versions simple.
Preparing Your Data for a Smooth Update
Follow these tips to ensure your company file data is ready for transitioning to a new QuickBooks version:
Review and run key reports from the old version for historical purposes.
Clean up unused names, accounts, and old transactions to simplify the data.
Reconcile all bank and credit card accounts to have accurate current balances.
Confirm that names and accounts are all properly linked before importing lists.
Check for unresolved transaction discrepancies and handle them.
Verify that employees, vendors, and inventory items are structured optimally.
Take a full manual backup of the company file before updating.
Review the transaction history for anomalies before the conversion.
Putting your data in order ahead of time will enable a smooth transition to the new version.
Best Practices for Updating Company Files
Follow these best practices to help ensure a seamless, headache-free company file update:
Review the release notes so you understand the new features and changes.
Time the update for slower business periods to minimize workflow disruption.
Involve your accountant for input on the optimal update strategy.
Backup everything—company files, images, reports—right before updating.
Update QuickBooks Desktop on the main "server" computer first, then other machines.
For desktop, install the new version side-by-side with the old and sync data before switching fully.
Develop a comprehensive testing plan and checklist before going live with the new version.
Make a checklist of configuration settings to review after migrating the file.
Expect some learning curves. Budget time for you and your employees to get up to speed.
Careful planning is vital for a smooth company file update in QuickBooks. Following best practices removes headaches and accelerates post-update proficiency.
Getting Up to Speed After Updating
Once your QuickBooks company files are updated, here are some tips to get up to speed quickly in the new version:
Review new features and how they can help your workflows. Prioritize learning the most useful ones.
Attend live or virtual training classes to better understand the major changes.
For desktop updates, leverage the Quick Start Center tutorial.
For online updates, use the interactive tour and Sandbox environments to test changes.
Create an ongoing tips sheet of questions, shortcuts, or techniques for reference.
Designate “experts” on your team to learn features more deeply and train others.
Meet regularly when updating to discuss workflow tweaks to optimize for new features.
Contact Intuit Support if you have unanswered questions or run into issues.
While updating QuickBooks takes a bit of work, taking time to learn the new features will help you maximize productivity and take full advantage of the latest capabilities.
The Path Forward After Updating
Updating your QuickBooks company files and users to the latest version positions your business for success. You gain access to new capabilities that can improve accounting efficiency and provide more insightful reporting.
Be proactive with the following steps after updating:
Review and modify workflows to take advantage of new shortcuts and features.
Tweak company preferences and settings to fit your processes.
Clean up lingering old data that has carried forward.
Update to the newest integrations, apps, and browser versions supported.
Train staff on relevant new features to improve their productivity.
Identify ways to streamline reporting or workflows using new tools.
Consult your accountant on changes impacting financial reporting.
While updating QuickBooks requires some effort, staying current provides a smoother accounting experience and valuable new capabilities. The temporary hassle pays big dividends!
Comentários