Limitations when converting to QuickBooks

We will transfer the following data to QuickBooks Online

• Customer details
• Supplier details
• Chart of accounts
• Account balances
• Customer balances
• Supplier balances
• Departments information (optional)
• All individual transactions in the conversion period

It’s not possible for Movemybooks to provide custom mappings for any fields.

We only currently convert the core accounting information and not the following types of data:

• Sage archives or backup data that isn’t “open” or “live”
• Sage Cloud (SageOne) Analysis Types (equivalent of departments)
• Budgets
• Stock/Inventory Items*
• Product/Service/Sales Items*
• Sales / Purchase Orders
• Quotes/Drafts/Estimates/Unposted transactions
• Memorised Transactions
• Default nominal codes, payment terms or tax rates
• Templates such as invoice templates
• Timesheets/Time Records
• Payroll and Employee Records*
• Accounts that have never had any transactions
• Deleted or cancelled transactions
• Custom VAT rates (see workarounds below)
• Project data/Job costing*
• File attachments (optional extra on certain conversions)
• Unpaid expense claims
• CIS details (transactions are also unlikely to convert correctly)
• Customers associated with recharge transactions
• Charity fund codes
• Custom fields (invoices/bill/contacts)

*Associated transactions will be converted ie. for a stock item, the purchase payment would be converted but no stock information would be present on the transaction.

The API (by which we send the data to QuickBooks Online) does not yet enable us to set bank transactions as reconciled. All bank transactions will be converted as unreconciled, Reconciling the bank forms part of the post-conversion tasks.

Credit card charge transactions are converted as transaction type Cheque.

Credit Card accounts can only be converted as QuickBooks Online Bank Accounts. Credit card bank feeds may not be available.

Some VAT transactions including those with custom VAT rates, EC VAT or unusual VAT transactions will be converted as closely as possible but are likely to be different. We may use a standard rate of VAT or No VAT and then add an adjustment to correct the VAT amount if necessary. This could result in some boxes in VAT Returns being incorrect even if the Balance Sheet amount to be paid or refunded is correct.

For more information please refer to our post-conversion tasks page and also the VAT Returns Don’t Agree page.

Depending on the system you’re converting from and the transactions present, the conversion may result in some rounding differences due to the way VAT or line amount totals are calculated differently between systems.

FreeAgent allows non-VAT registered companies to enter bank payments with VAT.
For conversions from FreeAgent, we apply the current VAT registration status of the company to all transactions. If the VAT registration status of the company has changed this is likely to cause differences.

If you have multiple Accounts Receivable or Accounts Payable accounts in your QuickBooks desktop chart of accounts, then these will be merged by Movemybooks and sent to QuickBooks Online posted to a single account. QuickBooks Online may split these entries posting to multiple accounts. The result is the overall Accounts Receivable and Payable balances should be correct but the balances in individual accounts may not agree.

If you’re converting from Sage and “Batch invoice” was used to enter invoices, each line will be converted as a separate invoice (irrespective of the reference) as Sage stores the data this way.

QuickBooks Online may have a different rounding scheme to the software system you’re converting from. If the sum of a line in QuickBooks Online is calculated differently to that in the source then the quantity and unit amount will be dropped from QuickBooks Online and only the line total will be converted.

As above, transactions with unit amounts to more than two decimal places will be entered as the line item total.

Payroll and employee records are mentioned in the “What data won’t be converted?” as information we can’t convert. We do try our best to convert the accounting transactions although this isn’t always possible.

If converting from FreeAgent and the Employment Allowance is claimed then associated adjustments or transactions are likely to be aggregated into E’ers NIC. The overall balance in relation to payroll will be correct but individual payroll and NIC accounts may not be correct.

Our software tries to work out what the VAT Codes for each account should be, based on the transactions posted to that account in your data, but you should check and amend them if needed before working in your new QuickBooks company.

Returns for earlier periods may need to be “filed” in QuickBooks, to make sure that old transactions do not appear in the next VAT Return report. You should check the first VAT return you produce in QuickBooks carefully, to ensure that the numbers are as you would expect.

Due to some of the above mentioned workarounds and restrictions it may be that we’ve been unable to allocate payments to all invoices or bills. Balances owing by customers or owing to suppliers will be correct despite the possibility of some invoices not showing as paid. A transaction with journals equivalent of the payment may have been entered but not allocated.