How to Fix Problems Converting QuickBooks Desktop to Online

When you move QuickBooks Desktop to QuickBooks Online, you might run into errors like:

The errors often mention the underlying cause for the problems converting QuickBooks Desktop to Online. In this blog, we will provide you with clarity into these errors and tell you how to fix them. Alright then, let us begin!

Why Do You Run into QuickBooks Desktop to Online Migration Problems?

There are several reasons why you see an error when converting from QuickBooks Desktop to Online, such as:

• The QuickBooks software might be outdated and lacks the latest updates.
• There might be data issues or corruption in the company file
• Your company file might be too large and exceed the maximum number of targets allowed for your QuickBooks Desktop
• The company data you are trying to export might be on a network or external drive instead of the local disk
• You might be exporting QuickBooks Desktop to Online while you are in multi-user mode
• The company file folder might be too deep, such as more than four folders deep
• You might no longer be subscribed to the QuickBooks company file, or it may be more than 60 days after the subscription.
• QuickBooks Desktop to Online conversion might fail more often on Mac if you haven’t updated to the latest release.

Now you have an idea about the reason for QuickBooks Desktop to Online Migration Problems, let’s see how to fix it.

Troubleshooting Problems Converting QuickBooks Desktop to Online

In this section about troubleshooting problems converting QuickBooks Desktop to Online, we have covered various errors.

Below the error message, we have discussed why you run into this particular error and what you can change to get rid of it.

Therefore, scroll to the error message that you see on the screen and follow the instructions given there.

Error: Please delete all employees already entered in QuickBooks Online

In case the employees are linked to year-to-date history, payroll items, and payroll setup, QuickBooks Online won’t be able to replace the employees when you convert to it from the desktop version. Therefore, it gives the following error message:

You can’t delete an employee with paychecks or pay history when moving to QuickBooks Online. Therefore, what you need to do is create a new QBO company without a payroll setup before you can transfer data to it.

Error: Your file is too big to export

QuickBooks Desktop allows a maximum number of targets for it to be fit to be able to move to QuickBooks Online.

Take a look at how many targets each QuickBooks Desktop edition allows, depending on their release year.

Now, if your company file has more targets than the above limits, you will get an error message stating:

To check the number of targets for your company file, launch QuickBooks Desktop, sign into the company file, and press F2 or Ctrl+1 (Command+1 in Mac) keys on your keyboard.

This will open the Product Information window, where you can see the number of targets in your company file. If the total number exceeds the allowed limit, you will need to condense your company file before you can convert to QuickBooks Online.

Error: There was a problem checking this company for import eligibility

QuickBooks might not be able to check the company file for import eligibility, which may give rise to problems converting QuickBooks Desktop to Online. Here are some common reasons why this happens:

• You might not have signed up for your QBO account before moving data to it.
• A reason could be that you haven’t answered the interview questions with QuickBooks Online.
• You might not be an accountant, primary admin, or company admin in the QBO company.
• There might be an issue with the QBO Payroll account services.
• You might be moving data to QuickBooks Online after 60 days after starting your QBO subscription.

Note: In case you signed up for QuickBooks Online more than 60 days ago and yet haven’t imported data, you can’t do it now. You will need to cancel the old subscription and start a new one.

However, if it has been less than two months since you subscribed to QBO, here is what you can do:

• Login to QBO company and complete the setup questions if you haven’t done so yet.
• If you haven’t subscribed for a QBO account or set up your QuickBooks Online account, do that.
• Log in with your primary admin, company admin, or accountant account when converting QuickBooks Desktop to Online.
• If the error still persists, try saving the company address again.

This should resolve the error when transferring QuickBooks Desktop data to Online.

Error in processing data for QuickBooks Desktop for Mac

If you haven’t installed the latest release available for QuickBooks Desktop for Mac, you will see the following error:

To fix the error, here is what you can do:

• Check for QB Updates, install them, and then restart QuickBooks.

However, if this doesn’t help, verify and rebuild the company file to resolve data issues.

Error: We can’t export your data. It may be on a network drive

QuickBooks will fail to export the data to the Online version if the company data is on a network drive or external drive instead of your local disk and show the following error message:

This might also happen if you are accessing the company file in multi-user mode. Let us show you how you can fix it in simple ways.

• Find where your company file is located and copy it to the local disk. Now launch QuickBooks Desktop and open the company data file.
• If you are in multi-user mode, open the file menu and select the option to Switch to single-user mode.

Now, you are all set to export your company data to QuickBooks Online.

Export QBDT data to QBO: ERROR

QuickBooks won’t be able to export the company data to the online version if the company file path is too long, specifically saying it is more than four folders deep. For instance, a company file path like this is too deep:

C:\My Stuff\QuickBooks files\My Company\2016\Work Files\data.qbw

To resolve this, close QB Desktop, copy the company file to a new folder that is just one or two folders deep, and then open it from there in QuickBooks.

Now, try to export and check if the problems converting QuickBooks Desktop to Online are resolved.

Error: FAILED

If QuickBooks simply says it failed when transferring Desktop data to Online, this might be because your QuickBooks Desktop is outdated.

Therefore, update your QuickBooks Desktop and then try moving to QuickBooks Online.

Error: You can’t import because the QuickBooks Online company has been canceled

If you no longer have a subscription to QuickBooks Online company, you will see the following error:

Here is how you can resubscribe before converting QuickBooks Desktop to Online:

• Open QuickBooks Online and log in to your company.
• Now, navigate to Settings, followed by Account and Settings, and then Billing & subscription.
• Tap on Resubscribe or Subscribe (in case you are logged into a trial company).
• Finally, type in the billing info.

This will resolve the error, and you can export your QuickBooks Desktop data online.

Error: FAIL Server returned error 500

You might see the following error when converting QuickBooks Desktop to Online if QBO servers are under temporary maintenance, technical glitches, or network congestion.

This is a temporary issue and might be resolved with time. Therefore, wait for some hours before you export the company file to QuickBooks Online.

Conclusion

This was all on how to resolve problems converting QuickBooks Desktop to Online. You should be able to fix all these errors and export your QBDT data.

However, if the error message you face isn’t listed here, or you continue to struggle with the conversion, speak to a QB expert. Connect with a QuickBooks expert at +1(855)-738-0359!

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Kate Churchill

Kate is a certified public accountant (CPA) with expertise in various accounting software. She is technically inclined and finds passion in helping businesses and self-employed people carry out bookkeeping, payroll, and taxation without worrying about errors. Every once in a while, Kate loves to travel to far-off places and relax in the lap of nature.