Troubleshoot data changes arising from QuickBooks migration

The status of my quotes is inaccurate.

Non-transactional QuickBooks documents, such as quotes, sales orders, and purchase orders, may not display the correct status following data migration.

My expense accounts seem inaccurate. What happened to the expenses I billed back to my customers?

QuickBooks records the expenses you bill back to customers as offsets against corresponding accounts. Microsoft Office Accounting 2009 creates a Job Resell income account to track expenses or markups billed back to customers. To view which accounts were created in place of unmigrated QuickBooks accounts, open the data migration log file at the following location:

Windows Vista    drive:\Users\user\Documents\Small Business Accounting\Logs

Windows XP    drive:\Documents and Settings\user\My Documents\Small Business Accounting\Logs

Microsoft Office Accounting 2009 is not handling my customer down payments the same way QuickBooks did.

QuickBooks treats a customer down payment as a cash entry and posts an invoice for the remaining balance to the Accounts Receivable account. This occurs in one entry. Accounting 2009 posts the gross amount of a sale to the Accounts Receivable account, and then posts the deposit as a reduction to the Accounts Receivable account in a second entry. The net effect of both methods is the same.

My cash discounts on purchases seem to have disappeared.

QuickBooks offsets purchase cash discounts against cost or expense accounts. Accounting 2009 creates a Cost of Goods Sold account named Cash Discount Taken to track these cash discounts. To view which accounts were created in place of unmigrated QuickBooks accounts, open the data migration log file at the following location:

Windows Vista    drive:\Users\user\Documents\Small Business Accounting\Logs

Windows XP    drive:\Documents and Settings\user\My Documents\Small Business Accounting\Logs

Accounting 2009 is not displaying some of my account names.

QuickBooks allows you to use the same name for multiple accounts as long as their account numbers are different. Accounting 2009 does not import QuickBooks account numbers, only names, and it will not migrate duplicate account names. If you have duplicate account names in QuickBooks, you must make them unique before starting the migration.

Some of my subaccounts have disappeared.

If a subaccount name includes the name of a parent account, Accounting 2009 will migrate all of its transactions to the parent account. For example, if you have a parent account named Meals and subaccounts named Travel:Meals and Entertainment:Meals, Accounting 2009 will migrate expenses from the subaccounts to an account named Meals. To retain your QuickBooks subaccount categories, give them unique names before starting the data migration.

Job-related purchases I charged back to my customers seem to be coded differently in Accounting 2009.

QuickBooks records purchases made on behalf of customers as expenses and the expenses charged back to customers as income. Accounting 2009 records purchases marked for customer charge-backs as reductions in income and offsets those reductions with increases in income after you charge them back to your customers.

Some of my QuickBooks account levels were not carried over when I migrated my chart of accounts.

Accounting 2009 only preserves two account levels during chart of accounts migrations. You will need to restore lower-level QuickBooks subaccounts manually following a migration.

Some of my deposit transactions did not migrate to the right Undeposited Funds account in Accounting 2009.

Accounting 2009 cannot post migrated deposit transactions to an Undeposited Funds account.

My Cost of Goods Sold (COGS) account in Accounting 2009 does not show the same balance as my COGS account in QuickBooks.

Accounting 2009 uses the first-in first-out (FIFO) model to value inventory while QuickBooks uses average cost. As a result, each program calculates COGS from vendor purchases and customer invoices differently.

My Customer Transaction History report in Accounting 2009 reflects customer discounts under the Paid Amount column instead of the Discount column.

Customer discounts appear under the Paid Amount column instead of the Discount column in the Customer Transaction History report. The information in the General Ledger reports, however, should be correct.

I ran General Ledger reports in both programs and the results were not the same. In the log file, I see an error message that reads: "The data of this record cannot precede the initial posting date of the company."

The migration wizard obtains a company's first and last transaction dates from its summary report in QuickBooks and uses them to calculate the migrated company's fiscal years. Consolidated transactions do not appear in QuickBooks summary reports. If their dates fall outside the date range of transactions on the summary report, consolidated transactions will fail to migrate.

To avoid this problem, manually redefine your fiscal years in the wizard to include the dates of consolidated transactions. In QuickBooks, run a Transactions Journal report for all dates, sort by date, and then note the date of the first and last transaction. Define your fiscal years in Accounting 2009 accordingly.

Some of my QuickBooks items were not migrated.

You may have one or more items in QuickBooks with a negative price, resulting, for example, from a discount or a retainage to be billed to a customer after a job is completed. The Convert from QuickBooks Wizard will not migrate QuickBooks items with negative prices.

Some of my employee timesheets are missing.

In QuickBooks, terminated employees are removed from the Employee list, but they can remain on timesheets. The Convert from QuickBooks Wizard cannot import employee timesheets for terminated employees because it cannot identify a corresponding master record.

I ran a Transaction Detail by Account report and it seems that not all of my transactions were migrated.

In some cases, the wizard will fail to migrate a master record, and all transactions related to that master record will also fail to migrate. To determine which records and transactions were not migrated, open the master record and transaction migration log files at the following location:

Windows Vista    drive:\Users\user\Documents\Small Business Accounting\Logs

Windows XP    drive:\Documents and Settings\user\My Documents\Small Business Accounting\Logs

A transaction migration error will indicate whether the failure resulted from the absence of a master record.

Accounting 2009 does not migrate some master records by design. In these cases, the wizard has applied rules to migrate the corresponding transaction data elsewhere. For example, the wizard will not import kit items. Accounting 2009 instead breaks kit items into their component items for migration. To determine which master records were not migrated and how the situation was resolved, open the log files at the following location:

Windows Vista    drive:\Users\user\Documents\Small Business Accounting\Logs

Windows XP    drive:\Documents and Settings\user\My Documents\Small Business Accounting\Logs

My inventory valuation in Accounting 2009 is different than it was in QuickBooks.

QuickBooks inventory can carry items with a negative quantity and balance. Accounting 2009 does not allow the adjustment of values for items with negative balances. If you migrate an item with a negative balance from QuickBooks, its resulting inventory value in Accounting 2009 will not be the same.

Some of my purchase orders were not migrated.

QuickBooks tracks open purchase order transactions through a non-posting purchase order account that the Convert from QuickBooks Wizard does not migrate. Purchase orders missing in Accounting 2009 may have been open in QuickBooks.

Some of my journal entries were not migrated.

Accounting 2009 disallows journal entries with both customer and vendor entries. If any of your QuickBooks journal entries contain both A/R and A/P entries, they will not be migrated. You will need to reenter these journal entries manually after the migration.

I have noticed discrepancies in my Accounts Receivable accounts.

A QuickBooks invoice with no payment applied to it, where instead a discount was applied for the full amount due, will not migrate to Accounting 2009.

Some of my invoices were not migrated.

Accounting 2009 will not migrate invoices marked Pending (Non-Posting) in QuickBooks.

Some of my deposits in QuickBooks seem to be missing in Accounting 2009.

The Convert from QuickBooks Wizard migrates deposits made to non-bank accounts in QuickBooks, such as a cash account, as journal entries to the Undeposited Funds: Other account.

Some of my accounts receivable and accounts payable transactions in QuickBooks seem to be missing.

Accounting 2009 does not allow the direct posting of transactions to Accounts Receivable and Accounts Payable accounts. Such transactions are migrated to alternative accounts called Accounts Receivable: Other and Accounts Payable: Other.

Some of my vendor bills were not migrated.

Accounting 2009 does not allow reference to cash accounts in vendor bills. Consequently, the Convert from QuickBooks Wizard will not migrate vendor bills referencing cash accounts from QuickBooks. If you attempt to do so, you will see an error in the log file that reads: "Expense lines cannot refer to cash account."

To migrate QuickBooks vendor bills referencing cash accounts, you must create new vendor bills in Accounting 2009 that omit the cash account expense lines. Enter omitted cash account expenses using the transfer funds feature, noting the corresponding check number in the Memo field of the Transfer Funds dialog box.

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