Mac’s are gaining in popularity. The only problem, what happens when your CPA continues to work on a Windows computer? Don’t let the difference in operating systems scare you away from your favorite QuickBooks bookkeeper. Intuit has made it easy to convert your QuickBooks Mac file to a QuickBooks for Windows file, and then back again.
The process of sharing your QuickBooks file with your accountant is called “round-tripping.” In a nutshell, round-tripping means your QuickBooks file will go from your Mac, to your CPA’s Windows PC, and then back to your Mac again. Let’s learn how round-tripping works in the Mac vs. PC world.
- File –> Backup to a QuickBooks for Windows.
- In the Save As field, enter a name for the QuickBooks file. Make sure the company file name does not include any special characters, such as [email protected]#$%^&*().
- Save the backup file. Saving it to your desktop makes it easy to find later.
- When the password window appears, enter a password to password protect your QuickBooks file. You may leave the fields blank if you do not wish to have a password protected file.
- A .qbb file will be created and saved to your Mac. An instructional PDF file will also be created to help with the Windows conversion.
- Send the .QBB file and instructional PDF file to your Windows user via the CPA’s portal, USB stick, flash drive, CD-Rom, etc.
- In QuickBooks for Windows, click File –> Restore.
- A Restore Window will appear. Select the .QBB file and choose a location to save the restored file.
- Click Restore.
- To convert the file, you will need to type the word “yes” to continue with the conversion.
- Once the file is converted, the file will open in the Windows Version of QuickBooks. QuickBooks is now ready to use on the Windows PC. Your accountant may review the file and make any necessary changes.
- When the file is ready to be sent back to the QuickBooks Mac user, click File –> Utilities –> Copy Company file for QuickBooks for Mac.
- The converted QuickBooks file will be saved as a .QBB file with the word “MAC” in the file name.
- Save the backup file. Saving it to your desktop makes it easy to find later.
- Once the backup process is complete, you are ready to send the .qbb file back to you the QuickBooks for Mac user via the CPA’s portal, USB drive, flash drive, CD-Rom, etc.
- In QuickBooks for Mac, click File –> Open Company.
- Choose the .QBB file you would like to restore.
- Click Open.
- When asked if you want to restore a QuickBooks for Windows file, click OK.
- Name the restored file.
- Click Save.
- Now you are ready to work in your QuickBooks file again on your Mac.
- Keep in mind, most information is supported and can be converted between Mac and Windows. However, there are a handful of reports and data that is not supported. Please compare your restored converted file against your original file to ensure your new file is not missing any reports and/or data.
- The Mac and Windows users must use the same version of QuickBooks. For example, QuickBooks for Mac 2011 can be converted and opened in QuickBooks for Windows 2011. Intuit also recommends both Mac and Windows be operating on the most current QuickBooks release.
A common theme I have with a lot of Mac users is that they believe QuickBooks for Mac is the same thing as its Windows counterpart. I hate to break it to you but it isn’t. Because of this common misconception with clients we bring on board I do a lot of conversions from QuickBooks for Mac to QuickBooks for Windows. The conversion either goes two ways…
- We install QuickBooks for Windows on a windows based computer
- We install parallels with QuickBooks on the existing Mac to keep their software on their existing machine
Whichever way you choose the process is still the same to convert the QuickBooks Mac file to a QuickBooks Windows file. It requires preparing the company file in the Mac file (the bulk of your time) and then importing the compressed conversion file.Preparing the company file
- Ensure you have the administrator password before beginning
- Move the company file to the desktop to localize it
- Rename company file to just letters (no special characters allowed!)
- Open the company file and delete all of the memorized transactions and memorized reports (these will not import)
- Resort all of the lists in Quickbooks
- Verify and then rebuild the company file by going to File>Utilities. It will ask you to save down a backup. If the verify utility fails, rebuild the data and then verify the file again. This should solve any issues.
- Run the Custom Transaction Detail Report in reports list (Change the date range to all and enable the memo column, this will give us EVERY transaction and every line item associated with every transaction in your company file)
- Sort the report by memo
- Export this report to excel
- Insert a column next to the memo column
- Enter custom function =LEN(select the memo cell) … this will show how many characters are in the cell
- Delete or change all memos with 50 or more characters in QuickBooks to make it 49 characters or less
- Search for each of these special characters individually !, @, #, $, %, ^, &, * with ctrl-f in the excel file, delete the characters in the QuickBooks file that you find in the excel export
- After this has been completed verify and rebuild the file again
Convert the File From QuickBooks Mac to QuickBooks Windows
- In the QuickBooks for Mac file go to File > Back Up to QuickBooks for Windows
- Save down the file to your desktop, it will have an extension .qbb (The file will also generate a handy PDF guide as well!)
- Transfer this newly generated file to the windows computer with QuickBooks installed (I usually just save to the desktop)
- Open QuickBooks on the Windows machine and go to File > Open or Restore Company…
- Click Restore a backup copy (.qbb) and then click next
- Click Local Backup and then click next
- Select the file you just transferred
- Follow the prompts and say yes when it asks to update the file to the new version
- To ensure the process has been done correctly definitely double check your Balance Sheet and Profit & Loss by showing All Dates
You should be good to go now on your Windows computer with QuickBooks. If you do have any problems converting please let me know, I’d love to hear the following from you to better understand what’s going wrong…
- What year QuickBooks are you running both on your Mac and PC
- What operating system are you running on both your Mac and PC
Very rarely is it the case (and has yet to be) where we convert a Windows QuickBooks file to a Mac file. We always highly advise against this when folks ask which version of QuickBooks should I buy. Good luck with this one and make sure you take your time, one missed transaction will cause headaches during this process.
If I Already Have My QuickBooks on a Windows Computer Can I Transfer to a Mac?
QuickBooks provides a way to run the accounting aspects of your business and create accurate reports to track your company’s growth. Quickbooks for Windows and Mac require a separate installation package for each operating system. You can convert your company file to a Mac-compatible version to transfer basic transaction, customer, employee and vendor data. When it comes time for taxes, you must convert the file back to a Windows-compatible format before sending your company data to an accountant that uses the QuickBooks Accountant edition.
Converting to Mac
When you decide to go ahead with the transfer process, you need to make sure you have installed and purchased QuickBooks on your Mac computer. You can’t install the Windows version on the Mac. Convert the file by clicking the “File” menu, selecting “Utilities” and choosing the “Copy Company File for QuickBooks for Mac.” Email or transfer the file to your Mac computer and then open the file using QuickBooks for Mac. Once converted, check your accounts, customer, vendor and inventory lists to make sure all of your information transferred properly.
While you can transfer a QuickBooks for Window version from a previous year to the newest version of QuickBooks for Mac, you can expect better results when transferring using the same version year on both copies. You must have at least QuickBooks for Mac 2007 or later to open a converted file. If you have an older version of QuickBooks for Mac, you should upgrade before attempting to import the Windows file. If you need to convert your file back to Windows again, you can save the Mac version of the company file as a QuickBooks for Windows format from the File menu.
QuickBooks for Mac differs in many ways from the Windows version. Some of your inventory may not transfer correctly or completely. For example, QuickBooks for Mac doesn’t include support for units of measure or creating packages of assembly items out of individual inventory parts. The payroll service on QuickBooks for Windows also doesn’t exist in the Mac version. Reports vary between the two versions of the software, since the Windows versions contains many additional default report options. The Mac version of QuickBooks also doesn’t support multi-currency options.
If you decide to convert your copy of QuickBooks for Windows to the Mac version, you must convert your company file to a Windows version to send it to your accountant for tax purposes. Use a process known as Roundtrip to send the Mac version of your file to your accountant. To accomplish this, you need to save your file using the “Copy Company File to QuickBooks for Windows” option from the File menu. Then, when the accountant finishes, they must save the changes as a QuickBooks for Mac file. Make sure to use the same version year on both your copy and the accountant’s copy before attempting to send your file.
Information in this article applies to QuickBooks for Mac 2013, as well as QuickBooks for Windows Pro and Premiere 2013. It may vary slightly or significantly with other versions or products.
Macs are becoming increasingly popular among accountants and business owners many of whom need QuickBooks Desktop installed on them. Intuit has customized QuickBooks Desktop for Mac for such users. However, such users might have to send their QuickBooks files to an accountant or another user with a Windows machine. The files used in QuickBooks Desktop for Mac (.dmg or .qbxxx) are different from those in QuickBooks Desktop for Windows (.qbw). This implies that such users have to know how to import QuickBooks File in Mac to QuickBooks Desktop for Windows. Let us explore how to exchange QuickBooks files between users of machines with dissimilar operating systems and alternate solutions.
Why Import QuickBooks File in Mac to QuickBooks Desktop for Windows?
While one of the most common reasons for importing QuickBooks for Mac files into the Windows machine is to allow other users to access the financial records on these systems, the launch of macOS Catalina has exposed more vulnerabilities in the former version. Many users have experienced data losses and crashes. While Intuit has resolved the issue for QuickBooks Desktop for Mac 2019 (R7) or 2020 (R2 or later) for macOS Catalina users, the company has made it clear that QuickBooks Desktop for Mac 2015 and 2016 users must upgrade to later versions or migrate to QuickBooks Online.
However, there could be changes in functionalities if you migrate from the desktop version to the online version.
How to Convert QuickBooks for Mac Files to QuickBooks For Windows?
Intuit has designed the solution in such a way that users on machines running either operating systems can open the file with simple conversion steps. Here’s how you can convert your company file from QuickBooks for Mac to QuickBooks for Windows.
Preparing the Company File in QuickBooks for Mac
- Ensure that the updates for the latest release for QuickBooks for Mac are available on your system.
- If you have added transactions with memos, ensure that the latter do not have more than 50 characters or special characters.
- Ensure that the transactions are closed before moving on to the next record.
- If you notice that some data is out of place in any list, re-sort them to set them to default.
- Verify the records and rebuild the company file before initiating the conversion.
Converting Company File for QuickBooks for Desktop
After you have ensured that the company file is formatted by verifying the data, you can proceed with the export.
- Ensure that you are opening the company file with admin rights.
- Click on File>Export and select the option To QuickBooks for Windows.
- Click on Verify if you are prompted before taking the back up.
- Save the backup file in an appropriate folder.
Importing QuickBooks File in QuickBooks Desktop for Windows
While smaller files can be emailed to users with a Windows machine, larger ones have to be imported into QuickBooks Desktop for Windows using a physical device such as a USB flash drive or using cloud storage. Eventually, it can be restored on the Windows version of QuickBooks.
- Launch QuickBooks Desktop on the Windows system.
- Navigate to the File menu and select Open or Restore Company…
- Import the company file saved in qbw format from the storage device/ drive you saved on the Mac machine.
- Open the company file and type in your credentials to start working.
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Convert QuickBooks file from Mac to Windows & Windows to Mac
QuickBooks is undoubtedly one of the most popular tools used by small and medium sized businesses to manage their day-to-day accounting activities. Paper is no more the basic requirement of accounting, as QuickBooks has taken over the hype. This software is used by a large number of people all across the globe. This software can be used for multiple purposes.
In today’s article, we will be discussing one such task, which is converting QuickBooks file from Mac to Windows & Windows to Mac. If you want to know more about converting QB file, then continue reading the article or another option is to contact our QuickBooks mac technical support team by simply dialing our toll-free number .i.e. +1-844-405-0907
At times, the need to convert a QuickBooks file from Mac to Windows and Windows to Mac might arise, due to some or the other reason. The process of converting the file is known as round-tripping. Round-tripping is a process which helps the user to send a QuickBooks for Mac file to an accountant with QuickBooks desktop for windows. It should be noted that each program uses a different type of database, the accountant’s copy feature is not available in QuickBooks desktop for Mac.
In such cases, round tripping is of much importance, as it helps the accountant to make changes to a Mac client’s company file. This might sound confusing to some, so it would be better to have a detailed view of the same. Therefore, without further delay, let us learn the entire procedure in detail.
Points to remember
Before we proceed further to know the entire procedure, it is better to take a halt and look at some of the important points to keep in mind.
- The very first point is that QBES can’t produce a QuickBooks Desktop for Mac backup and the reason for this is that the round trip can’t be used in QuickBooks Enterprise solutions.
- Coming to the second point, in case when the accountant has the file, there is no need to enter the into Macintosh file. And if the data is entered into the Macintosh file, then the user might be required to reenter the data when he/she receives the file back.
- Another point that the user is required to remember is that the user can change the password when converting a .qbb file which is created using the QuickBooks desktop for Mac. In case the user or the accountant changes the password in order to meet the QuickBooks Desktop for windows requirements, then the new password should be used to convert the file back to QuickBooks Desktop for Mac.
- The next point is that the user will require an admin password to complete the roundtrip process. Well, this is one of the most important points that one can’t avoid to miss.
- It is suggested to not to process payroll in QuickBooks for Windows version of the file, as the QuickBooks for Mac doesn’t have an internal payroll.
- Another point that should be kept in mind is that the subscription data, payroll settings, and the payroll data that the user enters will be lost at the time when the file is converted back to the QuickBooks for Mac.
The converting procedure is divided into three subsections, namely:
- Preparing Macintosh File
- Converting QuickBooks file from Mac to Windows
- And Converting the same file back to QB for Mac.
Each of the subsection involves a set of steps, which are to be followed in the same sequence. So, let us explore each of the subsection and the steps below, respectively.
Preparing the Macintosh File
- The first step is to ‘Copy the company file’ to the desktop.
- Now, the QB user is required to check for any ‘Special characters‘ in the file name and the company name as well. In case any of the special characters are found, then ‘Rename‘ the file and ensure that all the special characters are removed.
- After that, ‘Open‘ the file in QuickBooks.
- Once the file gets open, ‘Delete‘ all the ‘memorized transactions‘ and the reports as well.
- The next step is to rebuild the company file, by selecting the file option followed by ‘utilities‘ and ‘Rebuild data‘, respectively.
- Moving ahead, the user is required to run the custom transaction detail report, and also change the date range to All and enable the ‘Memo‘ column.
- For this, the user is required to select ‘Reports> Custom Transaction Detail Report‘
- Now, from the dates drop-down list, select ‘All‘.
- And then, from the columns drop-down, choose ‘Memo‘.
- Lastly, tap on ‘OK‘ tab to run the report.
- The last step in preparing the Macintosh file is to check for any memos with the names lengthier than 50 characters or the ones containing any special character.
- In case any such name is found, the user is required to ‘Edit‘ the transactions and also remove the memos, followed by rebuilding the file. and with this, the preparing process comes to an end.
How to Convert a QuickBooks file from Mac to Windows?
Once the preparation procedure comes to an end, the next thing is to convert the file for Windows. For this, the user is required to follow certain steps. Let us have a look at the steps to be followed:
- The first step is to ‘Open‘ the company file in the QuickBooks for Mac.
- The next step is to choose ‘File> backup to QuickBooks for Windows.‘
- Moving ahead, the user is required to specify the file name and also save the location in the ‘Save As‘ window.
- Now, click ‘Save‘ and allow the backup process to run.
- After that, the user is required to transfer the file to the ‘Windows Computer‘.
- The next step is to ‘Open QuickBooks for Windows.’
- Once done with the above step, the user is required to select ‘File> Open or Restore Company.‘
- Now, choose the ‘Restore a backup copy‘ in the Open or Restore company Window, followed by clicking ‘Next‘.
- After that, the user is required to select the ‘Local backup‘ and then tap on to the ‘Next‘ option.
- The next step in this process is to find and select the ‘.QBB file‘ that came from the Mac user and then click on ‘Open‘.
- The last and final step is to type ‘Yes‘ and then tap on ‘OK‘ when prompted to convert the file.
Steps to Converting the Same file back to the QuickBooks for Mac
Once the above-listed procedures are complete, the next process is to convert the same file back to the QuickBooks desktop for Mac. The steps to be followed for this procedure are enlisted below:
- To begin with the procedure, the user is required to ‘Open the company file‘ in the QuickBooks for Windows.
- The next step is to choose the ‘File> Utilities> Copy Company File for QuickBooks for Mac‘.
- Move ahead by saving the file.
- After that, ‘transfer‘ the file to the Mac Computer.
- The next step is to ‘Open‘ QuickBooks for Mac.
- Once done with the above steps, the user is required to select ‘File> Restore> From a Disk. ‘
- Moving forward, the user is required to ‘Select the file.‘
- Now, tap on ‘Open‘.
- The next step is to click ‘OK‘, when the user is prompted to restore a QuickBooks for Windows file.
- Now, ‘Enter the name‘ for the restored file.
- The last and final step is to click on ‘Save‘.
Conversion Error in converting QuickBooks file from Mac to Windows and Windows to Mac
Error in Windows:
When the QuickBooks user opens the file in Windows, then there are chances that the error might occur. The user might get any of the below-listed errors:
- Error (-14113, 0)
- Error C=116
Solution: If the user is facing any such error, then following simple steps might work to tackle the error.
- First of all, the user is required to open the company file in QuickBooks for Mac
- The next step is to follow the procedure to resort the lists
- Once done with the above step, the user is required to run the rebuild data utility procedure
- And the last and final step is to try to convert the file again.
Errors in Mac:
When the user is unable to open the file in Macintosh after updating QuickBooks Desktop for Mac, there are chances for the error to occur. A pop-up message appears on the screen stating “Cannot Import the Roundtrip file. This was originally created with another version of QuickBooks Desktop for Mac. Please import it into the version with which it was created.”
Solution: To get rid of the error in Mac, the user is required to follow the steps enumerated below:
- The first step is to download and reinstall the previous version and release of QuickBooks.
- The next step is to restore the backup of the company file from Windows.
- The last step is to convert the restored file to the latest version of QuickBooks Desktop for Mac.
With this, we come to the end of this article, and we hope that after reading the above-enumerated steps, the user might be able to convert QuickBooks file from Mac to Windows and Windows to Mac.
However, if the above enumerated procedure doesn’t work in your favor, then the only option left is to seek professional assistance. You can dial our toll-free QuickBooks support number .i.e. +1-888-300-3913, and talk to our executives for professional guidance.
We own a pool of experts and professionals who have in-depth knowledge of QuickBooks, and with this knowledge, they make sure that every query of the QuickBooks users is resolved.