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Move a company file to another computer

You must have QuickBooks installed on the new computer before you can use the company file there. You can use any of 3 methods to move QuickBooks company data to another location, depending on what you are trying to accomplish.

How to fix it

Intuit recommends more than one solution for this problem. The first solution may solve your problem, or you may need to try all of them to resolve the issue. For best results, perform the solutions in the order shown.

Solution 1: Back up and restore the company file (easiest)

Use this method to permanently move your company file to a new location. It ensures that all necessary files are moved.

 

Moving a QuickBooks 2007 and later company file

In QuickBooks 2007 and later versions, the backup function in QuickBooks saves everything you need to re-create your company file and QuickBooks environment in a new location. QuickBooks also has other add-on program options that, if used, would need to be moved along with the company file. These related files are not automatically restored to prevent the possibility of overwriting other existing related files that you may want to keep. Refer to restore other files not included with a restored company file backup for more information on howe to bring these files into the restored company file.

  1. Create a backup of the file (note the location were you save the backup file.)
  2. Copy the file to your CD, USB flash drive, or other removable storage device.
  3. Copy the file from your CD, USB flash drive, or other removable storage device to the destination computer.
  4. Restore the backup on the new computer.  

Moving a QuickBooks 2006 company file

In QuickBooks 2006 and earlier versions, you must run the backup function and manually copy some additional files to ensure you have everything you need.

 

  1. Create a backup of the file. For instructions, see Back up manually to a CD or in QuickBooks Help on the Index tab, enter backups, select manual, and then select Backing up manually to a CD.
  2. Manually copy the following files onto the CD:
    • QuickBooks letters and templates: Generally located in C:\Program Files\Intuit\QuickBooks 2006\QuickBooks Letters.
    • Logos and images: Generally located in the same folder as the company file.
    • Printer setting: PrintEng.ini, wpr.ini, QBPrint.qbp; generally located in C:\Program Files\Intuit\QuickBooks 2006.
    • Spell checker: spell.ini, User Dictionary.tlx; generally located in C:\Program Files\Intuit\QuickBooks 2006.
    • Financial Statement Designer: FSD clients, FSD data. These files are used in QuickBooks Premier and QuickBooks Enterprise Solutions only. Client files are generally located in C:\Program Files\Intuit\QuickBooks 2006\Components\FSD\clients; data files are generally located in C:\Program Files\Intuit\QuickBooks 2006\Components\FSD\Data.
    • Fixed Asset Manager: Refer to Online backup: Selecting which files to back up.
    • Transaction log: .tlg files; generally located in the same folder as the company file.
    • Network data: .nd files; generally located in the same folder as the company file.
    • Cash Flow Projector: .cfp files; generally located in the same folder as the company file.
    • Business Planner: .bpw files. These files are used in QuickBooks Premier and QuickBooks Enterprise only; they are generally located in the same folder as the company file.
    • Loan Manager: .lmr files; generally located in the same folder as the company file.
  3. Restore the backup on the new computer. For instructions, see Restoring files you've backed up or in QuickBooks Help on the Index tab, enter backups, and then select restoring data.
    Note: You must have QuickBooks installed on the new computer before you can restore the company file there.
  4. After restoring the backup, copy the files you copied in step 2 to the same folders on the new computer.
Moving a QuickBooks 2005 and earlier company file
  1. Create a backup of the file. For instructions, in your QuickBooks Help on the Index tab, enter Backing up your data.
  2. Manually copy the following files onto the CD:
    • QuickBooks letters and templates: Generally located in C:\Program Files\Intuit\QuickBooks [version year]\QuickBooks Letters.
    • Logos and images: Generally located in the same folder as the company file.
    • Printer setting: PrintEng.ini, wpr.ini, QBPrint.qbp; generally located in C:\Program Files\Intuit\QuickBooks [version year].
    • Spell checker: spell.ini, User Dictionary.tlx; generally located in C:\Program Files\Intuit\QuickBooks [version year].
    • Financial Statement Designer: FSD clients, FSD data. These files are used in QuickBooks Premier and QuickBooks Enterprise only. Client files are generally located in C:\Program Files\Intuit\QuickBooks [version year]\Components\FSD\clients, data files are generally located in C:\Program Files\Intuit\QuickBooks [version year]\Components\FSD\Data.
    • Fixed Asset Manager: Refer to Online backup: Selecting which files to back up.
    • Cash Flow Projector: .cfp files; generally located in the same folder as the company file.
    • Business Planner: .bpw files. These files are used in QuickBooks Premier and QuickBooks Enterprise only; they are generally located in the same folder as the company file.
    • Loan Manager: .lmr files; generally located in the same folder as the company file.
  3. Restore the backup on the new computer. For instructions, in QuickBooks Help on the Index tab, enter Restoring data you've backed up.
    Note: You must have QuickBooks installed on the new computer before you can restore the company file there.
  4. After restoring the backup, copy the files you copied in step 2 to the same folders on the new computer.
Solution 2: Create a portable company file in QuickBooks (moderately complicated)

Note: Only the QuickBooks Administrator can do this task.

You can move your QuickBooks company file financial data from one computer to another computer, or send it to another person as an email attachment by creating a portable company file.

Caution: Don't use a portable file if you need to work on your company file at the same time as the person you are sending it to. You can't merge changes made by the other person into your company file.

  1. Create the portable company file.
    1. Choose File > Create Copy.
    2. Select Portable Company File and then click Next.
    3. Save the portable company file to a folder on your computer, or to a CD, USB flash drive, or other removable storage device. The portable company file is saved with a .qbm extension.

       

    4. When prompted to close your company file, click OK.
    5. QuickBooks must close and reopen your company file before creating a portable company file.

    2. Important: When prompted to close your company file, click OK. If you click Cancel, QuickBooks exits the wizard and doesn't create the portable file.

  2. Send or copy the portable company file to the destination computer by doing one of the following:
    • Email the portable company file as an attachment and then copy the attachment to a location on the destination computer.
    • Copy the file from your CD, USB flash drive, or other removable storage device to the destination computer.

    Note the location where you save the portable company file.

  3. Open the portable company file on the destination computer.
    1. In QuickBooks, Choose File > Open or Restore Company.
    2. Click Restore a portable file and then click Next.
    3. Browse to the location where you saved the portable file, which will have a .qbm file extension (for example, mycompanyname.qbm).
    4. Select the portable file and click Open.
  4. Click Next. The Save Company File as window opens.
  5. Rename the company file by typing a new name in the File name field. For example, you may want to add a date or version number such as mycompanyname-Jan2-2012.qbw, or mycompanyname-v2.qbw.

    Note: Never restore a company file without renaming it first unless you intend to overwrite your existing company file. If you do so, you will lose all data in your existing company file. Don't change the .qbw filename extension.

  6. After you rename the file, click Save. QuickBooks converts the portable file to a regular company file, with a .qbw extension.

    If you're prompted to perform a backup of the new company file. Follow the wizard to complete the backup.

Note: The .qbw file created from the portable company file might be smaller than your original .qbw file. This is normal.

Solution 3: Copy the company file (.QBW)(most complicated)

You can move your Company File from one computer to another without using the Backup function.  Moving the Company File (.QBW) will have no effect on your data, but there are a few things that do not come over when moving the Company File (.QBW) without using the backup function. Refer to restore other files not included when moving a company file for more information on howe to bring these files into the restored company file.

What will not transfer when moving the Company File (.QBW):

  • Templates, letters, logos, images
  • Financial Statement Designer and ISW (Intuit Statement Writer) files
  • Cash Flow Projector
  • Business Planner
  • Loan Manager files
  • Tax Forms (saved tax forms, 941s, 940, w2s, ect)
  • Attached Documents

To Move the Company File (.QBW):

  1. First, make sure you know where your current Company File (.QBW) is.
    1. If you are already in your Company File (.QBW), hit F2 or CTRL + 1 on your keyboard and make a note of the path.
    2. If you are not in the QuickBooks Company File (.QBW), then open QuickBooks to the No Company Open screen and highlight the file you wish to move and note the path.
  2. Once you know the path to your Company File (.QBW), then navigate to the file and right-click on it and choose Copy.
  3. Then navigate to where you want to move the file to (USB drive, network drive, other location on your C:\, etc) and go to the Edit menu and choose Paste.
  4. Now you can open QuickBooks and open the company file from the new location.

Note: Make sure you either move or rename the original file, so you don't accidentally work in the wrong file.

Important: These instructions are for moving your data from one computer to another. If you are looking to share your company file over a network, you can read more about how to host QuickBooks data files in multi-user mode.

Note: If you are using QuickBooks to do your payroll, be sure to download the latest payroll tax table in QuickBooks after moving your company file.

 

If these solutions don't resolve the issue, you can read discussions and post messages and questions relating to your issue on the Intuit QuickBooks Community site for free. You can contact an agent for additional guidance. Fees may apply.

 

KB ID# SLN40612
6/18/2013 12:17:36 AM
QYPPRDQBKSWS09 9102 Pro 2013 77b5d0