Was this page helpful?
Thank you!

Comments or suggestions?



Enter Email Address (optional)
email

Update your company file to a new version of QuickBooks

To use a new version of QuickBooks, your company file must be updated to work in that new version.

Information about updating company data files:

  • Your company data file doesn't change when you update it to a new version. The only thing that changes is the version of QuickBooks you're using to work with your file.

  • Be sure to verify that you're updating your current company file by viewing the size of the file as well as the date modified. Current files are typically the largest and most recently modified files.

  • Once a company file is updated to a new version of QuickBooks, it can't be opened in the previous version.

  • Be sure to create a separate backup of your company file before you update it. Do not overwrite any existing backups. You can restore this backup in the previous version of QuickBooks if you experience errors while updating.

Important: You need the administrator password to update a company file.

It's common for users to believe they've been using the administrator ("admin") login and password in their previous version, only to find out that their password doesn't work when updating a company file. QuickBooks verifies the password is the admin's before the update begins.

How do I know if an admin password is set up in my file?

An admin password has been set up if QuickBooks requires you to log in to your company file. If you don't see a login window when you open your company file, no users or passwords have been set up and you can continue with the update.

If you have an admin password set up:

If you haven't installed the new version of QuickBooks yet, verify you're set up as the admin using your existing version

  1. Open your company file and, in the QuickBooks login window, change the User Name to admin and enter your password. (QuickBooks always recognizes the user name admin even if the user name has been changed.)

  2. If your password works, you are set up as the admin and can continue the update process below.

  3. If your password doesn't work and you're not set up as the admin, your QuickBooks Administrator needs to reset the admin password before you can update your file to the new version.

If you've already installed the newer version

QuickBooks requires the admin password to begin the update.

  • If your password works when you log in to the new version, you are set up as the admin and can continue the update process below.

  • If your password doesn't work, you're not set up as the admin. QuickBooks displays a warning asking you to ask the admin to update the file. If you are the admin, you'll need to reset your password before you can update your file to the new version.

Step 1

Install the new version of QuickBooks on all computers where you intend to run QuickBooks.

You can install the new version over your previous version or you can install it to its own folder so you have both versions installed. Because you can't use the same file in two versions of QuickBooks, it's more common to install the new version over the previous version.

Step 2

If necessary, copy the company file (or a current backup) to a computer where the new version of QuickBooks is installed.

If your company file (or backup) is located on a computer that won't use the new version of QuickBooks (such as a server), you'll need to temporarily copy the file to a computer where the new version is installed.

Important: Don't update a company file across a network connection as it may result in damage to the file.

(Skip this step if your company file is already on a computer that has the new version installed.)

  1. On a computer where the new version of QuickBooks is installed, right-click the Windows Start button and then click Explore.

  2. Browse to the computer where the company file is currently located and then browse to the folder where the company file or backup is.

  3. Verify you're copying your current company file (or backup) by reviewing the size and date modified of the .qbw (or .qbb) file. Current files are typically the largest and most recently modified .qbw (or .qbb) files.

  4. Copy and paste your company file (or backup) to a location on the local computer where the new version of QuickBooks is installed. This is a temporary step and you'll move the file back to the original location after it's updated.

    Note: If you don't see file extensions for your files, right-click the file in question and click Properties. Note the type of file listed on the General tab. A company file is listed as QuickBooks Company File and a backup is listed as QuickBooks Company Backup File.

    1. Right-click the company file (or backup) and then click Copy.

    2. Browse to any convenient location on the local computer and click Paste.

Step 3

Open the company file or restore the backup in the new version of QuickBooks to begin the update process.

Once the company file or backup is on the same computer that has the new version of QuickBooks, you're ready to use the new version of QuickBooks to open your company file.

When you first start the new version of QuickBooks, you'll see one of three things:

  • If the Welcome to QuickBooks window appears, use these steps.

    1. Choose the option to Open an existing company file.

    2. In the Open or Restore Company window, select the option based on the type of file you're using (company file or a backup).

    3. On the local computer, browse to the location of your company file:
      If you temporarily copied the file to the local computer, browse to that location.
      If your file was already on the local computer, browse to the location where you store your company file.
      Double-check that you're updating the most current company file by viewing its size and modified date.

    4. If QuickBooks requires you to log in.

      Enter the admin password. Not all users are set up as the administrator so be sure to use the admin password.

      • If your password works, continue with the update steps below.

      • If your password doesn't work, you're either not set up as the admin or you don't know the admin password. If you're not set up as the admin, QuickBooks displays a warning that you must ask the admin to log in to update the file. If you see a message that the user name or password is incorrect, you are set up as the admin and you'll need to reset your password before you can update your file to the new version. After the admin password is reset, you can proceed with the update process.

    5. In the Update Company File for new Version window, verify you want to update the file, click to select the checkbox, and then click Update Now.

      If you don't see the Update Company File for new Version window, you are either using your previous version of QuickBooks to open your file or you're opening a file that has already been updated. The version you're using is shown in the top title bar of the QuickBooks program (such as QuickBooks Pro 2009).

    6. If you're updating a company file, follow the onscreen instructions to create a backup. Be sure to note where you save this backup and name it so you'll know it's your pre-update backup. Do not overwrite any existing backups.

    7. After the update is complete, you're ready to start working in your updated file using your new version of QuickBooks.

  • If the Update File for New Version window appears, use these steps.

    1. In the Update Company File for new Version window, verify you want to update the file, click to select the checkbox, and then click Update Now.

      If you don't see the Update Company File for new Version window, you are either using your previous version of QuickBooks to open your file or you're opening a file that has already been updated. The version you're using is shown in the top title bar of the QuickBooks program (such as QuickBooks Pro 2009).

    2. If you're updating a company file, follow the onscreen instructions to create a backup. Be sure to note where you save this backup and name it so you'll know it's your pre-update backup. Do not overwrite any existing backups.

    3. After the update is complete, you're ready to start working in your updated file using your new version of QuickBooks.

  • If the QuickBooks Login window displays, use these steps.

    1. Enter the admin password.

      • If your password works, continue with the update steps below.

      • If your password doesn't work, you're either not set up as the admin or you don't know the admin password. If you're not set up as the admin, QuickBooks displays a warning asking you to ask the admin to update the file. If you see a message that the user name or password is incorrect, you are set up as the admin and you'll need to reset your password before you can update your file to the new version. After the admin password is reset, you can proceed with the update process.

    2. In the Update Company File for new Version window, verify you want to update the file, click to select the checkbox, and then click Update Now.

      If you don't see the Update Company File for new Version window, you are either using your previous version of QuickBooks to open your file or you're opening a file that has already been updated. The version you're using is shown in the top title bar of the QuickBooks program (such as QuickBooks Pro 2009).

    3. If you're updating a company file, follow the onscreen instructions to create a backup. Be sure to note where you save this backup and name it so you'll know it's your pre-update backup. Do not overwrite any existing backups.

    4. After the update is complete, you're ready to start working in your updated file using your new version of QuickBooks.


Important: If you temporarily copied your company file to another computer to update it, be sure to copy the updated company file (.qbw) back to the original location (such as a server). You may want to change the filename of the copied file to make it obvious which file is updated and ready to be used in the new version of QuickBooks. Once the updated file is copied back to its original location, delete the temporary copy you used on the local machine.

Once the updated file is back in its original location, other users will be able to open it using their new version of QuickBooks just as they did before.

After the update is complete, you are ready to use your company file in the new version of QuickBooks.

KB ID# H_CONVERT_UPDATE_QB_FILE
12/18/2014 5:26:28 AM
QYPPRDQBKSWS09 9102 Pro 2013 88fd30