Keeping your QuickBooks Desktop software up-to-date with the latest version is important to gain access to new features, performance improvements, and bug fixes. Intuit releases annual new editions of QuickBooks Desktop with major changes as well as intermittent patches addressing bugs or issues. Follow best practices to smoothly update your copy of QuickBooks Desktop.
Overview of Updating QuickBooks Desktop
Here are key steps to update QuickBooks Desktop to the newest version:
- Review what’s new in the latest QuickBooks Desktop release
- Determine compatibility with your company file and integrations
- Prep your data for update by archiving, condensing, and backing up
- Download and install the newest update package
- Open company file in the new version and review changes
- Update integrated tools like bank feeds to match new version
- Train employees on navigation/workflow changes
- Clean up any data issues or errors arising post-update
- Consider scheduling regular reviews of available updates with your accountant
Careful planning and testing ensures an update goes smoothly without affecting workflows.
Checking What’s New in the Release
Before updating, review what’s included in the latest QuickBooks Desktop version:
- New features or capabilities added
- Solutions for previous bugs and issues
- Any interface changes or feature removals
- Impacts on compatibility with operating systems
- Changes to supported integrations or APIs
Assess if the new features and improvements justify an update, based on your specific needs. Update urgently if you are experiencing bugs that are addressed.
Confirming Compatibility
Ensure the update will be compatible with your:
- Operating system version on computers running QuickBooks
- Integrations like bank feeds, payroll, payment processors, apps
- Industry-specific tools like manufacturing modules
- Third party add-ons and plug-ins
Incompatible products may need updates first or could potentially disrupt workflows.
Preparing Data for Update
To prep your company file for the update process:
- Archive old transactions and purge deleted transactions to streamline your data
- Condense your company file data if large and shrink if possible
- Back up your QuickBooks company files to external drives
- Install the latest Windows updates on your local machine
- Schedule the update during downtime or off-peak hours
Proper data prep prevents errors and improves update performance. Consider assistance from your accountant like QB Tax Advisor for this cleanup.
Downloading and Installing the Update
Once prepared, download the latest QuickBooks update:
- Close and exit QuickBooks Desktop fully before installing
- Disable antivirus programs during install to avoid conflicts
- Select the edition and version that matches your existing QuickBooks
- Follow prompts to download and begin installation
- Allow sufficient time to complete based on internet speeds
QuickBooks may prompt auto-updates or you can manually download updates on Intuit’s website.
Opening Your Company File
After updating, open your main QuickBooks company file:
- QuickBooks should automatically convert your file to work with the new version
- The conversion process adds data like new charts of accounts or placeholders needed in the updated software
- This may take several minutes for large company files to fully update internal components
Don’t interrupt the conversion process or data problems may arise.
Updating Integrated Tools
If using integrated tools like bank feeds or payroll, ensure they are fully compatible:
- Upgrade any QuickBooks-related plug-ins or apps to latest versions also
- Reauthorize connections to bank feeds and redo account mappings
- Confirm payroll service is updated and synced properly post-update
- Re-enable other subscriptions or services within new version
All peripherals need to work with the new QuickBooks engine.
Training Staff on Changes
Train team members who use QuickBooks on any new features or workflow changes:
- Review new menus, options, buttons, and layouts
- Highlight useful new capabilities to leverage in workflows
- Provide documentation or cheat sheets on changes
- Outline any processes that may need to adjust due to changes
- Monitor for confusion or issues adapting to new version
Proper staff training ensures productivity doesn’t suffer from an unfamiliar interface.
Cleaning Up Errors
Watch for anomalies, issues or errors arising after the update:
- Investigate data gaps, missing transactions, or odd balances
- Troubleshoot features not working properly like integrations
- Fix incorrect account mappings or unmatched budgets/lists
- Consult Intuit support, accountant assistance, and user forums for solutions
- Isolate bug-related problems versus user errors
Accountants like QB Tax Advisors can diagnose post-update errors and recommend fixes.
Scheduling Regular Updates
Work with your accountant to determine appropriate update frequency:
- Major vs minor release cycles and roadmap
- Cost/effort tradeoffs of updating versions
- Your specific needs based on integrations
- Change management bandwidth
- Risks of delaying updates
Plan updates strategically rather than reactively for smoothest transitions.
Conclusion
Keeping QuickBooks Desktop current through timely updates provides access to the latest features and fixes. Careful planning, testing, training, and troubleshooting helps updates bolster rather than disrupt your workflows. Partnering with an accountant like QB Tax Advisors ensures updates deliver maximum value while minimizing business disruption.