Converting Data Files to and from Macintosh and Windows

Converting Data Files from Macintosh to Windows

To convert a QuickBooks file on the Macintosh to Windows, you first need to upgrade the file to version 4 (or higher) on the Macintosh. With the version 4 file, backup the company file to a DOS diskette (or USB drive) and then Restore that file on a Windows computer with QuickBooks version 4 or higher. QuickBooks automatically converts the data to Windows format.
Follow these steps to convert from Macintosh to Windows:

1. If necessary, upgrade to the latest version of QuickBooks for the Macintosh and open the company file.
2. If both computers do not have access to the same network, create a DOS formatted diskette or USB drive on the Macintosh.
3. From the File menu select Backup to QuickBooks for Windows.
   
   Figure 1‑1 Backing up a Macintosh QuickBooks file to send to Windows
4. Select the location for the backup and click Save. If possible, save the file to a location on the network where you can access it from a Windows PC. This way, you won’t have to use floppies or USB drives.
   
   Figure 1‑2 Saving the Mac file to a Windows disk or network location
5. QuickBooks will create the backup, and if necessary, prompt you for a second (or third, or more) diskette. The backup file will have a “.qbb” extension so that the Windows version of QuickBooks can recognize it as a QuickBooks backup file.
   
   Figure 1‑3 Information screen about the .qbb file extension.
6. Take the backup to a Windows machine and launch QuickBooks for Windows.
7. Select the File menu and then select Restore.
8. Select the location of the backup file and select the file to be restored and click Restore.
   
   Figure 1‑4 Restoring the Macintosh file to Windows.
9. QuickBooks converts the file from Macintosh to Windows format.
   
   Figure 1‑5 Updating the file to the Windows version
10. The file is now ready for use with QuickBooks for Windows.

Converting Data Files from Windows to Macintosh

Since there are fewer features in QuickBooks for the Mac, you don’t want to make a habit of converting back and forth between Mac and Windows, because users may accidentally create data in the Windows version that cannot be accessed in the Macintosh version. However, if you need to support clients who use Macintosh, it may be necessary to get their file, work on it, and then return it to them in the proper format.
If you need to return the file to your client who is using a Macintosh, follow these steps:

1. With the file open in QuickBooks for Windows, select the File menu, then Utilities, and then select Copy Company File for QuickBooks Mac.
   
   
   Figure 1‑6 Creating a file to convert to the Mac version of QuickBooks.
2. Select the backup location (floppy, USB drive, or Network folder) and finish the backup process. The file will have a “.MAC.qbb” extension, and it will be configured for the Macintosh version of QuickBooks.
   
   Figure 1‑7 The exported file will have ".MAC.qbb" at the end of the file name.
3. Copy this file onto the Mac’s hard drive and open QuickBooks 2006.
4. From the File menu, select Restore and then select From a Disk.
   
   
   Figure 1‑8 Selecting the file to restore.
   
   
5. Select the “.MAC.qbb” file you want to restore and then click Open.
6. Then, if necessary, enter the name of the file to be restored and click Save.
   
   Figure 1‑9 Naming the file to be restored.
7. When the file is opened, QuickBooks will show the name of the restored file.
   
   Figure 1‑10 File name for the restored file.

Data and Features Not Supported in QuickBooks for Mac

The features and data not converted to the Mac (Pro 2006) version are:

• Payroll and payroll items.
• Online banking transactions that have not been accepted into a register.
• Online banking aliases.
• Customized form templates.
• Multi-user data, such as user names, passwords, and access privileges. The Administrator password is carried over to the Mac version.
• Sales reps.
• Business planning, expert analysis, and business optimization tools.
• Price levels.
• Integration with third-party applications, including Microsoft Word, Outlook, and ACT!
• Merchant account services.
• Multiple estimates per job (QuickBooks for Mac supports a single estimate per job).
• Sales order and back order tracking.
• Assembly items will be converted into non-inventory part items.
• Budgets created without an associated account.
• Transaction type “transfer” (will convert as journal entry).
• Transaction type “EFP payroll” (will convert as payroll liability check).
• Workers Comp Items.
• Vehicle list.
• Fixed Asset Items.
• Multiple “ship to” addresses, preferred send method and payment information for Customers:Jobs.
• Custom Fields in lists (Customers, Vendors, Employees).

Unsupported Reports in QuickBooks 2006 for Mac

The following preset reports are currently not supported by QuickBooks 2006 for Mac. You can, however, create many of these reports using the customization and filtering in QuickBooks for Mac.

• Profit & Loss Unclassified.
• Job Progress Invoices vs. Estimates.
• Open Purchase Orders By Job.
• Sales Tax Revenue Summary.
• Pending Builds.
• Income Tax Preparation.
• Profit & Loss Budget Performance.