TECH TOPIC:
Installing & Upgrading Your QuickBooks^®, Page 2

During the upgrading of your QuickBooks data to a new version, you may encounter problems and need to continue using your previous version until everything is up and running. This method is equally useful for first-time installers. Whenever you do your next upgrade of QuickBooks, the process should be much simpler.

Contents

The Preliminaries
The Destination Folder
Using Custom Installation
The Start Menu
A Summary So Far

Page 2

Verify Your Data File
Copy Your Data File
Upgrade Your Data File
Miscellaneous Tasks
A Final Summary

Verify Your Data File

Now that your new version of QuickBooks is installed, you need to get your data transferred to the new version. The first thing we recommend you do is verify the integrity of your data. With a corrupted data file, your upgrade may fail when you try to open it in your new version.

Open your old version of QuickBooks you used with your data. This should be easy since you now have at least two versions installed with corresponding Start menu items.

With your data file loaded, make certain all the windows in the work area are closed. The Verify utility will not work with any work area windows open. To do this, click on the close icons on the upper right of the work area (below the toolbar) until you have a blank work area. You can also do this from the Window menu. Select "Window -> Close All" from the menu.

Now, from the File menu, select "Utilities -> Verify Data".

If your data is OK, you may continue on to the next step.

If you should get any error messages during the verify, try the "Rebuild Data" option under the Utilities menu. If QuickBooks tells you it cannot repair the file, consult the QuickBooks support web site or a QuickBooks consultant near you.

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Copy Your Data File

By default, QuickBooks saves your data file in the same folder where the program is installed. We recommend you always keep your data files separate from your program files. This allows you to easily find and organize them when you are performing backups and restores.

The first step is to create a folder to contain your data file. In Windows Explorer, navigate to the folder where you installed QuickBooks. In our case, that is QuickBooks Pro 2003. Then create a new folder under this one and name it Data.

Still using Windows Explorer, copy your QuickBooks company file (it ends in .QBW) to the Data folder under your new QuickBooks installation. Make certain this is a copy and NOT your original file.

Upgrade Your Data File

Now that you have a copy in your new QuickBooks folder, you may start up your newly-installed version of QuickBooks.

When QuickBooks first opens, you'll be asked whether to start a new company or open an existing company. Choose to open an existing company and navigate to your data file. Select your company file and open it.

QuickBooks will now prompt you to back up your file before doing any conversion to the latest QuickBooks file structure. You may back this up anywhere since you also have your previous data file stored with the previous version of QuickBooks.

Once the backup is complete, QuickBooks will update your company data file and, when it's complete, display whatever you have selected to display in your preferences. Should an error occur, it probably was due to a corruption of your data file. Make certain you perform the verify data steps above prior to upgrading the file.

Once the data conversion is completed, backup this new version of your company file just as you normally perform backups.

Congratulations! You now have your new QuickBooks installation completed. You may now delete the backup made just before conversion if you want.

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Miscellaneous Tasks

You may want to register your software before the timeout period ends. Select Register from the file menu and follow the directions. You can do it over the Internet or by phone, whatever your preference. Record the registration number you receive in return. We recommend you write it down on the CD-ROM case next to the Install Key and also in the manual where you also copied the Install Key. If you ever have to reinstall your QuickBooks, you may reuse this registration number again.

If you use QuickBooks for payroll processing, now would also be a good time to also sign up for the payroll plan you want. How to do that is beyond the scope of this discussion.

As a final step, you may want to check your company's reports to see if they agree with your previous version. A P&L, Balance Sheet, Accounts Receivable, Accounts Payable and Trial Balance report should give you an idea whether anything went amiss during the conversion.

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A Final Summary

We started out with the installation of your new QuickBooks. We said you should install your program to a folder with the same name as your new version of QuickBooks. In our case it was QuickBooks Pro 2003.

We also recommended naming the program group in the Start menu the same thing.

You also had to install the latest version of Internet Explorer. QuickBooks has used Internet Explorer since QuickBooks 2000. Make certain your OS and hardware can support the upgrade before beginning.

Then we recommended using the Verify utility in your old version of QuickBooks before transferring the data to your new installation. This step is very important to your success.

Next we created a folder named Data under your new program folder to ease your backup and restore procedures.

We then copied your company file to the new Data folder and opened it in your new version of QuickBooks. From there, QuickBooks made you perform a backup and then proceeded to convert your company file to its new data structure as necessary. We then performed a backup on our newly updated data file.

Finally, we registered our software and recorded the registration number in case we had to reinstall the software.

As with any new version of software, Intuit's not immune to bugs creeping in as they make changes to the program. You'll probably find any glaring errors as you go about your daily bookkeeping chores. If you don't use the automatic update feature, check the QuickBooks web site for any updates that may be available. If there are any major "bugs", you can still revert to your old version of QuickBooks and re-enter your changes on your old data.

If you wish to return to Page 1 and reread this, click here or use the contents link at the top of the page.

3 February 2003

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