Whether you plan to do the QuickBooks installation and/or upgrade yourself or hire an IT person to do it for you, below is a list of “QuickBooks Upgrade Best Practices Tips” to help you through the process.
Some might consider these instruction to be an “overkill”; but it will allow you to KEEP your current version of QuickBooks while running tests in the new version – before you make the final commitment to upgrade. It will also alert you to any potential hardware issues that you might encounter. I have installed QuickBooks 2010 on 4 different computers and am having issues with my Vista SP2 Dell Vostro laptop.
Read all of the information about the installation/upgrade procedure that you can get your hands on to make sure that you choose the best installation process for your situation – procedures will vary if you use QuickBooks on a single computer, a network, or via Terminal Services, and that your computers are “beefy” enough to run the new version of QuickBooks. (*see below for requirements)
- DO NOT attempt to do the install/upgrade on a day that you run payroll, billing, or know that you are extremely busy – that is just asking for trouble!
- If you use 3rd party QuickBooks integrated software:
- CONTACT the company that produces them – if they haven’t contacted you already – and ASK about compatibility updates and/or any special instructions that you should be aware in order to continue using the product(s). We’ve all had a very tight time frame to test/ensure that our software works as expected with the QuickBooks 2010.
- As a general rule; if you use 3rd party QuickBooks integrated software, remove them from the Integrated Applications Preference (Edit menu -> Preferences -> Integrated Applications -> Company Preferences tab -> highlight each application individually and choose Remove) – we’ve seen numerous instances where existing integrated application permissions do not upgrade correctly.
- Download and install any QuickBooks integrated software updates and follow the instructions provided by the software developer for updating and reintegrating your 3rd party software with QuickBooks.
- Rebuild your QuickBooks data file using the existing version of QuickBooks that you have installed to make sure that there are no errors within the data file that could prevent your ability to upgrade. (From the QuickBooks File menu -> Utilities -> Rebuild Data). NOTE: Choose the Rebuild Data function rather than the Verify Data option; as the Rebuild function is more thorough and reliable.
- BACKUP your data at least twice – do not rely on the backup that you will be forced to make during the rebuild function.
- Start with the computer that will host the QuickBooks data file and install the new version of QuickBooks there; this could be the server, if you are in a networked environment.
- During the installation process for Quickbooks 2010
at the “Choose Installation Type” window select the Custom & Network option
from the “Upgrade or Change Installation Location” window select the “Change the installation location” option – this will allow you to keep your EXISTING version of QuickBooks and install the new version so you can run some test data through the new version before making the move final.
- After you have installed QuickBooks – Restore one of your backups, saving the QBW file to a new location with a new name if at all possible.
- Once the file has loaded, go to the Company menu -> Company Information and change the company name temporarily to something like Converted.
- Rebuild the file AFTER it is restored.
- Run reports from both year versions of QuickBooks and compare them – Profit & Loss Reports, Balance Sheet, Open Receivable, Open Payables, etc.
- Take a bit of time and enter the same data in both year versions just to be sure everything is working as you expect.
- When you are happy with the performance of the new version decide WHICH QuickBooks file contains the most complete and update to date information (delete the other one) – uninstall the old version of QuickBooks and open the correct QB data file.
Hardware & Operating System Requirements as of 9/29/09:
It has been our experience for the best performance ALWAYS make sure that your computer exceeds the RECOMMENDED Requirements listed by Intuit.
Windows Operating Systems
- Windows XP – SP2 or higher
- Windows Vista – all editions, with UAC (User Account Control) enabled
- Windows Server 2003
- Windows Server 2008
Hardware/Computer Requirements
- 2.4 GHz Pentium 4 processor for use with Pro/Premier OR 2.8 GHz Pentium 4 processor for use with Enterprise
- 1 GB RAM
- 1 GB of disk space with additional space for the data files
- 4x CD-ROM drive for CD installs
- 1024 x 768 screen resolution
Disk Space required for Additional Software
- 232 MB for Microsoft .NET 3.5 Runtime, provided on the QuickBooks Installation CD
- Google Desktop Search (an in-QuickBooks search feature) – space requirements will depend on the size of the QB company data file and is not unusual for it to need as much as 1 GB
Minimum network requirements
- 100 Mbps network card
- 100 Mbps switch or router
- 40 Mbps network bandwidth
RAM requirements for Microsoft Terminal Services
- 5 users requires 2-3 GB
- 10 users requires 3-4 GB
- 15 users requires 4-6 GB
- 20 users requires 6-8 GB
QuickBooks 2010 registration seems much more automated, with as much as possible being handled online. In most cases, this should mean that users who upgrade will have to input less data, which will save them time and trouble.
However, there’s a potential problem that can occur in Steps 3-5 that you need to watch out for. If you begin registration and have a file open, the data in the file will automatically populate the registration fields. If the open file doesn’t contain the information you need to use for registration this could be troublesome. I had a “test file open when I began the registration process”. So in MOST circumstances this should not be a problem.
If you notice that this is happening onscreen, delete the incorrect data and then fill in the correct data.
Registration Wizard
Step 1 – Begin Registration
Step 2 – An internet connection is established
Step 3 – Create an Intuit Account (option #1) OR sign into your Intuit Account (option #2).
Use Option 1 to create an Intuit Account if this is the first version of QuickBooks that you have purchased OR if you are upgrading from an older version (Quickbooks 2008 or older if I remember correctly).
Use Option 2 to sign into your existing Intuit Account, if you are upgrading from the 2009 version.
Step 4 – Create a New Profile OR Select an Existing Business Profile
If you already have an Intuit Account, after you sign in – you will have an opportunity to Select the Business Profile that Intuit has on file for this account OR you can create a new business profile.
Step 5 – Review OR Create your business profile.
If you select an existing business profile, the window below will have the last known inforamtion regarding that profile already entered and you will have an opportunity to review and/or update the information.
When you create a new profile, you will need to complete ALL required information.
Step 6 – Register QuickBooks
Unfortunately after I’d done all of this, I still had to call Intuit in order to obtain a “Validation Code” 
Now THIS could be caused by the fact that I have registered a new version of QuickBooks each year since the 1990′s – beginning with Version 1 in DOS and am both a ProAdvisor and an IDN Developer.
I’m sure you all have been reading snippets of information on the web and quite possibly you’ve been receiving marketing literature from Intuit about the release of QuickBooks 2010.
Well, it’s official. You can order QuickBooks 2010 beginning September 28, 2009 – directly from Intuit or through the Affiliate Page on our website at a discount of 10-20% – visit http://www.sunburstsoftwaresolutions.com/order-quickbooks.htm
Usually, with the official QuickBooks release announcement, we also release our own independent “Annual Review” of the new features (and what we think of them) that are in the new version of QuickBooks.
Our Review of What’s New In QuickBooks 2010 will not be so timely this year, we have had a VERY tight time frame in which to test and work with a Final Release version – just a little over a week; so we felt that it was more important to FIRST ensure that our software would work as “expected” by our customers – before focusing on a comprehensive write-up of new features.
Below is a partial list of the new features & functionality that we’ve found in QuickBooks 2010 and we will be releasing our “What’s New In QuickBooks 2010″ on October 5, 2009; watch for announcements here and on the “Home Page” of our Technical Support Area on our main website:
- Document Management – attach files of any type (pdf’s, Word docs, Excel spreadsheets, scanned items) to QuickBooks Customer records, Job Records, Vendor Records, Item List entries, Chart of Account Entries. These documents will be stored in a web-based software program and linked to your QuickBooks file.
- Rapid List Entry – allows users to enter, edit and save multiple list items (Customers, Jobs, Vendors, etc.) all on one convenient spreadsheet like table.
- Favorites Menu – create your own “Favorites” menu of commonly-used and/or hard to find menu items and tasks.
- Electronic Check Processing – a check scanning service offered through QuickBooks Merchant Service accounts.
- Additional Custom Fields (Enterprise ONLY) – more custom fields for items and names, new data formats and data validation.
- Build Assemblies (Enterprise ONLY) – the “transaction” form is now a template. Line items can be modified on the fly and printed.
The following items have been improved, according to Intuit literature that we have seen:
- Forms Customization – now easier and faster to make QuickBooks forms look more professional.
- Company Snapshot – allows users to customize what “widgets” they want to see and provides additional widgets for greater insight into the business.
- Condense/Archive – improved logic to more reliably reduce the amount of data in the QuickBooks company file.
- Easier Installation – installing QuickBooks is easier than in previous years.
- Improved Product Registration – reduces time to register QuickBooks.
- Expanded Client Data Review – QuickBooks Premier Account & Enterprise Accountant versions.
- Improved Intuit Statement Writer – sold separately.
- Improved Report Center
Payroll Updates/Enhancements
- Check Signing Feature – Scan your signature, save the image, and then use it in QuickBooks when you print checks on your pre-printed check stock.
- Easily Retrieve Your Payroll Service Key – an on-line tool which requires your Federal EIN, order number OR phone number.
- Certified Payroll Report – compliant with the requirements of the Federal WH-347 & WH-348 according to Intuit (not quite in our opinion)
Watch for continued updates here on our blog as well as on the Technical Support Home Page on our website.
For those of you who aren’t aware, QuickBooks 2010 will be available for sale beginning on Monday September 28, 2009.
We are an Authorized Intuit Affiliate – which means that you can purchase QuickBooks at a discount using a special Affiliate Link from our site.
Beginning Monday September 28, 2009 visit our Affiliate Page for additional information and information on discount pricing.
Watch for news about our Annual QuickBooks review right here on our blog beginning next week.
Disclaimer: As both a Certified QuickBooks ProAdvisor and Intuit Developer Network Gold Developer, I do not recommend that you upgrade right away as there are usually some problems and it does take Intuit a couple of months to get everything all squared away.
What we usually do recommend is that if you KNOW that the current version of QuickBooks that you are using will be “retired/sunset/or no longer supported” within the next 6 or so month and you will have to upgrade eventually – purchase the new version now while there are deeper discounts and just wait a bit before installing it.
If history is to repeat itself, QuickBooks 2007 will be sunset in the first half of 2010.
Well I spent all day Wednesday upgrading my computer from Windows Vista Home Premium to Window 7 Ultimate final release.
I was actually able to do an upgrade! Very cool, very easy and VERY FAST.
Do you want to upgrade your current Windows Vista computer? If so, do yourself a favor and download the Windows Vista Upgrade Advisor – it will tell you if you can do an upgrade (keep your settings and software) or if you have to do a clean install (reinstall all software & restore ALL files).
This tool will also tell you if your current Windows XP machine is CAPABLE of running Windows 7 and which version you should pick. From all the information that I’ve read, you can NOT do an upgrade from XP to Windows 7 – but rather you MUST do a clean install – which means backing EVERYTHING and I do mean EVERYTHING up, doing what is called a “clean install” and THEN you’ll have to reinstall ALL of your software and all of your data.
If you are running XP, you might be better off just waiting to get Windows 7 when you have to purchase your next new computer. For additional information on Windows 7, visit the Microsoft Windows 7 site – be sure to compare the different versions that are available.
So, let me tell you about my new computer! I’m as excited as a “kid in a candy store”; but seriously I HOPE this is the last computer that I have to buy for a LONG time.
Here are the specs:
- Hewlett Packard E-9150t desktop
- Intel (R) Core (TM) i7 CPU
- 950 @ 3.07 GHz
- 8.00 GB of RAM
- 64-bit Operating System
- Running Windows 7 Ultimate – final release
So I started out bright and early Wednesday morning (5 a.m. EST) and started with the Upgrade from Vista to Windows 7 – it took under an hour and yes I had what little software that I had wanted to save from Vista – which was mainly all of the HP stuff.
Everything seemed to be running smoothly – it remembered my network connections and everything. Next I started installing like a fiend:
-
Microsoft Office Enterprise 2007
-
QuickBooks 2010
-
Certified Payroll Solution – our software
-
Construction Application for Payment Solution – our software
-
Crew/Overtime Entry Solution – our software
-
Wage Manager Solution – our software
-
Adobe Acrobat Reader 9.0
-
RoboForm
AND then came the biggie, a Cannon MX330 series printer/fax/scanner, when I insalled that I just used the regular installation CD that came with it – works like a charm.
Thursday, I spent time doing some preliminary testing with our software in conjunction with QuickBooks 2010 and Windows 7 and am happy to say that I’m pleased with the initial results.
We’ll be doing more in-depth testing over the next month, so stay tuned….
