Best practices and tips for installing a QuickBooks 2012 upgrade on a computer that already has an existing version of QuickBooks in place.
Remember, QuickBooks MUST be installed using a Standard User Account when you are running Windows Vista or Windows 7 AND you use QuickBooks integrated 3rd party programs – see Windows, QuickBooks & 3rd Party Apps – The Struggle Within.
If you have Intuit do the upgrade, DO NOT let the Intuit rep install the new version from within your computer’s Administrator account and DO NOT let them choose the “upgrade” option when they do the installation. Also, make sure that your computer IT person is aware of the requirements and best practices – many do not.
Make sure that you watch and understand what is being done to your computer – don’t let others simply do “whatever”
Installing/upgrading QuickBooks is a fairly straightforward task, but that doesn’t mean that there aren’t some things that can trip you up along the way. Below are some “best practice tips”, based on technical support calls from our customers, that will help you to ensure a smooth installation/upgrade:
PLAN AHEAD and make sure that everything is in order – DO NOT install the new version of QuickBooks 2012 on the day that you need to run payroll, do billing, or perform any intensive task that requires access to your computer/company data file.
- Perform some basic file maintenance in your current QuickBooks version – backup your file, rebuild the data, check the current file size and number of database file fragments.
- If you use 3rd party integrated applications, make sure that you contact the software developer (if they haven’t already contacted you) about compatibility with and update procedures for working with QuickBooks 2012 – Gold and Silver Developers {those who have applications listed on the Intuit Marketplace} did not have access to a final release copy of QuickBooks 2012 until 9/12/2012; for other developers – well they might have access to the new version today.
- Start with the computer that houses your QuickBooks data file – paying close attention to the following screens.
- On the “Choose Installation Type” window select the “Custom and Network Option“
- On the “Custom and Network Options” window, select whatever the current settings are on your computer
- On the Upgrade or Change Installation Location window, choose the Change the install location option. This installs QuickBooks 2012 in a new folder and when the installation is complete you will have BOTH your current {old} QuickBooks version and the new QuickBooks 2012 version installed on the computer.
- When the installation is complete, you’ll be prompted to reboot your computer. After the reboot, start QuickBooks 2012 and open your company file.
- Rebuild your data file, check your file size and number of database file fragments.
- Install the new version of QuickBooks on each of your other computers; repeating Steps 4, 5, 6, and 7.
Once the new version of QuickBooks is installed and running properly on all of your computers, remove the old version by going to your Control Panel -> choosing Add/Remove Programs {Windows XP} OR Programs & Features {Windows Vista & 7}, find the old version in the list of programs and choose Uninstall or Remove.
We hope that you’ve found these best practices and tips for installing a QuickBooks upgrade to be helpful. If so please take a moment to leave a comment or share it on your favorite social network.
Your QuickBooks file just like you, your car, or your equipment benefits from some basic maintenance. Most people don’t periodically check the health of their QuickBooks file to help prevent data corruption – mainly because they don’t realize that they should or even how to go about it. Below are some best practice tips for some basic file maintenance tasks that you should perform on a regular basis – but more importantly before and after you upgrade your company file to a new version of QuickBooks.
The instructions found in this article are a list of “best practices” for people who have an existing version of QuickBooks currently installed on their computer who wish to “upgrade” to QuickBooks 2012. While this list may seem like an overkill, anyone who has been working with and using QuickBooks for any length of time knows that sometimes things do not always go smoothly.
DO NOT plan to install the new version of QuickBooks on a day when you need to run payroll, do your billing, or perform any task(s) that will require extensive access to your company data file.
Before you upgrade:
1. Make sure that your current computer meets QuickBooks 2012 requirements, by clicking your Start button -> choose Computer -> select System and compare the information displayed to that shown below.
Operating System:
- Windows XP, all versions – Service Pack (SP) 2 or later strongly recommended
- Windows Vista, all version with User Account Control (UAC) turned on {installed under a Standard User Account if using 3rd party add-ons}
- Windows 7, all versions with User Account Control (UAC) turned on {installed under a Standard User Account if using 3rd party add-ons}
- Windows Server 2003
- Windows Server 2008
Processor, RAM, Hard Drive Requirements:
NOTE: You’ll be better off with the recommended requirements.
- 2.0 GHz Pentium 4 Processor {2.4 GHz recommended}
- 1 GB RAM {2 GB recommended} for a single user or client machine
- 2 GB RAM for multiple, concurrent users for Pro & Premier
- 2 GB RAM or more strongly recommended for Enterprise on a server
- 2.5 GB free disk space for the actual QuickBooks program – additional space required for the data files
- 250 MB disk space for Microsoft .NET 4.0 Runtime {provided with the installation}
Screen (monitor) resolution:
- QuickBooks Pro, Premier, and Enterprise is optimized for a 1024 x 768 screen resolution, 16-bit or higher color
Database Server Requirements:
- Windows XP, all versions – Service Pack (SP) 2 or later strongly recommended
- Windows Vista, all version with User Account Control (UAC) turned on
- Windows 7, all versions
- Windows Server 2003
- Windows Server 2008
2. Rebuild your QuickBooks Data file:
You’ll need to be logged into QuickBooks as the Administrator. If you have a large file, this could take quite awhile – so plan to run this process at lunch time, or gear it up just before you leave for the day.
- From the File menu
- Choose Utilities
- Rebuild Data
The first thing that the Rebuild will require you to do is to make a backup of your data file, go ahead and do that.
As soon as the backup has completed, the rebuild function will automatically start. This tool will take two passes through your file, looking for problems, organizing your data, and trying to fix any problems with your data that it finds. If you sit an watch the process, don’t be concerned if QuickBooks seems to stop responding or stop working at 99% on the first pass and 50% on the second. This just means that it’s found things that are wrong, is attempting to fix them, and then going back to check that everything it found on the first pass has been fixed.
For more information on the rebuild function, read this article.
3. Check your current file size and health
To check the size of your own QuickBooks file – with QuickBooks open press the CTRL and the 1 keys at the same time OR press the F2 key at the top of your keyboard – this will open a Product Information window; similar to that shown below, paying close attention to the circled areas – file location, file size and DB (database) file fragments:
Right click on the image to enlarge it.
NOTE: File size and DB (Database) File Fragments are crucial! During beta testing I found that file size increased 20-25% on a consistent basis – and database file fragments also increased. Typically a QuickBooks data file that has over 15-20 DB File Fragments is NOT a healthy file. Our blog post for Wednesday September 14th will provide you with some tips for making your file healthy again. To get a basic idea of how big your file will be after upgrading, add 20-25% to your existing file size.
4. Back up your QuickBooks data file
If you use a remote backup service, save this backup to your computer or an external drive.
After you upgrade
1. Rebuild your QuickBooks file
2. Check current file size and health
Check back tomorrow for a complete list of best practices for upgrading to QuickBooks 2012 when you already have an existing version on your computer.
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Just a reminder for those of you still using QuickBooks Pro 2007, Premier (any flavor – Contractor, Accountant, Manufacturing, etc.) 2007, and Enterprise 7.0 – certain features will no longer be available beginning on May 31, 2010. (See below for complete details).
You will need to upgrade to QuickBooks 2010 in order to continue to use the features listed below, however, if you do not use any of the features indicated – you can still continue to use QuickBooks 2007.
If you use QuickBooks Pro/Premier 2007 OR Enterprise 7.0 and need access to:
- Assisted Payroll
- Basic Payroll
- Enhanced Payroll
- Standard Payroll
- Employee Organizer
- Merchant Services
- Billing Solution (formerly QuickBooks Online Billing)
- QuickBooks Email
- Bill Pay
- Online Banking
- Terminal Download
- Technical Support Plans and Services
YOU NEED TO UPGRADE TO QUICKBOOKS 2010.
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Where can I get the best deal on a new version of QuickBooks?
Getting the best deal on QuickBooks 2010 will require some research on your part – check out the following companies:
- Staples
- Office Depot
- Office Max
- Best Buy
- Amazon
- Costco
- Sam’s Club
- Authorized QuickBooks Affiliates (Resellers)
- Intuit’s website
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How long will it take me to install the new software and be up and running again?
That’s a difficult question to answer, process takes depends on how fast your computer(s) is, how big your QuickBooks file is, and how many computers you need to install QuickBooks on.
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Any tips or suggestions before taking the “plunge”?
Absolutely!
- Don’t do an update on the same day that you need to get billing and/or payroll out!
- Backup, backup, BACKUP your QuickBooks file
- Make sure your computer meets the requirements of handling QuickBooks 2010
- Read our Best Practices – Upgrading to a new version of QuickBooks post
Please feel free to post your comments or questions.
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
