QuickBooks 2014 is available, when should I upgrade – Q & A

QuickBooks 2014 can be purchased beginning today (from what I’ve heard) directly from Inuit websites or through Authorized Intuit Affiliate links – however, it won’t be in stores until the middle of October. Many companies will want to upgrade right away – some of you may already have access to the new version.

It seems that each year when Intuit announces a new version of QuickBooks, I’m overwhelmed with phone calls and emails from clients and customers asking a multitude of questions about the new version.  Here is a list of do’s, don’ts and frequent questions.

Frequently Asked Questions:

Should I/Do I NEED to upgrade to QuickBooks 2014?

I’m usually very conservative in regards to this question, especially the last few years with money being so tight for everyone, but typically my answer is:

If you are currently using a version of QuickBooks that Intuit will retire or sunset next year (in this case QuickBooks 2011 or Enterprise 11.0 – which will no longer be supported after May 2014 based on historical data) OR if you feel that your business would benefit from some of the new features and functions — then you should go ahead and purchase the new version BUT wait awhile before you actually install/move your company data file into the new version.

If you currently have QuickBooks Pro/Premier (any version) 2012 or Enterprise 12.0 – this version will be supported until roughly May 2015.

If you currently have QuickBooks Pro/Premier (any version) 2013 or Enterprise 13.0 – this version will be supported until roughly May 2016.

I usually recommend that you wait until AFTER you’ve issued W-2?s and other year-end payroll tax returns.  This allows Intuit to fix bugs and problems that are in the new release and put out maintenance releases.

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When should I purchase QuickBooks 2014?

Typically, when a new version of QuickBooks is released there are discounts available – check out the pricing through our Authorized QuickBooks Affiliate page.

If you have purchased QuickBooks 2013  since the end of July, you might qualify for a free update to QuickBooks 2014 – contact Intuit to find out.Historically if you purchased the current QuickBooks version (2013) between the end of July and the release date of the new version (QuickBooks 2014) you are eligible for a free migration to QuickBooks 2014 when it becomes available.  That’s double the product for the same amount of money!

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Will the 3rd party add-ons that I use be compatible with QuickBooks 2014?

Contact the software developer to ask them!

QuickBooks add-ons can be written by anyone, so you have to take into consideration when that developer will have access to the new version of QuickBooks in order for them to test their product, make sure it works as expected, make any necessary coding changes if they discover a problem,   and THEN put out an update, patch, etc.

Developers used to be able to participate in an Early Access program (which coincided with official beta testing) and had a couple of months in which to test their add-on programs with the new version of QuickBooks, make any necessary changes, and quite possibly add enhancements to their own programs – however, the last few years Early Access has not been available.

To be honest, I don’t even know if 3rd party developers that have add-ons for the desktop version have even been able to download QuickBooks 2014 this year………..

Most of the time there shouldn’t be a problem, but you never know for certain, so if you rely on 3rd party applications that work with the desktop version of QuickBooks to run your business or to perform important tasks — contact the developer and ask them directly!

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Will QuickBooks 2014 run on my current computer – OR – will I need to buy a new one?

That’s always a good question to ask!

If you are running or want to run QuickBooks Premier (any version – Accountant, Contractor, etc.)  you want to make sure that your current computer has:

• Minimum 2.0 GHz processor, 2.4 GHz recommended
• Minimum 1 GB RAM for single user, 2 GB RAM recommended for multiple users
• Minimum 2.5 GB available disk space (additional space required for data files)
• 60 MB disk space for Microsoft .NET 4.0 Runtime (provided on the QuickBooks CD)
• Minimum 1024×768 screen resolution, 16-bit or higher, default DPI settings

NOTE:  QuickBooks Enterprise will require a faster processor and more RAM.

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Upgrade Do’s:

• Plan an appropriate amount of time, especially if you have multiple users
• Contact the developers of any 3rd party desktop add-on applications that you use to be sure that the add-on works with QuickBooks 2013
• Make sure that you know where your current company data file lives
• Make sure that important tasks such as payroll and billing are done
• Make sure that you watch and understand what is being done to your computer – don’t let others simply do “whatever”
• Rebuild your QuickBooks file just before you install the new version
• Check the number of DB (Database) file fragments
• Make 2 backups of your company data file
• Install QuickBooks 2014 – making sure that you do not overwrite/replace your existing version
• Run Disk Defragmenter on the hard drive of your computer (Start -> All Programs -> Accessories -> System Tools -> Disk Defragmenter -> follow prompts)
• Open your existing QuickBooks company data file -> follow the prompts for upgrading your file
• Check the number of DB (Database) file fragments (rebuild your file OR make a portable company file and then open it)

Upgrade Don’ts:

• Don’t plan the upgrade for a day where you need to do payroll, billing, or perform any intensive task that requires access to your computer/company data file
• Don’t assume that the 3rd party add-ons that you use are compatible – contact the developer
• Don’t overwrite your existing QuickBooks installation

Remember, once you update your company file you cannot open it in your previous version of QuickBooks – UNLESS you have a backup of the file!

For more detailed information, request our Free 19-page eBook: FAQ – Upgrading QuickBooks, from our companion site Learn to use QuickBooks in your construction business.