The conversion procedure in Sage allows you to convert QuickBooks data from up to three years previous. However, it does sometimes get tricky to convert QuickBooks file to Sage 50. This is why we have compiled this guide.
If you need to switch to Sage for detailed job costing, clear audit trails, local data control, unlimited users, and premium features, you are in the right place. In this article, we explain what you need to plan and prepare before you migrate to Sage and walk you through the steps.
Why the Switch – How Does Sage Compare to QuickBooks?
There are plenty of reasons you might want to switch to Sage 50 after your arduous years doing QuickBooks accounting. QuickBooks Desktop still requires you to do most tasks manually. In addition, QuickBooks Desktop versions have been set for discontinuation. The 2024 version is the final and is scheduled for discontinuation on May 31, 2027. This means that after May 31, 2027, users will no longer receive security updates and payroll support. This will significantly limit the software’s capabilities and force the user to switch to either the Online or Enterprise version, or to an alternative software such as Sage.
In contrast, Sage boasts deep inventory management and superior reporting capabilities. It provides businesses with robust auditing and advanced scalability. What makes it even better is the unlimited-user feature in some tiers, making Sage 50 an affordable choice for growing teams. Needless to say, businesses will switch to Sage 50 and abandon QuickBooks. Better technology always wins.
Before You Convert to Sage 50: What You Need to Know
It helps to be aware of certain things before you convert from QuickBooks to Sage. This is because the conversion is a major procedure, and a lot can go wrong, so there is a lot one needs to consider or be careful about.
- Firstly, you need to know what converts to Sage and what doesn’t. Sage 50 will convert the lists (like employees, items, jobs, customers, vendors, accounts), transactions, and current balances in the QuickBooks file.
- However, what might not migrate perfectly includes attachments, audit trails, reconciliation history, custom fields, and complex inventory assemblies.
- You would need to figure out the most suitable version of Sage 50 to switch to. This will primarily depend on the QuickBooks version you are on and your accounting requirements. Sage allows you to convert QB data that is up to three years old.
- Different editions, such as US Sage 50, Canadian Sage 50, UK Sage 50 Accounts, support different import tools and file formats. Thus, you need to know about the version you intend to switch to.
- Decide on what historical data you need to migrate. For instance, would you like to transfer only opening balances, current fiscal year transactions, or full historical data to support audits and long-term reporting?
Prepare Your QuickBooks Data for Conversion to Sage 50
Sage 50 needs to be able to read your QuickBooks data properly, and thus you need to prepare the latter. For that, here is what you will need to:
Check Your QB Company Name
Check and make sure that company data includes a valid company name. To do so:
- Navigate to the Company menu in QB, and choose Company Information.
- You will see the Company Information window.
Moreover, your company name needs to be entered in the Legal Name field. This is because Sage 50 will read what is written in the Legal Name field and choose that as your new Sage 50 company name.
Important: However, if the Legal Name field is blank, Sage 50 will select the company name based on the data in the Company Name field. In case both of the fields are blank, the software will name your company “No Name”. Not to worry, you can change it later after the conversion.
Check the Account Types in QB Company
You need to check and make sure that there is at least one such account for the following types of accounts:
- Account Receivable
- Retained Earnings
- Account Payable
Print & Process Your Checks & Bills
You must authorize all credit card transactions and process and sync all electronic bills. Moreover, process all shipments and reconcile bank accounts for the accounting periods before the conversion.
Additionally, print all checks and forms. You’ll need them.
Create a Backup of Your QuickBooks Data
You need historical company data for various security, regulatory compliance, and strategic purposes. Thus, before you convert QuickBooks files to Sage 50, create a backup of the same and store it in a secure location.
If You Want to Convert Social Security Numbers
In case you need to convert social security numbers, you need to know there is an option that will allow you to do so, and look for it when you reach the stage in the conversion wizard that needs you to have your QB company open.
You will be able to spot an Application with No Certificate window. An option that you need to mark will convert your social security numbers.
Different Ways to Convert QuickBooks File to Sage 50
You can convert QuickBooks files to Sage 50 using manual data entry, export and import method, and third-party tools.
Method 1: Import QuickBooks to Sage
Here is how you can export your QuickBooks data and import it to Sage:
- Launch QB Desktop and make sure you have logged in using an administrator user (the QuickBooks user you are on must have admin rights to make changes)
- Open the File menu and navigate to Utilities, followed by Exports, followed by Lists to IIF Files.
- You will be able to choose the lists you wish to export in the export options. Do that (usually users export lists like Chart of Accounts, customers, vendors, items, products, and services)
- Next, save the IIF file to a secure location on your PC, somewhere you can easily find it.
- You now need to convert the IIF file to the CSV format. You can do so using free online converters or a desktop application designed for the same purpose. While doing so, follow the tool instructions and make sure the CSV file matches the requirements for Sage 50.
- Once you have done so, you can proceed to import the file.
- Open your Sage 50 application and enter your login credentials if required.
- From the File menu, tap on Import/Export, followed by Import Records.
- Follow the prompt to import the CSV file. Utilize the mapping tool to match the fields in your imported data corresponding to Sage 50.
After you convert QuickBooks file to Sage 50, you need to verify the data accuracy to ensure that everything that you need has been transferred and there are no missing or mismatched entries.
Method 2: Utilize a Conversion Tool
The conversion wizard makes moving data from QuickBooks to Sage 50 much easier. It consists of multiple windows that clearly outline instructions and options so that you know what to do. It allows you to select from various company files, review account numbers, choose an accounting method, and so on.
You can also decide what will be the first period of your fiscal year and the sales and expense defaults.
After Converting QuickBooks Data to Sage 50 – What You Need to Do
Once you are done converting your QuickBooks data to Sage 50, you need to verify your financial data and adjust settings.
- Compare your financial records in QuickBooks to your data in Sage and make sure it is accurate.
- Check and make sure that your account balances in QuickBooks match those in Sage 50.
- Sample miscellaneous transactions to verify that your data has been transferred correctly.
- Finally, validate transactions and configure Sage 50 as per your unique requirements.
You can set up user permissions, customize reports, and plan how you want to do the taxes.
Problems That You Can Run into When Moving Your Data to Sage
It is a complex procedure to convert a QuickBooks files to Sage 50, and sometimes, it can run into problems.
Incorrect Mapping of Fields
Sometimes, fields might get incorrectly mapped during the transfer. If not addressed, that can mean inaccuracy in your financial data and even loss of data.
You should double-check mappings to carefully review and match the corresponding fields between the CSV files and Sage 50. Utilize the mapping tool provided by Sage. You can perform a test import to check and make sure all data transfers correctly.
Duplicate Entries
Sometimes records might get imported twice or multiple times, or if the same information exists in multiple lists.
Before importing, check your data for duplicate entries and remove them. You can use a tool or script for the same.
Missing Data
If Sage fails to read some data or it doesn’t align with Sage’s structure, it might not convert to Sage. This can result in incomplete records and inaccuracy.
Thus, make sure that the file you would be importing to Sage is in the required format. If there is minimal missing data that you can enter manually, manual entries should suffice.
Incompatible File Formats
Rare but possible is the problem of incompatible file formats if you try to upload an IIF file to Sage 50. Thus, make sure to convert your downloaded IIF file to Sage 50 before the import.
Data Loss
There can be a data loss if there is an interruption during the process or a technical issue. Thus, keep a backup of your company data handy to bounce back from instances of data corruption.
Transaction Issues
A handful of transactions, like payroll entries, journal entries, and inventory adjustments, might not move correctly. Go through detailed reports for such complex transactions and manually enter what’s needed.
You can use advanced import tools.
Final Words
The above article should help you convert a QuickBooks file to Sage 50 and finish setting up your new accounting application. Once you review your financial data and configure reporting preferences, you can begin with your day-to-day bookkeeping operations. However, it is not uncommon for a migration to Sage to run into a problem. Thus, if you need assistance, it is best to connect with a professional.
Frequently Asked Questions
Is it easy to switch from QuickBooks to Sage?
Switching from QuickBooks to Sage is not difficult. However, it can sometimes be tricky and lengthy. The specifications depend on the amount of company data and transaction volume and the QuickBooks version you’re using. You might need a while to prepare your company data to move and manually need to enter and match your financial data after you migrate.
Is QuickBooks Desktop going away in 2026?
QuickBooks Desktop has been announced to fade out, with each version being discontinued one at a time every year. In 2026, QuickBooks Desktop 2023 will stop receiving security updates and payroll support after May. QuickBooks Desktop 2024 will follow suit next May.
Is Sage 50 or QuickBooks better?
QuickBooks Online has a few good things about it, such as ease of use, cloud mobility, and lower entry-level costs. However, that is for small businesses. For anyone seeking customized inventory, advanced reporting, automation, and ERP integration, Sage is a clear choice. However, the learning curve might be steeper for a first-timer.
Is Sage 50 being phased out?
Sage 50 is not being phased out. However, the application is undergoing a major shift and being changed to a subscription cloud-based service. What gets discontinued is the older version, in two years, kind of a planned obsolescence.