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Windows to Mac Converter User Guide

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Copyright Copyright © 2003 Intuit Inc. All Rights Reserved. First printing: May 2003

Intuit Inc. P. O. Box 7850 Mountain View, CA 94039-7850

Unauthorized duplication is a violation of applicable law.

Trademarks Intuit, the Intuit logo and QuickBooks are registered trademarks of Intuit Inc. Mac is a trademark of Apple Computer, Inc., used under license. Other parties’ trademarks or service marks are the property of their respective owners and should be treated as such.

Other Notices Some names, company names, and data used in examples are fictitious and are used for illustration purposes only. Any resemblance of fictitious data to a real person or company is purely coincidental. All features, services and any terms and conditions are subject to change without notice. Information regarding any third party services or products included in this package is provided as a convenience only, without warranty by Intuit, and will be governed solely by the terms agreed upon by you and the third party providing such service or product.

Software License Agreement Please see the Software License Agreement in the QuickBooks WinMac Converter folder for the terms and conditions under which the QuickBooks Windows to Mac Converter Software is licensed to you.

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QuickBooks Windows to Mac Converter

User Guide

0

What does the Converter do? 4 Before you start 4 Step 1: Prepare your QuickBooks for Windows file 5 Step 2: Copy the file from your PC to your Mac 8 Step 3: Convert your data file to QuickBooks Pro 5 for Mac 9 Step 4: Compare the original file with the new file 10 What data is and isn’t converted 11 Contacting Intuit 15

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What does the Converter do? The QuickBooks Windows to Mac Converter converts a QuickBooks 2003 for Windows data file into a QuickBooks Pro 5 for Mac data file.

Before you start To use the Converter, you need: • A QuickBooks for Windows data file created with, or updated by, QuickBooks 2003 for Windows (you can order a free trial version of QuickBooks 2003 for Windows; see page 6) • A way to copy your QuickBooks data file from your Windows PC to your Mac • QuickBooks Pro 5 for Mac installed on your Mac computer • This Converter installed on your Mac computer • Mac OS 9.2.2 or 10.2.6 or later installed on your Mac computer Note: We recommend that you carefully read this entire User Guide before using the Converter, especially pages 11-14, which contain important information on the data that will be (and won’t be) converted.

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Step 1: Prepare your QuickBooks for Windows file The Converter can only convert QuickBooks data files created with the following versions of QuickBooks 2003 for Windows: • QuickBooks Basic Edition 2003 for Windows • QuickBooks Pro Edition 2003 for Windows • QuickBooks Premier Edition 2003 for Windows • QuickBooks Premier Accountant Edition 2003 for Windows • QuickBooks Premier Contractor Edition 2003 for Windows If your version of QuickBooks for Windows is earlier than 2003, you need to update your file before using the Converter. See the next page for more information. To see which version of QuickBooks you have: 1 From your PC, open QuickBooks for Windows. 2 Click the Help menu. You should see a menu item that says something like “About QuickBooks Pro 2003...”

The QuickBooks for Windows “About...” menu item shows which version of QuickBooks you have.

3 If the “About QuickBooks...” menu item includes the year “2003,” then you are ready to copy your data file to your Mac; go to page 8. Otherwise, see the next section for information on installing the QuickBooks 2003 for Windows trial version.

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Updating your file to QuickBooks 2003 for Windows You will need to order a free trial version of QuickBooks 2003 for Windows, and update your data file to it, before using the Converter. Note: The QuickBooks 2003 for Windows Trial Version is limited to 15 uses, unless you decide to purchase it. 1 Go to http://www.quickbooks.com/support/win2mac to order the free trial version. 2 When you receive the trial version, follow the instructions that come with it to install it on your PC. The CD comes with trial versions of QuickBooks Basic, Pro, and Premier; we recommend you install the Pro version. Important! QuickBooks normally installs in the default directory C:\Program Files\Intuit\QuickBooks Pro. If you already have a copy of QuickBooks installed in this location, install the trial version in a different directory. When you reach the Destination Location window in the installation process, click the Change button to install the trial version in a different directory. If you already have a copy of QuickBooks installed in the default directory, click the Change button to install the trial version in a different directory.

3 Double-click the QuickBooks 2003 for Windows icon to start the program and follow the instructions on the screen.

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4 On the Welcome screen, Click ‘Open Your Existing Company File’. Your file will be located in its original directory.

Click here to open your file.

5 QuickBooks asks which file you want to open, as well as where you want to back up the original file for safekeeping. Follow the instructions that appear on the screen. Note: If your data file is password-protected, you will need to enter your password when QuickBooks prompts you for it. When you see the name of your company file at the top of the QuickBooks 2003 for Windows screen, you’ll know your file has been updated. In this example, the name of the company is “My Company.”

6 You can now close QuickBooks 2003 for Windows and proceed with the next section.

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Step 2: Copy the file from your PC to your Mac There are several different ways to copy your QuickBooks data file from your PC to your Mac: • Copy the file from your PC to your Mac via a floppy disk, CD, or other removable storage media. • Email or FTP the file to yourself via an Internet connection. • If you have an Apple .mac account, you can use iDisk to copy the file from your PC to your Mac via Windows File Explorer and an Internet connection. (Windows 98, 2000, or XP is required.) • Use Connectix Virtual PC software, if you have Virtual PC and QuickBooks for Windows installed on your Mac. Note: Make sure you copy the QuickBooks for Windows .QBW file, and not the .QBB file, to your Mac. For more information on transferring a file from a PC to a Mac, see the documentation that came with your computer or file transfer software.

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Step 3: Convert your data file to QuickBooks Pro 5 for Mac This section assumes that you have already downloaded the Converter from http://www.quickbooks.com/support/win2mac. 1 On your Mac, go to the folder where you installed the Converter, and double-click the Converter icon to open it. Double-click here to open the Converter.

2 From the File menu, choose Open Company, or click the Convert button. 3 In the Open a Company window, specify the location of your QuickBooks .QBW data file, and then click Open. 4 When the Converter asks if you want to convert this file from Windows, click Yes. 5 In the Save As window, specify where you want to save the converted file, and then click Save. Depending on the size of your data file, the conversion process can take up to ten minutes. A message will display when the conversion is complete. 6 Quit the Converter by choosing Quit from the Converter menu, or pressing x-Q. 7 Open QuickBooks Pro 5 for Mac. 8 From the File menu, choose Open Company. 9 Specify the location of the converted file, and then click Open. You can now work with your file in QuickBooks Pro 5 for Mac.

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Step 4: Compare the original file with the new file To verify that your data was converted accurately, run a Balance Sheet report on both your original data file and your newlyconverted file, and compare the data between the two. To compare Balance Sheet reports: 1 In QuickBooks for Windows: a Open your original data file. b Choose Company & Financial from the Reports menu, and then choose Balance Sheet Standard. c From the Dates list, choose All. d Click Print to print the QuickBooks for Windows report. 2 In QuickBooks Pro 5 for Mac: a Open your newly-converted data file. b From the Reports menu, choose Balance Sheet, and then choose Standard. c From the Dates list, choose All. d Click Print to print the QuickBooks Pro 5 for Mac report. 3 Compare the two Balance Sheet reports.

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What data is and isn’t converted Although Intuit has used reasonable efforts to include all features affected, Intuit disclaims that all features are included in these lists. Be sure to compare the newly-converted data with the original data to learn what data was not converted.

Data that IS converted • • • • • • • • • • • • • • • • • • •

Account list (chart of accounts) Customer list Vendor list Item list (things that are sold) Classes Payment terms list Shipping via list Customer type list Vendor type list Customer message list Payment method list Employee list Reminders (without alerts) Job types list To do list Other names list Links between pay items and other items Custom field definitions Transactions and their links: - Invoices - Bills - Deposits - Payments - Transfers - Paychecks - Payroll liability checks • Memorized transactions • Memorized reports (in alphabetical order, without groups) QuickBooks Windows to Mac Converter User Guide • 11

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• History of QuickBooks versions used with the data file • Transaction statistics • 1099 categories • Notes • Audit trail • Preferences - Company name and address - Which features are enabled • Time and activity records • Budgets • Reconcile • Address book data • Income and expense tracking by class (available in QuickBooks Pro 5 for Mac using Profit & Loss by Class reports) • Job costing data (available in QuickBooks Pro 5 for Mac using Job Profitability reports)* Important! The Converter was designed expressly for one-way, onetime conversion from QuickBooks 2003 for Windows to QuickBooks Pro 5 for Mac. Therefore, this utility will not be supported if used for any other purpose. Due to differences between the Windows and Mac data formats, Intuit strongly discourages attempts to transfer data back to the Windows platform. Results are not guaranteed. Modifications made on one platform might not be reflected after conversion on the other platform.

* If you are converting to QuickBooks 5 for Mac New User Edition, which comes pre-installed on some Mac systems, any data regarding time tracking, job costing, and estimates will not be accessible after conversion from QuickBooks for Windows 2003. To take advantage of these features, upgrade to the Pro edition of QuickBooks 5 for Mac; go to http://www.usequickbooks.com/upgradeNUE5.

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Data that ISN’T converted Some features and data will NOT be converted from PC to Mac, including (but not necessarily limited to) the following: • Intuit integrated payroll and payroll item lists (QuickBooks Pro 5 for Mac uses Aatrix Top Pay for payroll services) • Online banking transactions that have not been accepted into a register (transactions that have been accepted will appear as payments, deposits, and transfers with associated links) • Customized forms such as invoices, estimates, statements, and purchase orders (forms can be customized in QuickBooks Pro 5 for Mac) • Multi-user data, such as sales representative information • File passwords • Business planning, expert analysis, and business optimization tools • Customized price levels • Integration with third party applications, including Microsoft Word, Excel, Outlook, and ACT! • Merchant account services • Multiple estimates per job (QuickBooks Pro 5 for Mac supports a single estimate per job)* • Sales order and back order tracking • Assembly items (available only in Premier versions of QuickBooks for Windows) will be converted into regular inventory part items

* If you are converting to QuickBooks 5 for Mac New User Edition, which comes pre-installed on some Mac systems, any data regarding time tracking, job costing, and estimates will not be accessible after conversion from QuickBooks for Windows 2003. To take advantage of these features, upgrade to the Pro edition of QuickBooks 5 for Mac; go to http://www.usequickbooks.com/upgradeNUE5.

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Unsupported reports The following preset reports are currently not supported by QuickBooks Pro 5 for Mac. You can, however, create many of these reports using the customization, filtering, and memorization features in QuickBooks Pro 5 for Mac. • P&L Unclassified Report • Statement of Cash Flows Report • Unbilled Costs by Job Report • Job Progress Invoices vs. Estimates Report • Open Purchase Orders by Job Report • Sales Tax Revenue Summary Report • Pending Builds Report • Reconciliation Detail Report • Reconciliation Summary Report • Income Tax Preparation Report • P&L Budget Performance Report • All Lists Report

Unsupported report filters The following report filters are currently not supported by QuickBooks Pro 5 for Mac. Memorized reports that were created using these filters will not be converted, since their balances will not match balances in the original data file. • Billing Status • Detail Level • Name Email • Paid Thru • PO Number • Posting Status • Sales Tax Code • Template • Estimate Active • Online Status

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Contacting Intuit For information on

Go to

• Ordering the free QuickBooks 2003 for Windows trial version CD • How Intuit can convert your data file for you

http://www.quickbooks.com/support/win2mac

For information on

Go to

• The latest program updates http://www.quickbooks.com/support/versions/ for QuickBooks Pro 5 for Mac mac5.html For technical assistance on

Contact QuickBooks Technical Support at http://www.quickbooks.com/support

• Downloading and using the Converter

-or888-320-7276 Monday – Friday 6am – 6pm, Pacific time

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