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QuickBooks: Upgrading
Upgrading from a previous version
Important notice to Version 7.0 and 7.1 users
The QuickBooks 2003 upgrade will only work if you have a registered version of 7.3 or higher:
  • First make sure your current version of 7.0 or 7.1 is registered, to do this. Start QuickBooks then click on the Help menu and choose About QuickBooks, a registration number should appear. If it doesn't then it means you're copy isn't registered and you should call our registration line to register the product before taking the next step
  • You now need to upgrade your installation to 7.4, a copy of this update can be obtained from 7.4update.
  • Once you have completed the update, you should confirm the installation by opening QuickBooks and check if 7.4 appears under About QuickBooks.
  • You may now continue upgrading your file as below.
 How do I upgrade my company file from earlier versions of QuickBooks?
If you have been using a previous version of QuickBooks you can use your existing company file with QuickBooks 2003.

Before you upgrade to QuickBooks 2003, you should:

  • Back up your company file to a set of new floppy disks and set them aside in case you need them later (see instructions that came with your older version of QuickBooks on backing up data).
  • Create and print a Trial Balance of your company (see the instructions that came with your older version of QuickBooks). After you finish upgrading your software, print a Trial Balance in QuickBooks 2003 (select Report menu > Accountant & Taxes > Trial Balance). Compare the two reports to confirm that your accounts converted correctly.
When you install QuickBooks 2003 the Installer searches for an older version of QuickBooks on your hard drive. If it finds one, the directory containing the older program becomes the directory of your new software unless you change it. Thus, QuickBooks 2003 will replace your older version of QuickBooks unless you specify a different directory for installation.

 Upgrading from QuickBooks Version 5.x or 6.x
To upgrade from Version 5.x or 6.x (where x denotes the release of version 5 or 6), you need to do a preliminary conversion up to version 7.4, as QuickBooks does not convert directly from version prior to version 7.3. Then you can follow the instructions for converting from V7 and V8.

  • If the Installer is running, click Exit to leave it.
  • From the windows Start menu, choose Run.
  • Type the drive letter associated with your CD-ROM drive, then :\convert74\qbupdate74.exe
  • Click OK

    An earlier version of QuickBooks starts converting your data to QuickBooks 7.4 format.

  • Click Explore in the Welcome screen
  • Click OK at the warning message
  • From the file menu, select Open Company
  • Navigate to your company file, select it and click Open.
  • Follow the instructions on your screen to back up and update your existing data. Be sure to save your converted company file to your hard disk in a place where you can find it later.

    Be patient. This process may take some time, if you have a large company file. Do not interrupt QuickBooks or shut down your computer until the process is complete.

  • When the conversion finishes, you may want to verify your data:
    • From the Window menu, select Close All.
    • From the File menu, select Utilities, then Verify Data.
    • Now follow the onscreen instructions. If your data cannot be verified, start this process again or contact Technical Support (Australia .
  • Exit from QuickBooks and go on to Upgrading from QuickBooks Version 7 and Version 8.

 Upgrading from QuickBooks Version 7.x or 8.x
To upgrade from Version 7.x or 8.x (where x denotes the release of version 7 or 8) you need to conduct a preliminary conversion up to QuickBooks 2002 and then a second conversion to QuickBooks 2003 before you can open your company file.

To install QuickBooks 2002:

  1. Start your existing version of QuickBooks. Back up your company file to a set of new floppy disks and set them aside in case you need them later.
  2. Insert QuickBooks 2003 CD in the CD Rom.
  3. Choose Windows Start menu > Run.
  4. Type the drive letter associated with your CD-ROM drive,then :\convert9\autorun.exe.
  5. Click Install QuickBooks 2002. Once you have installed QuickBooks 2002 restart your machine and start QuickBooks 2002.
  6. Click Explore in the Welcome screen.
  7. Click OK at the warning message.
  8. Choose File menu > Open Company.
  9. Navigate to your company file, choose it and click Open.
  10. Follow the instructions on your screen to back up and update your existing data. Be sure to save your converted company file to your hard disk in a place where you can find it later.
  11. Be patient. This process may take some time if you have a large company file. Do not interrupt QuickBooks or shut down your computer until the process is complete.
  12. If you get the message "This data file has in excess of 500 transactions..." Click OK. Note: if you have other datafiles that need upgrading, you'll need to close this data file; click on the file menu then close company. To upgrade another file, again choose the File menu then Open Company.
  13. When the conversion finishes you may want to verify your data.
    Choose Window menu > Close All.
    Choose File menu > Utilities > Verify Data.
  14. Follow the onscreen instructions. If your data cannot be verified, start this process again or contact Technical Support.
  15. Exit QuickBooks.
Refer to the instructions for upgrading from QuickBooks Version 2002 and above.

 Upgrading from QuickBooks 2002
QuickBooks 2003 updates your files from QuickBooks 2002 directly.
  1. Install and register QuickBooks 2003 according to the instructions in the QuickBooks User Guide.
  2. When the Installer finishes, double-click the QuickBooks icon on your desktop to start your new software.
  3. QuickBooks 2003 looks for an existing company file to open.
  4. Select from the Welcome window the Open an existing QuickBooks data file option and click OK if QuickBooks can't find your existing company file.
  5. Select your company file and click Open.
  6. Follow the instructions on your screen to back up and update your existing company file.
    QuickBooks 2003 opens your company file and updates it.
    This process may take some time if you have a large company file. Do not interrupt QuickBooks or shut down your computer until the process is complete.
  7. Verify your data once the conversion finishes.
  8. Choose Window menu > Close All.
  9. Choose File menu > Utilities > Verify Data.
  10. Follow the onscreen instructions. If your data cannot be verified, start this process again or contact Technical Support.

 What happens if an update problem occurs?
If your attempt to update your company file from an older version of QuickBooks fails, this procedure may correct the problem. If it is not successful, contact Technical Support.
  1. Reinstall your older version of QuickBooks into a completely new directory.
  2. Start the older version of QuickBooks, then restore the backup you made of your company file.
  3. Choose Window menu > Close All.
  4. Choose File menu > Utilities > Rebuild. The Rebuild utility will ask you to create another backup. WARNING: Do not overwrite your existing backups! Back up the rebuilt file when the rebuild completes successfully.
  5. Exit from the older version of QuickBooks. You can now uninstall the older version of QuickBooks.
  6. Open QuickBooks 2003 and choose File menu > Restore.
  7. Navigate to the backup of the company file you just rebuilt (the file you created in Step 5), select it, then click Open.
  8. Follow the instructions on your screen to restore and update your company file. If you are still having difficulties call Technical Support.