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B
burnham-phil-gma
August 31, 2025
Question

Can invoices be transferred from one system to another without recording a sale twice in the organisation? Brought forward closing balances alone are not as informative.

  • August 31, 2025
  • 1 reply
  • 4 views

New chart of accounts set up part way through the finacnial year. Sales already recorded in "old" system. If invoices (minus credits and payments) are imported to the "new" system, how can this be done without recording the same sale twice, even if the item is recorded simply as "Sales"? Is there something in the importing part that I have missed? The closing balance could become the opening balance for each customer (ie without importing invoices), but this means setting payments against a lump sum rather than against individual invoices. Thanks in advance for your advice.

1 reply

H
Heide DC
September 2, 2025

This depends on the system and the accounts you mean to transfer the invoices to, Burnham.

 

What system are you trying to transfer to, or what accounts were created within your Chart of Accounts in the "new" system?

 

When migrating invoices, the relationship between these accounts must be carefully managed by debtors/accounts receivable, sales/income accounts, and tax control accounts (if applicable, such as VAT or GST).

 

QuickBooks Online will still use the original Debtors account for accounts receivable transactions, even if you create a new one. Although you can't directly assign transactions to a new debtor's account in QBO, you can use journal entries to make adjustments and reflect the new account structure.

 

On the other hand, if the "new system" refers to a new QBO subscription/account entirely, you can import invoices from the old subscription. While this allows customer balances and invoices to transfer, be aware that sales will be recorded separately in both QBO subscriptions, potentially leading to double-counting of revenue unless invoices are flagged correctly on import.

 

If you have any additional questions, please revisit this page. We're here to assist you.

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