Preparing Portable Copies and Gathering Admin Passwords for a QuickBooks Desktop File

A merge needs portable copies of every source file plus admin passwords and documented settings — here is what to collect and how to package it before work begins.

Merging two or more QuickBooks Desktop company files is a data-level operation that depends on clean inputs. Before any merge work starts, our engineers need a portable copy (.qbm) of each source file, the admin password for every file, and a short set of configuration details so the merge runs the way the business expects. This page walks through what to gather and how to document it so nothing has to be requested twice.

What a merge requires

Every merge needs the same baseline package, regardless of how many files are involved:

• A portable copy (.qbm) of the primary file and of each secondary file.
• The admin password for each file. Without it, the file cannot be opened in admin mode and the merge cannot proceed.
• A screenshot of the F2 Product Information screen for each file.
• The QuickBooks Desktop version and edition used to create each file (for example, Enterprise 23.0 or Premier Plus 2024).
• Notes on transaction date ranges, duplicate-handling preferences, and multi-currency settings for each source file.

If any source file is currently in QuickBooks Online, it must be converted to a Desktop format first. Our merge service covers Desktop files only.

Creating the portable copies

A portable copy compresses the company file into a single .qbm archive that is smaller than a full backup and contains all transactions and lists. It does not include attached documents, templates, or the transaction log — those are not needed for a merge.

1. Open the company file in QuickBooks Desktop on the machine where it lives. Sign in as the Admin.
2. Switch to Single-User mode (File → Switch to Single-User Mode). No one else should have the file open while the portable copy is created.
3. Choose File → Create Copy.
4. Select Portable company file and click Next.
5. Assign a distinctive name that identifies the file's role — for example SmithCorp_PRIMARY.qbm or JonesSubsidiary_SECONDARY.qbm. Avoid generic names like copy.qbm, because once multiple files arrive it becomes difficult to tell them apart.
6. Save the file to a local folder, then copy it to whatever upload method our engineers have arranged.
7. Repeat for every source file.

Verify each .qbm by restoring it once on the same machine before sending it. If the restore fails locally, it will fail during the merge.

Capturing the F2 Product Information screen

The F2 screen tells our engineers the exact version, edition, license number, file location, list counts, and file size — all without opening the file itself. This is the fastest way to confirm that two files are compatible.

1. With the company file open, press F2 (or Ctrl+1) on the keyboard.
2. When the Product Information window appears, press F3 is not needed — the F2 window alone contains what we need.
3. Take a full screenshot of the window (Windows key + Shift + S, or the Snipping Tool). Make sure the file size, version, and list counts are visible.
4. Save the screenshot with a name matching the portable copy — for example SmithCorp_PRIMARY_F2.png.
5. Repeat for each source file.

Documenting transaction date ranges

Decide in advance which transactions should be included from each file. In most merges the primary file contributes its full history, while a secondary file contributes transactions from a specific start date forward — for example, the period after an acquisition closed.

For each file, note:

• The earliest transaction date present.
• The date range you want merged (for example, 01/01/2021 – 12/31/2024).
• Whether future-dated transactions (recurring checks, scheduled bills, estimates) should be included or excluded.

If you are unsure what date range makes sense, note the fiscal year-end for each entity and our engineers can help you decide.

Duplicate-handling preferences

When two files contain overlapping vendors, customers, accounts, or items, the merge needs a rule for resolving them. Before the merge begins, tell us:

• Whether duplicate list entries (same vendor name in both files) should be combined into a single entry or kept separate with a prefix or suffix.
• Whether intercompany transactions between the two entities should be kept, zeroed out, or removed.
• Whether opening balances in the secondary file should be preserved or dropped to avoid double-counting equity.

There is no universally correct answer — the right choice depends on how the combined books will be reported afterward.

Multi-currency and international settings

Multi-currency adds complexity because each file may use a different home currency, different foreign-currency accounts, and different exchange-rate sources. For each file, note:

• Whether Multi-Currency is turned on (Edit → Preferences → Multiple Currencies).
• The home currency for the file.
• Any foreign-currency accounts or vendors that will need mapping in the merged file.

If one file uses multi-currency and the other does not, say so plainly. That asymmetry affects how the merge is structured and may require additional preparation before work can begin.

Packaging everything together

Collect the portable copies, admin passwords, F2 screenshots, and configuration notes into a single upload. A simple checklist:

• .qbm for each file, named by role.
• Admin password for each file.
• F2 screenshot for each file.
• Version and edition for each file.
• Date ranges, duplicate-handling rules, and multi-currency notes.

When all of those arrive together, the merge can begin without a follow-up round of questions.