Editing Your Forms and Printing Batches

This question just came in via E-mail:

Good Morning Seth,

When I email customers a statement an automatic greeting appears, how do I edit this?  We use QB Pro 2010.

Also while I’m asking…..do you know if there is a way for me to be able to print checks w/o seeing their check register?  I am able to print one at a time but not print a “batch”. 

Here’s my answer:

You can edit forms as follows:

• Click
  
  • Edit
    
  • Preferences
    
  • Send Forms (in the left margin with all of the topics, near the bottom)
    
  • Go to the Company Preferences Tab
    
    • Choose the drop-down for which “Form” you want to change the text for (one of the choices is “Statements”)
      

To print a batch of checks you first have to save them all with the box checked that says “To be Printed” or choose that option in the bill pay screen. Then in the “Write Checks” dialogue you click the drop down arrow immediately next to “Print” and there is an option to “Print Batch”. QuickBooks will prompt you for the first check number and increment all other checks from there.

Also while we are at it there is another option in there that is handy. Also in the ‘Preferences’ section under ‘Checking / Company Preferences’ There is an option you can check off (it is NOT checked off by default) that says “Change check date when check is printed”. This is handy when you might have added checks to the batch several days ago and you are first printing them today. QuickBooks will update the check date to today’s date when you print them.

Changing The QuickBooks Accountant’s Copy to .QBW

The accountant’s copy is a special file ending in .qba. This is the working copy that the accountant uses to post entries prior to a set cut-off date. The full version of the QuickBooks file is the .QBW and when an accountant’s copy exists, you can only enter transactions after the set cut-off date. So what if you decide that you don’t want to import the accountant’s changes? You have the ability to remove the restriction, but beware this cannot be undone. At the same rate the accountant can also convert the accountant’s copy into a full .QBW. I will show how to do both here starting with converting the accountant’s copy into a QuickBooks Working file – .QBW. It is actually really simple and can be shown in one screen shot. You simple click File–>UtilitiesàConvert Accountant’s Copy to Company File/QBW:

To cancel the accountant’s changes on the original QBW (Client copy) simply click FileàAccountant’s CopyàClient ActivitiesàRemove Restriction

Once this is done you will not be able to import the accountant’s changes. It is not a bad idea to create a special backup prior to doing this, so that if you need to you can restore a copy with the accountant’s changes still pending. This way you can get back the ability to import the accountant’s changes should you decide you need/want to after all.

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