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Hi Everyone! I have great news! We now have a QuickBooks discussion forum which is rich in features so PLEASE direct all QuickBooks questions there, by going to this URL:

We already have a questions topic – you DO need to register, but HEY I’d love to get to know who you are anyway so please visit the forum now and post a question / comment or go to the general discussion for things that are not directly related to QuickBooks.

  1. September 5, 2009 at 11:25 AM


    Ok, me and my family recently launched “El Punto Del Sabor” which is a mobile eatery or food truck. I have Quickbooks 2008 but i can’t figure out how to use it. I don’t need to do to much just record all my expenses and sales. well maybe keep track of my inventory as well. I just don’t know how i would do this. Can you please give me a quick overview on what i would need to do to balance my books?


    Gilbert Castillo
    El Punto Del Sabor
    Food and Catering Services

  2. September 22, 2009 at 10:23 AM

    I would like to know how to book a cost price of a car to the balance sheet.
    We lease cars so we have cars in our inventory (cars in stock). When we lease one of those cars to a client the car goes to the other inventory. (cars in lease) On this inventory item you have depreciation because the car is in use.
    I would like to know how to book the cost price of the car to the balance post “cars in lease”?
    So these are the steps I know I have to follow:
    1) Make an invoice for the customer with the price 0,- just that we know when the car was delivered, to whom and that the car is taken from the inventory (cars in stock)
    2) The cost price of the car is now shown as a cost but it is not.
    3) With an internal memo (or something) the cost price of the car should be booked on the inventory “cars in lease”
    If the cars in lease asset was for example $ 1.000.000 after the car was delivered to the client the cars in lease asset shoud be $ 1.000.000 + the cost of that car.
    At the end of next month it will be less again due to the depriciation.

    Hope somebody can show me how to book is in quickbooks.

    Thank you.

    Holiday rent a car

  3. September 22, 2009 at 10:32 AM

    Hi! Thank you for submitting your Question. I will get back to you with an answer in the next week since there is a lot in here. Thakns in advance for your patience.

    – Seth

  4. December 3, 2009 at 1:21 AM

    The answer to the inventory question has FINALLY been posted!

  5. Sam
    December 11, 2009 at 10:50 AM

    I need to know how to record receipts into quickbooks! I have a whole box full of gas, maintenance, food, and other misc receipts that I need to log. How do I do this in Quickbooks pro 2009

    • December 11, 2009 at 11:03 AM

      Hey Sam! There are of course many ways to do this, but I have found the best way, especially if you are not an accountant and just want a simple solution, is to set up a new account in the chart of accounts. The Type is ‘bank account’ and name it either ‘Petty Cash’ or ‘Cash Expenditures’. then simply write a check for each receipt booking it to the appropriate expense account. When you are finished your accountant can book an entry to zero out the ‘bank’ account and the offset goes to owner/sharholder/member contributions (in the equity section).

      Let me know if you need anything else or if you still aren’t clear on this.

      Also please feel free to join our new online community and post your question in a discussion there:

      Nerd’s Online Community

  6. moti
    December 14, 2009 at 7:05 PM

    hello, i dont know exactly how to ask this but here it goes. is there a way were i add inventory at different prices from a supplier, and then bill a customer that shows that the product comes from a specific supplier and the inventory will automatically deduct the amount from inventory?
    for example i am in the Gas business, i would like to buy 60,000 Gallons of Regular from a supplier “A”, then i need to make an invoice showing i sold 25,000 gallons (that came from supplier “A”) at a certain price. how can i make the item Regular from supplier “A” automatically reduce to 35,000 gallons?
    the thing is that i would have to do this a couple of times a day. i buy gas and diesel several times a day and at different prices each time.
    Thank you

    • January 31, 2010 at 3:03 PM

      Hi! Sorry for the delay in responding. The simple answer to this is that you would have to set up a separate inventory item for each different price levels. So that multiple purchases at the same price level would be grouped as one inventory item. Still you will likely wind up with a long list of items representing each different price level especially where the prices are fluctuating frequently. In terms of tracking it by supplier, you would set up an inventory item for each supplier and then set up the items by price level as ‘sub-items’ for that supplier. I realize that this is not the best solution, however I believe it is the only way to have the kind of tracking you are describing using QuickBooks. There are other programs for inventory management where your inventory tracking requires the kind of detail that you need.

      Hope that helps!

  7. Marsha Ashby
    February 27, 2010 at 5:56 AM

    Good morning, I am using QuickBooks 2009 Pro. I have a couple of questions:

    1. When I print a check there are two asterix next the the numerals for the amount
    2. I need to add space between the date and the line with the vendor/numberal amount. The vendor name and numeral amount appear to be on the same line.
    3. Finally, the words for the amount have too many asterixs and I want to reduce the number.
    4. Basically, is there a template or layout designer like Invoices?

    • February 28, 2010 at 12:29 PM

      Hi! Unfortunately you cannot customize the way the check prints. The asterisks going across are for your safety so that someone cannot alter the amount using the rest of the space between the verbal description of the amount and the numerical amount.
      If you are using QuickBooks checks – voucher style is what I recommend, then the information should print perfectly on the Date and Numeric amount line.

  8. Lisa M.
    March 3, 2010 at 11:05 AM

    I have a question about leased employees. i have been told by the PEO just to book the net wire amount in one-line to “leased employee expense”. They are able to give me a breakdown of the payroll, but they caution against booking the breakdown to the general ledger. But just entering the expense to “leased employee” expense doesn’t tell me what it costs to run each department in the company.

    • March 3, 2010 at 11:21 AM

      Hi Lisa. They are correct and they are correct in cautioning you because if you book it separately and you are audited the EDD and/or Federal government my be confused and think you didn’t pay any employer taxes or withhold any employee withholding’s. You can book it in detail, but be prepared to have the PEO records in a place that will always be easy to find so that you can provide that if/when you need to in an audit. Also make sure that whoever is preparing your taxes is VERY clear on what you are doing.

  9. Tara
    March 11, 2010 at 8:32 PM

    i recentley just started a new job at an autobody shop and they use quickbooks i dont knwo how to use it and i have been watching videos on it all night, i am pretty computer literate and thought i could pick it up, however when i went to my new job it seemed noone really new how to use quickbooks besides the woman who left that i took her place, with that being said they ask me to basically enter checks into the system that we get from insurace companies so i went to payment recieved and when i would type it in sometimes the checks wouldnt match so i would look at the invioce and there would be a double payment listed not a recieved payment but for expample joe smith estimate is 1000 then had a supplement which is 500 the invoice would say estimate 1000 supplement 500 supplement 500 and i needed to delete the 2nd 500 in order for the insurance payment i reciece to match!!! HELLLPPP i dont understand any of it and im not getting much on the job trainin g because they dont know it and they are even to busy to try and train me!!! qhy is it someone who knows quickbooks say from a medical office etc.. can come into a body shop not know anything about a bodyshop yet eneter all their stuff in quickbooks?? i only ask b/c they had a temp there before me and she didnt have a problem puttingin quickbooks cause she new it but didnt know anything about autobody me on the other hand i know about auobody but not quickbooks please email me back as soon as you can thank you

    • March 12, 2010 at 11:29 AM

      Hi Tara! When a bookkeeper or accountant has enough experience, it becomes fairly easy to move from one industry to the next as the dynamics change, but the concepts are fairly constant. Someone is charged for a product or service and then they pay for it either now (Sales Receipt) or later (invoice). I’m simplifying of course. On the other hand, knowing a business from an operational standpoint does not provide the framework for understanding the bookkeeping. As you learn the bookkeeping the operational experience will serve as a tremendous asset because the picture will become more clear. As time goes on you will begin to see that the bookkeeping has to reflect the operations. Everything you do impacts the finances in some way shape or form eventually.

      You may want to go through my section in here on the Revenue Cycle. I am having a little difficulty following your question here, but let me summarize what I THINK is the answer to your question. You have an estimate. That estimate is then converted to an invoice. The invoice can be revised at that point and should be revised to reflect what the customer is ultimately going to pay for. Then when you receive a payment it should be applied to the invoice. If the payment doesn’t match, and you are confident that the payment amount is correct and that no additional money is owed, then revise the invoice to reflect the correct charges.

      If the payment is not correct then either a refund is due or additional money is owed and the appropriate follow up with either the insurance company or the customer is necessary.

      If there is one payment that is entered in more than one place in QuickBooks, then the extra payments need to be deleted.

      Based on the default settings in QuickBooks, whenever you receive a payment and apply it to an invoice, that payment goes into a special account called “Undeposited Funds”. Then you have to click ‘Banking” “Make Deposits”. A box will appear before you can complete the deposit that shows any/all payments received and not yet deposited. You have to check off any payments that you are about to take to the bank, then click ‘ok’ and finish your deposit – adding in any amounts you are depositing that do not come from customer payments, such as cash, or a refund check from a vendor so that the total deposit in QuickBooks will match the total that the bank is actually getting from you today.

  10. Mary Beth Broderson
    March 12, 2010 at 7:53 AM

    Help! Just started a job as a temp for a company that is totally out of control. Basic info: more than 20 companies set up, using QB Pro 07, former bookkeepers set up accounts that I don’t understand and besides there being no audit trails or documentation for entries, I am not allowed to contact former employees.

    First problem- credit card payments were taken from customers and applied as credits with the person’s name in the customer field. There were actual invoices under ‘jobs’ that they should have been applied against. How do I transfer a credit card payment from a customer to a job without reversing the actual cc transaction and starting over? I’ve tried the merge option but it won’t let me save and continue.

    This is only the first of many questions that I have but it’s a start. Thanks so much!!

    • March 12, 2010 at 11:16 AM

      You can actually go into the payment, change the name to the appropriate customer:Job and then delete the extraneous name. You will have to delete the corresponding deposit, or you can replace it temporarily by editing the deposit, enter a temporarily line item in place of the payment – use an account like “uncategorized income” – it’s just for a minute while you fix the payment. Then select the line item with the actual payment, choose ‘edit’ ‘delete line’. This will preserve the deposit (especially important if it has already been reconciled) and allow you to fix the source payment. Once you fix this, find the deposit with the temporary line item, delet that line, click “Payments” and check off the corrected payment. Save and close and you are done with that item. Repeat this for all of the mis-posted payment. This is the cleanest way.

      • Mary Beth Broderson
        March 15, 2010 at 8:24 AM

        okay, I tried doing this and after the merge prompt it wanted a password. Well the former bookkeeper did not leave any password information and obvious words did not work. And I’m not to contact prior bookkeeper… so I guess when I leave there will still be items for the next person to clean up. I gave notice today b/c there is no support.

      • March 15, 2010 at 9:01 AM

        If you are logged in as the ‘admin’ you can click on ‘company’ then ‘set up users’ and you can change or even remove the PW.

        Sorry it didn’t work out for you there. If you would like to learn bookkeeping, we have many resources for you to do that here.

  11. Ed
    March 12, 2010 at 10:15 AM

    Hi there, herEs a question for you. I have an excel spreadsheet that records inventory for my clients, it calculates the storage and receiving charges and I would like to be able to import certain data into a quickbooks invoice. My column headings in the excel spreadsheet are as follows


    However, I just need the DESCRIPTION and TOTAL STORAGE CHARGE imported directly onto a work order, or invoice in Quickbooks, I have tried the import excel feature but am getting stuck on the mapping, any ideas?
    Thanks so much

    • March 12, 2010 at 11:10 AM

      Hi Ed! Unfortunately you cannot do an import of this type. You can import the inventory items into QB, but you cannot import “transaction” data from excel to a form like an invoice. There are 3rd party apps that let you do this. You can check with Big Red Consulting to see if they have a solution to your specific question. Thanks and sorry I cannot be of more help on this issue.

  12. Marcia
    March 16, 2010 at 3:30 PM

    I have a new client and I am new to the accounts receivable side of QBs myself. I am trying to get the books ready for the tax preparer, and I cannot figure out how to account for their income. Thankfully, for 2009, they only had a handful of invoices, but when I go to a client in the customer center, for instance, I see 3 invoices totaling 107.85 applied to accounts receivable, and two check payments totaling 107.85 applied to undeposited funds. In the check register, one payment (35.95) is marked as received, and the other payment (71.90) is marked undeposited funds. If I go to the Make Deposits window, none of these payments show up, so I can’t apply them properly from there. I don’t know how to get the deposits to show as accounts receivable.

    • March 16, 2010 at 3:48 PM

      Hi Marcia! If the payments are showing up in the check register then they have already been deposited. Initially the payment goes to undeposited funds, then once you deposit the payments they clear out of undeposited funds. So first the payment is applied to the invoice and goes into undeposited funds. Then you make the deposit and it clears out of undeposited funds.

      When you run an “open invoices” [Go to Reports->Customers and Receivables->Open invoices] report do the amounts show up? If you see the amounts and the payments then somehow the payments did not get applied to the invoices. If you run the P&L on a cash basis these will not show up because QB does not know they’ve been paid. Simply double click the payment that shows up in the Open Invoices Report and you should be able to check off the invoice effectively applying the payment to the invoice.

  13. Melissa
    March 19, 2010 at 9:46 AM

    Hi there,

    We have a Lease to Purchase, with a fixed base monthly payment for x months. However, we also pay tax on top (rather than interest). To what type of account do we record the tax amounts?



  14. March 24, 2010 at 2:08 PM

    Hi Melissa! If I understand correctly you are paying property taxes, then it sounds like you should be booking this to Property Taxes (an expense). Is this a properly you are leasing and then sub-leasing, or living in?

  15. Laura
    March 26, 2010 at 1:17 PM

    I have taken over going books for a local HOA. The previous bookkeeper used QuickBooks 2009, and I have Quickbooks 2008. When trying to restore the company file on my Quickbooks version, it says ” This file was made in a newer version of Quickbooks” and it wants me to buy a new version. I have tried an accountant’s copy as well with no luck. Is there some trick out there I should know about?

    • March 26, 2010 at 2:32 PM

      Hi Laura. Unfortunately once a copy of QuickBooks is upgraded to a newer edition, you cannot go back.

      So you can do this one of 2 ways. If you really need to stay with QB 2008, then you can get the balance sheet from the last tax return, book an entry to set up the beginning balance sheet and then enter everything from there. You will of course lose all of the history.

      The other way is to give in and get QuickBooks Premier at Costco for about $250. QuickBooks pro is less money, but if you are doing this professionally I highly recommend having Premier. At this point you would get the 2010 version and upgrade THEM from 2009. Upgrading is easy – you just browse to open the company file and QuickBooks will prompt and warn you that you are about to upgrade to a newer version. It is also a good idea to keep up. Yes it costs money, but if you think of the money you make consulting, it pays for itself multiple times.

  16. kris
    March 30, 2010 at 8:53 PM


    I need help answering these 3 questions thanks:

    1. Explain the revenue cycle in QuickBooks.
    2. Describe the difference between a Sales Receipt and Invoice and the debits and credit.
    3. Describe why customers show on the Open invoice report have negative balance?

    • March 31, 2010 at 3:14 PM

      Hey Kris. If you click on the “Revenue Cycle” topic right here in the blog this will answer Question 1, and most of 2. In bookkeeping every transaction consists of Debits and Credits. When you post an invoice you are crediting income (Credits increase income) and debiting Accounts Receivable (Accounts Receivable is an asset and assets are increased by debits).

      If a customer has a negative balance in Open Invoices that means you are showing more in payments than invoice charges for that customer. If you double click the negative amount that appears on the report you should see the source payment, and within that dialogue any invoices the amount is or can be applied to.

  17. April 4, 2010 at 3:19 PM

    Hi Seth – In my wedding cake business I receive deposits for cake orders that will not be fulfilled for some time. The money is refundable up to 90 days before the event less a $100 cancellation fee so, generally, at the time of the initial payment the money is not 100% guaranteed as revenue except the $100. I use a cash accounting system v. an accrual system and am a single member LLC.

    My question is – How do I need to enter this into quickbooks so that I can track the payment & deposit as well as reconcile the bank statement without recording it as a sale for tax purposes until I have filled the order? Should I enter the payment under the customer to be applied to a future invoice and not enter the details of the order onto an invoice until I have filled the order? Should I enter it as an estimate and convert it to an invoice only after the order is complete?

    What if they cancel the order and I have to refund the deposit only retaining $100 – how does that get recorded? By creating an invoice for the $100 cancellation fee applying some of the deposit payment to that invoice and then creating a credit memo and writing the refund check?

    Do I do anything differently if the deposit is received in one fiscal year and the balance is collected in a new year?

    Thank you for your time.

  18. Russ Singh
    April 12, 2010 at 6:56 PM

    I do not have Internet Explorer on my computer and cannot run qb2010 which I just bought. What do I need to do to fix this.
    I am NOT loading IE, I do not want to change my Server.
    I need a fix for this asap.

    • April 13, 2010 at 9:23 AM

      Hi Russ. I am sorry I do not work for Intuit, I offer help and advice on how to use QuickBooks for your business. You may want to call intuit directly or check with my friends at QuickBooks Users” they do a lot of “database” work with QuickBooks and they may be able to offer you a “work around”. Contact my friend Shannon and he can possibly help you.

    • April 13, 2010 at 9:35 AM

      PS! I am also going to check with him for you!

  19. Cindy
    April 13, 2010 at 11:15 AM


    Have you ever heard of a problem where the on hand inventory does not match when you go into the build assembly?

    Eg. I have 10pcs of item #123 but when I in to build an assembly part it shows that there are only 2 of item #123 available


    • April 13, 2010 at 9:35 PM

      Hi Cindy! The only thing I can think of is that you have some items out on Sales Orders? Check open sales orders that haven’t been invoiced yet. Other than that I would really need to look at your QB file in order to gain insight into what is happening and why it could be happening.

      • Cindy
        April 14, 2010 at 5:36 AM

        Thanks Seth! I am going to the clients office this morning. They claim there are no outstanding Sales Orders (that was my first though as well). Quickbooks support has no idea. I will reply again if I figure it out.


      • Cindy
        April 15, 2010 at 6:03 AM

        Hi Seth,

        Just a follow on the above. I went to the clients office and after a little digging around I discovered that the had entered some Build Assemblies dated two weeks in the future. Then when they tried to look for stock on the part they built on yesterdays date it was not there. Changed the dates on the builds and TaaDaa!

        I will be back to your site it looks like a great resource!


      • April 15, 2010 at 1:09 PM

        Great Cindy! remember we also offer live online trainings that work just like our web casts so if you ever want to “kick it up a notch” get in touch. Also check out our Excel Blog, just like this one but focuses on MS Excel and how you can use that often in conjunction with QuickBooks:

  20. Ryan
    April 15, 2010 at 12:32 PM


    I have a customer receivables question for you. I currently use QB 2009 Premiere Manufacturing and Wholesale addition. I have several very large Customers with multiple Jobs (distribution centers) setup under them. Invoices are issued to the individual Jobs and those invoices are eventually paid by the parent Customer. All is well until credits come into the situation. Large credits for rebates and promotional allowances are issued to the parent Customer on a monthly or quarterly basis. Currently, QB gives me no access to apply the customer credits in the cash application window. I can only apply the credit if it is issued to a specific Job. I assume many people who deal with large, multi DC, single payor customers have this issue? Are there any good bolt-ons that would help?

    • April 15, 2010 at 1:07 PM

      Hi Ryan. Actually the most recent post in this blog right now walks you through exactly how to move a credit from a one Customer:Job to another. In this case you want to move the credit from the parent customer to the job, but the concept is exactly the same. Here’s the link directly to the post:

      • Ryan
        April 15, 2010 at 1:46 PM


        I appreciate the quick reply. A few more details. The credits to the Customer are large as they cover the shipments to many jobs over some period. Because of this, they can’t be applied to one Job or one invoice. For example a typical invoice would be 1K, we would ship one of these typical orders /invoices to 20 separate jobs. Let’s say a qrtly rebate of 10% was earned by the customer for all shipments to Jobs. The customer was to receive this 10% rebate in the form of a credit memo. We would like to issue one $2,000 credit to the Customer not 20 $100 credits to the individual Jobs. Is this possible?

      • April 15, 2010 at 2:07 PM

        Hey Ryan.

        Sure, simply enter the credit memo to the parent customer without selecting the jobs. But in order to make the credit available to be applied to the individual job you will have to journal it out to that job as described in the video tutorial. Sorry there is no way to “batch process” it and I am not “aware” of any 3rd party add-ons that can do this.

  21. john crosby
    April 29, 2010 at 3:06 PM

    we had a computer crash and had to reload everything I have everything working but can not get quick books to see other quick books it run and works but can not see server please help

    • April 29, 2010 at 3:13 PM

      Hi! I am sorry but I am not real clear on what the issue is. Are you unable to browse to your QuickBooks data file? It sounds like you have a network issue. Make sure all of your mapped drives and/or network drives are visible on the network before trying to open your QuickBooks company file.

  22. Chaim Schreiner
    May 3, 2010 at 12:10 PM

    I want to be able to use Quickbooks in English and print Hebrew Invoices with the existing data fields from Quickbooks (English). In order to accomplish this task, I am interested in manually changing the English invoice template to Hebrew so my now Hebrew Invoice template will be populated from my existing data in my English Quickbooks program.
    Or in other words, am I able to change an .IIF (Intuit Interchange Format) file, in this case being the Invoice template, by using the second language character set installed on my computer. Or can you advise me of any other way that I could manage to accomplish my goal?

    • May 3, 2010 at 12:33 PM

      Hi Chaim! Happy Lag B’omer! The invoice template actually has it’s own format “.DES”. You can access this by going to Lists->Templates Once there select your invoice template and you can click on the button at the bottom right which says ‘Templates’. Then Choose ‘Export’. You will get a Save File dialogue box prompting you specify where to save it.

      Also I would think you could go into the invoice customization feature and edit your invoice using the hebrew Character set installed on your computer. If not you would need to find a way to create a “.DES” file using your Hebrew Character set. Then this could be imported using he same instructions laid out above, except you would choose ‘Import’ instead of Export and no existing template would need to be selected.

      I hope this helps!

  23. Nataly
    May 5, 2010 at 5:09 PM

    Please tell me how to handle trade-in cars for dealership, how do you account for trade ins? Thanks for all ideas and help

    • May 5, 2010 at 11:57 PM

      Hi! It’s actually pretty easy – I will do a web cast on this one, because it is a GREAT question!.. Check back and I will post another reply when it is done including a link to the tutorial….

  24. Will Fritz
    May 7, 2010 at 8:47 AM

    I run a nonprofit. We have a long budget of line-item categories each of which has to be reported monthly. no problem. However, although it is set up with numbered accounts with sub-accounts, we can’t produce a report which only shows sub-totals without losing the values shown in the line-items. If I have six line items with six values showing, when I request just the subtotal I get zero. The “Collapse” command takes me all the way back to “Budget” and ‘Non-B udget”.

    Why can’t I select a set of subcategories and report them out together? Any dime checkbook program of the l980’s could do that.

    • May 11, 2010 at 12:49 PM

      Hi! I think I would have to see what you are talking about in order to understand a little better. I think I understand, but it would be helpful if I could see it, then i am sure we could customize the report or your account structure to make it work.

  25. Stacy Field
    May 11, 2010 at 10:01 AM

    Can I restore a backup from quickbooks 2007 into quickbooks 2010 without the company file ever being in quickbooks 2010? Here’s what happened. I have a client that was having computer problems, she sent her computer to a tec. The tec backed up her files, and the restored windows back on her computer, then told her she had to install all her software programs again. She had quickbooks 2007, decided to upgrade to quickbooks 2010 (bought software, installed it and wants to know how to get her company file into quickbooks 2010. Can I restore her 2007 company backup straight into quickbooks 2010 without her company file every being there, or do I have to re-install her quickbooks 2007 software, restore her 2007 backup company file, then upgrade to quickbooks 2010?

    • May 11, 2010 at 12:48 PM

      Hi! yes you simply restore the backup in QB 2010 same way as you would if still using QB 2007. During the process, QuickBooks will prompt and warn you that yuo are about to upgrade the company file . Just agree to it and QuickBooks will do it’s thing.

    • Stacy Field
      May 11, 2010 at 3:22 PM

      Thank-You!!! for your knowledge and quick response!!!!!!!!!!!!!!

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