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Posts Tagged ‘QuickBooks Help’

Brand new QuickBooks forum!

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: http://nerdenterprises.com/forum/

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.

Also we will be slowly migrating selected content (we’ll pick the best stuff and get it better organized) from here to a new blog location so stay tuned and check back often.  The URL http://www.quickbooksnerd.com will be forwarded to the new location once it is ready.

Ask Us

December 31, 2009 2 comments

Aks your questions by replying here.

Or you ASK your questions. Whichever you prefer. Back in NY it was usually Aks.

Editing Your Forms and Printing Batches

December 8, 2009 2 comments

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.

Handling Reimbursed Expenses in QuickBooks

September 8, 2009 Leave a comment

Many times in all business we are faced with the situation where we are being reimbursed for an expense. In other words – I go out and purchase a chair for a client and then I sell it to that client. It is not really inventory, because I am not in the habit of selling chairs to clients. Maybe this was a onetime thing or it will happen once in a while, but not as a normal course of business. There are a few ways to handle this in QuickBooks. The first thing to understand is that the cost is not “Cost of Good Sold”. I know it seems like it should be, but Cost of Goods Sold or COGS are defined as all of the costs necessary to get our inventory ready for sale. Since this is not Inventory, we do not want to book the purchase to COGS.

We can do it one of two ways:

  • First we can simply enter it in a bill or check for an expense and mark it billable to a specific client. We will encounter a problem if we want to mark it up in that QuickBooks will show the markup on a reimbursed expense. If we don’t mind our client seeing how we marked this up then this is ok. If we do not want this, then we need to take a slightly different approach within this same option. That would be to bill it through with no markup initially, then change the price once in the invoice. The problem with this is you will wind up with a negative expense.
  • The second way is to enter the purchase of the item as a “Non-Inventory Part” and then bill that through. In this case you will want to link the non-inventory part to an income account, perhaps called “Reimbursed Expenses”. I know it seems weird to use the word “Expenses” in an income account title, but that is really what this is. By doing this, when you mark up the cost of the item it will net out as a positive income number instead of as an expense.

By doing this and then changing the method based on seeing the results you will wind up needing to troubleshoot this. So in the following video tutorial we go over how to make the mistakes and fix them as well.

Once you think you have entered this correctly you will want to run a Profit and Loss for that customer to be sure that the transactions are showing up correctly. Specifically you want to see that the cost of the item is in there and that what you billed for it is properly netted out by that cost. We will show you how to do this in the video tutorial that we’ve recorded online:

Please enjoy the FREE video tutorial:

Reimbursed Expenses ßClick

Changing The QuickBooks Accountant’s Copy to .QBW

August 28, 2009 Leave a comment

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.

QuickBooks – The Basics

August 23, 2009 1 comment

 

QuickBooks – The Basics

Purchase the video tutorial today.

 

This is a comprehensive beginner course on QuickBooks covering everything from each menu item that you could possibly need to know in order to set up a company file and work with the different types of files as well as enter all sales and expenses. If you are new to QuickBooks this is a complete and thorough beginning. You can pause and resume play so you can watch at your own pace. The entire running time is about 3 hours and 5 minutes, so you know we have covered a lot of ground here.

Below is an outline of what we go over. Please feel free to call us at (866) 945-8070 if you have any questions.

Purchase the video tutorial today.

Today’s Question: Saving QuickBooks for PC to QuickBooks For MAC

June 12, 2009 Leave a comment

 

Hi Seth 🙂

Since you are my go-to Qbooks guru, I wonder if you wouldn’t mind answering a personal question for me? 🙂  My freelance client wants to get his Qbooks file to his CPA who is out of state.  I tried to use YouSendIt, which would’ve worked fine except I realized the CPA is on a Mac and my client is on a PC.  Do you know of any way to make a Mac formatted Qbooks file compatible with a PC?  Is this even possible?

A CPA with a MAC. This is a first for me! I suppose we can expect to see more and more of this as time goes on. I’ve learned I need to know how to work with both. My Main IT guy here, Ed knows both MAC & PC platforms very well.

Here’s your answer:

You can save a copy for QB For MAC, and you can also copy back from MAC to PC (Round Trip). You can also start with a copy for MAC and convert round trip that way as well. There are a few limitations which won’t affect you for this purpose, but you should be aware of since you are servicing clients, more and more of whom will be using QB for MAC. The MAC version does not have all of the features that the PC version has in terms of customizing forms such as invoice templates. You will lose some of this in translation going from PC to MAC. Going from MAC to PC you can use the custom templates & features, but any invoices that were created on the MAC will need to be opened, the template chosen in the drop down and then the invoice needs to be saved again.

Click on ‘File’ – ‘Utilities’ – ‘Copy Company File For QuickBooks MAC’

Here is a screenshot:

Figure 1 – Convert QuickBooks from PC to MAC

Then you will be prompted of course for a location to save the file. Then send that QuickBooks Backup File via yousendit.