Scott Gregory, QuickBooks Expert

What is the Preferred Send Method Box in QuickBooks?

The customer and job file in QuickBooks has a helpful field that you may not have noticed.

Found on the "Additional Info" tab of any customer or job in QuickBooks, you will see the "Preferred Send Method" box as shown in the screen shot below (click the image to enlarge it):

Within this box, you will find the following options:

• Mail
• E-mail
• None

You can use the options to keep track of how your customers want to receive documents from you.

THIS FEATURE WOULD BE SO MUCH BETTER IF ONLY...

So you've saved your e-mail or print preferences for your customers and jobs.

Wouldn't it be nice if that information automatically pulled forward when you were creating a quote, sales order or invoice in QuickBooks? (i.e. down in the lower left hand corner where it says "to be printed" or "to be e-mailed" or some other notification method?)

Based on my testing, that functionality doesn't exist in any version of QuickBooks. If it does, I'm not yet seeing it.

• For something to show up as "to be printed", the prior transaction must have been saved with this box checked. So something showing as "to be printed" is not a function of the preferred send setting for that customer, but rather, a setting based on the prior transaction.
• For something to show up as "to be e-mailed", you need to have a subscription to QuickBooks Billing Solutions in order for that to work (I verified this using my subscription to the service). Without it, even if you have e-mail marked as the preferred send method on a customer account, the box will not automatically be checked.

DID I MISS SOMETHING? WILL IT SHOW UP IN QUICKBOOKS 2012?

Maybe the connection will be made in QuickBooks 2012 to allow you to fully take advantage of the preferred send method box.

If your results with this using this field have produced a different outcome, please share them in the comment box below. I would like to know what you have found with it!

RELATED POSTS:

• Wish you could automatically e-mail QuickBooks reports to owners, managers or sales people?
• QuickBooks 2011: New e-mail options available to you

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Average Days to Pay Now Available in QuickBooks 2011

One of the many new features in QuickBooks 2011 is the ability to see the average days to pay for each of your customers.

Never before available, the average days to pay sits right inside the new Customer Snapshot tab within the Company Snapshot section of QuickBooks (click Company > Company Snapshot to access).

The screen shot below provides a glimpse of what the "Customer Snapshot" window looks like (click the image for a larger view):

On the left hand side of this screen you will find:

• Number of years as a customer
• Average days to pay
• Open balance
• Credit limit

In other areas of the Customer Snapshot, you can easily view:

• A sales summary for different date ranges
• Recent invoices
• Recent payments
• Year over year sales history
• Best selling items

It's easy to jump from one customer to another while in this window. Just click the Customer drop down list at the top of the screen for instant access to your entire customer list.

The 2011 edition of QuickBooks is really packed with a lot of new features and functionality. If you are considering an upgrade, remember that your current QuickBooks data transfers easily into a new version.

RELATED ARTICLES:

• QuickBooks 2011: New On-Screen History feature
• QuickBooks 2011: New and Improved Search Function
• QuickBooks 2011: Now Use Yahoo, GMail, Hotmail or Other Web-Mail to Send Documents
• QuickBooks Enterprise 2011: Your Buying and Resource Guide
• QuickBooks 2011: Save 20% on Your Upgrade

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How Do I Remove the Intuit Payment Network Stuff From My Invoices?

Are your customers complaining about the "Intuit Payment Network stuff" showing up on their invoices?

Here's how to make QuickBooks stop putting that message on the invoice in the first place...

Click Edit > Preferences > Payments > Company Preferences and uncheck the two boxes shown in the Invoice Payments section of the screen as shown below:

 
That will make this message disappear until you want it back.

HOW THIS HAPPENED

Anyone that upgraded to QuickBooks 2011 discovered that a new check mark magically appeared on their invoices like that shown below:

If the check mark is not removed, a message is added to the bottom of each invoice that promotes the Intuit Payment Network.

In many cases, the business sending the invoice had NO idea this was even happening and was quite embarrassed to learn about it from their customers.

INTUIT IN-PRODUCT MARKETING GOES TOO FAR

To me, this is clearly a case of what Intuit calls their "in-product marketing" going way too far. There are far better ways to promote the benefits of the Intuit Payment Network (and believe me, there are many!) than this.

Businesses that just spent a good sum of money to upgrade to the 2011 edition of QuickBooks should NOT have to find out from their customers that their new software had secretly added unwanted promotional messages to customer invoices.

YOUR THOUGHTS?

Do you think it was right for Intuit to automatically add this in product promotion? I welcome your thoughts and comments in the box below!

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An Easy Way to Work in Two QuickBooks Files at the Same Time

One of the great new features of QuickBooks Enterprise 2011 (and the Accountants Edition of QuickBooks 2011) is the ability to have two company files open at the same time. You never used to be able to do this in QuickBooks.

Thanks to a recent update, Intuit has made it even easier to open a second company file. Just click on File > Open Second Company. From there, you'll initially see a window that looks like this (before the update, you had to open up another copy of QuickBooks by double-clicking the icon on your desktop):

From there, you'll choose the second company file to open, wait for it to open, and you're off and running with two company files open at the same time.

Remember, this functionality ONLY exists in the QuickBooks 2011 Enterprise and Accountants Editions.

RELATED POSTS:

• What's New in QuickBooks 2011 - my blog overview
• Save 20% on your QuickBooks 2011 purchase
• What's New in QuickBooks 2011 and What You May Have Missed in 2010 - my e-book

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QuickBooks 2011: Release 4 Now Available

If you are using QuickBooks 2011 Pro, Premier or Enterprise, you will want to take time to download and install the latest release (R4).

This release fixes a number of bugs and concerns that have been present in this latest edition of QuickBooks software, including:

• The big problem that many businesses encountered in using the Item QuickReport that did not show an accurate on-hand quantity.

This problem, along with a host of others has been fixed. See a complete list of all the fixes and updates found in Release 4 for QuickBooks 2011.

To install release 4, either:

• Tell QuickBooks to "Install Now" if you see a message indicating an update has recently been downloaded when you log into QuickBooks 
  OR
• Click Help > Update QuickBooks, then click the Update Now button and follow the prompts.

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QuickBooks Enterprise 2011: Consolidating and Combining Reports

QuickBooks Enterprise 2011 offers you the capability not found in other versions of QuickBooks (Pro and Premier) - to combine reports from multiple QuickBooks data files.

This feature is found by clicking Reports > Combine Reports from Multiple Companies and a screen like this appears:

Once here, you have the ability to combine:

• Balance Sheet Standard
• Balance Sheet Summary
• Profit and Loss Standard
• Statement of Cash Flows
• Trial Balance
• Profit and Loss by Class (new in 2011)
• Sales by Customer Summary (new in 2011)

Once you select the reports you want to combine, simply select the date range, the format of the report (accrual or cash) and click the Combine Reports in Excel button.

Each combined report is then created as its' own separate sheet within Excel and you can work with the data at that point just like any other Excel file.

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QuickBooks Enterprise 2011: Frequently Asked Questions

Deciding whether to purchase QuickBooks Enterprise 2011 or not?

Here are some questions I am commonly asked and my insight to help you make an educated buying decision.

Q: Why would I need to leave QuickBooks Pro or Premier?

A: There are some limitations within Pro and Premier that may force you to upgrade. Some of those are - maximum number of customer/vendors, inventory items, and most importantly, the size of your QuickBooks data file. You may simply outgrow the capabilities of Pro or Premier or you need more than 5 users at a time. See the link below to download my guide that explains the key differences in Pro, Premier and Enterprise.

Q: How many people can be in Enterprise 2011 at one time?

A: QuickBooks Enterprise 2011 is sold in 5 user increments. The smallest version is 5 users, and then it goes to 10 users, 15, users, etc. up to a maximum of 30 users. If you have a need for more than 5 people in QuickBooks, the Enterprise version is your only option - you can only have 3 people in QuickBooks Pro 2011 and no more than 5 people in QuickBooks Premier 2011.

Q: If I currently use QuickBooks Pro or Premier, will my data upgrade into QuickBooks Enterprise?

A: Your data will definitely upgrade into Enterprise from Pro or Premier. Intuit has made the process of migrating into QuickBooks Enterprise very easy to do.

Q: Is there a big learning curve for QuickBooks Enterprise?

A: If you are moving from QuickBooks Pro or Premier, there is zero learning curve. QuickBooks Enterprise uses the same user interface, icons and menu bars found in Pro and Premier. If you are moving from another accounting software package, there will be a learning curve for you. One of the things I hear frequently from businesses that do move into QuickBooks is that it is so much easier to use than the software they left behind.

Q: Do I have to specify which version of QuickBooks Enterprise I want when I order it? (i.e. Contractor version, Manufacturing/Wholesale version, etc.)

A: No, it is not necessary to specify the version you prefer. All versions are included on the installation CD and/or download file you receive. You simply choose which version you prefer during the installation process.

Q: What are the main differences between QuickBooks Pro, Premier and Enterprise?

A: A few key differences are: Enterprise can hold far more customer, vendor and inventory data; it works with a far larger data file size; you can combine multiple company data files for reporting purposes in Enterprise; it has far more robust security features that Pro or Premier.

Download my free guide for a complete breakdown of the differences between QuickBooks Pro, Premier and Enterprise.

 Q: What is this "Full Service Plan"(FSP) that I get with the purchase of Enterprise all about?

A: The FSP is an extra set of benefits that are available to you as a QuickBooks Enterprise customer that are NOT available to those using QuickBooks Pro or Premier.

Some of these benefits include:

• A free upgrade to the next version of QuickBooks Enterprise at no additional cost. For example, if you purchase QuickBooks Enterprise 2011, you would get a free upgrade to QuickBooks Enterprise 2012 when it is released.
• Full support from the QuickBooks Enterprise support desk for 12 months.
• A free 100GB online data storage vault for 12 months to allow you automated, offsite backup and storage of your critical QuickBooks and other business data.

Q: What happens when my FSP expires? Am I forced to renew?

A: No. You are not forced to renew your FSP - unlike some software packages that do force you to purchase support every year, that is NOT required of QuickBooks Enterprise.

If you do opt to renew after your first free 12 months, Intuit will simply charge you the current FSP renewal price for the number of users you have. Some businesses really like this approach, as they can easily budget their accounting software costs every year and then get a copy of the latest version of QuickBooks Enterprise. Other businesses have no interest in renewing and simply let their FSP lapse.

If you do NOT renew your FSP, you simply do not renew the benefits mentioned above. If you wanted to purchase the latest version of Enterprise at a later date, you would pay the current price as though you were new to QuickBooks at that time.

Q: If I don't like QuickBooks Enterprise, can I move back into QuickBooks Pro or Premier?

A: Not directly. While it is a snap to move from QuickBooks Pro or Premier into Enterprise, there is no direct route from Enterprise into either Pro or Premier.

You would need to use a third party service such as QuickBooks Users Enterprise downgrade service to migrate your important accounting data back into Pro or Premier format.

Q: Can I access QuickBooks Enterprise from remote locations?

A: If your business is using a Windows server, you can take advantage of the Windows Terminal Server software built in to remotely access QuickBooks Enterprise (and any other software on your network).Check with your IT person on the licensing requirements for Windows Terminal Server.

You could also consider using a solution like GoToMyPC for remote access, but you will probably find that Windows Terminal Server is a better way to go.

Q: Is there a QuickBooks Enterprise for Mac?

A: At this time, there is only QuickBooks Enterprise for Windows and for Linux

Q: If I move into QuickBooks Enterprise from another accounting software package, what happens to my data from that package?

A: There are a number of factors to consider when transitioning from one software package to another. Do I try and transfer my data? Do I start fresh? Can I avoid rekeying my customer and vendor lists?

There are some data conversion services available to you, depending on what package you are leaving behind.

If you have concerns about moving from your accounting software into QuickBooks Enterprise, please contact me so we can discuss your situation in more detail and ensure you have all the insight you need.

OTHER QUESTIONS OR CONCERNS ABOUT QUICKBOOKS ENTERPRISE?

I understand that a move to Enterprise is a big decision. The good news is that over 85,000 businesses like yours have made the successful transition into Enterprise.

Click the button below to contact me for help with your specific situation. As a Certified QuickBooks Enterprise Specialist voted #1 in Customer Satisfaction, I can help you figure all this out and get you the best discount available on QuickBooks Enterprise software.

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QuickBooks 2011: Faster Startup via New Preference

The new "Quick Startup" preference in QuickBooks 2011 may resolve a long-running concern for many QuickBooks users.

I often hear them lamenting that the software takes too long to load up when they start their work day or if they have to restart QuickBooks for some reason. This new features aims to solve that problem.

Inside the General Preferences in QuickBooks 2011 (Edit > Preferences > General > My Preferences), there is a new check box that is on by default - "Keep QuickBooks Running for quick startups" as shown below:

Without getting too geeky on you, this setting allows the QuickBooks software to "run in the background" on your computer. By doing so, it allows your computer to open it more quickly when called upon.

POTENTIAL CONCERN

This feature should work very well if your business only uses one version of QuickBooks every day. However, if you work in an accounting firm that jumps in and out of various versions of QuickBooks (i.e. 2006, 2008, etc.) during the day, it may be problematic.

In the event you run into trouble with the new fast startup preference, this article explains the issue in more detail and simply suggests that you turn it off.

What has your experience been with this new feature in QuickBooks 2011? Please post a comment in the box below - would love to hear from you!

RELATED POSTS

• What's New in QuickBooks 2011 - my blog overview
• Save 20% on your QuickBooks 2011 purchase
• What's New in QuickBooks 2011 and What You May Have Missed in 2010 - my e-book

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QuickBooks Enterprise 2011: New Advanced Inventory Features

Today's post is from my guest, Robert Lockard. Robert is a copywriter for FishBowl inventory.

QuickBooks 2011 Unveils New Inventory Management Features

Have you heard about QuickBooks Enterprise 2011’s new Advanced Inventory feature? Inventory management has been QuickBooks’ Achilles heel for a long time, but that is starting to change.

QuickBooks users can now pull up a snapshot of each customer’s and vendor’s transaction history to find trends in purchases and deliveries. They can use this information to make smart decisions on inventory levels and supply chain management.

In addition, users can adjust the quantity of inventory on hand more easily, thanks to QuickBooks 2011’s user-friendly inventory adjustment feature. This is helpful for manufacturers, healthcare providers and other organizations that often work with leftover materials that can be recovered after a job is done.

Another important feature, which is only offered in the QuickBooks Enterprise Edition, allows users to track their products between multiple locations. Growing companies with more than one warehouse or retail location will find this feature particularly useful.

Probably the most exciting new feature in QuickBooks 2011 is the search function. Like Google, QuickBooks Search lets you quickly find the report or information you’re looking for by typing in the right keywords.

QuickBooks 2011 is a step in the right direction for businesses looking for strong inventory management.

Editor's note: If your business requires more inventory functionality than QuickBooks delivers, you will want to be sure to evaluate FishBowl Inventory as a potential solution.

RELATED POSTS

• What's New in QuickBooks 2011 - my blog overview
• Save 20% on your QuickBooks 2011 purchase
• What's New in QuickBooks 2011 and What You May Have Missed in 2010 - my e-book

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QuickBooks 2011: Improved Inventory Adjustment Screen

Continuing with the "what's new in QuickBooks 2011" theme...

If you use QuickBooks to track inventory, you'll be pleased to know that some improvements to the adjustment screen have been baked into the 2011 version.

Let's review them:

• The upper left hand corner of the screen now clearly lists an "Adjustment Type" option. In prior versions, if you wanted to adjust the value of your inventory, you had to search out the "adjust value" check box in the lower part of the adjustment screen. Now your choices are more clearly visible and easy to choose from.
• You can now manually select what items to add to the adjustment screen via the "Add Multiple Items" button. Once that window is open, it is easy to search for inventory by name, description and other fields. Naturally, there is a select all button to add all your inventory to the adjustment screen, but in many cases, that is far more information than is needed.
• There is a new recap section of the screen that shows the "Item Info after Adjustment" so you can quickly and easily verify the impact of your adjustment on a particular item - no need to jump over to the item list to verify the correct results.

The screen shot below provides a visual so you can see the new layout of the Adjust Inventory screen (double click the image for a bigger view):

 

Intuit has done a really nice job making this screen more user-friendly and easier to use.

If you use this screen frequently, what other things would you like to see in future editions to make it even easier to work with?

Please take a moment and post your comments in the box below.

RELATED POSTS

• What's New in QuickBooks 2011 - my blog overview
• Save 20% on your QuickBooks 2011 purchase
• What's New in QuickBooks 2011 and What You May Have Missed in 2010 - my e-book

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