24 posts categorized "QuickBooks 2014"

Frequently Asked Questions About Upgrading QuickBooks

Thinking about upgrading to a newer version of QuickBooks?

If so, chances are good the idea of upgrading is one to give you a pretty good case of heartburn. It's likely you have a number of questions about the process, such as:

  • Do I even have to upgrade?
  • What's the story with having to upgrade my QuickBooks every three years?
  • Do I lose any data when I upgrade?
  • Do I lose my customized forms and templates?
  • Is there a big learning curve to the new version of QuickBooks?
  • Can I do the upgrade myself?

DOWNLOAD MY FREE GUIDE - FREQUENTLY ASKED QUESTIONS ABOUT UPGRADING QUICKBOOKS

Grab your free copy of my publication - "Upgrading Your QuickBooks - How to Separate Fact from Fiction" today!

Get the answers you need to make an educated decision about making a move to a new version of QuickBooks.

ADDITIONAL RESOURCES FOR YOU...

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Don't Like the Big Bar Down the Left Side of Your QuickBooks Screen?

If you have upgraded to any version of QuickBooks 2013 or QuickBooks 2014, the first thing you see when you access your information is that you now have this big icon bar down the left hand side of your screen.

I know - you didn't ask for it to be put there. QuickBooks did it all by itself during the upgrade of your data.

Good news if you want to put it back across the top of your screen...

My video shows you how to quickly tackle this task - enjoy!

 

OTHER QUICKBOOKS RESOURCES:

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QuickBooks Enterprise 2014: Now Includes Gross Margin % By Item

If your business uses the inventory features of QuickBooks, you'll be interested in a new feature added to QuickBooks Enterprise 2014 - the ability to see a gross margin percentage on the item screen in addition to the markup percentage.

My video below shows you how this works in QuickBooks Enterprise 2014:

 

I'm hoping that we see even more functionality relating to the gross margin feature (being able to see it in quotes and sales orders, seeing it in reports and more) in QuickBooks Enterprise 2015.

RELATED INFORMATION

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My Nominees for the QuickBooks Hall of Shame

This month, I'm going to break from my traditional "Building Better Business Finances" post.

Instead, I'll stop for a moment to make my nominations for the top entries into the QuickBooks Hall of Shame

YOU CAN'T MAKE THIS UP!

I've seen a lot (and I mean a LOT) over the last fifteen years in working with over one thousand small businesses and their QuickBooks.

Some of the things I have seen during that time have simply boggled my mind, so I thought it appropriate to share them with you in the hopes you can avoid them in your business...

THE HALL OF SHAME NOMINEES

  • QuickBooks bank balance: $3.6 million. Actual bank balance: $15,500. Guess they were using the same accounting rules the federal government does?
  • QuickBooks bank balance: ($888,000). Actual bank balance: $18,500. Can you imagine the overdraft fees on that account under the QuickBooks method?
  • QuickBooks reconciliation discrepancies account balance for 12 months: $480,000. This is enough to give every accountant in the country an irregular hearbeat.

  • QuickBooks sales tax payable account balance: $279,000. Actual sales tax balance due: $179. That state tax agency was sure bummed out not to be getting as much as they thought.
  • Doing the accounts receivable in QuickBooks and the accounts payable in Peachtree - then asking the question: "how come it takes so long to get my information ready at tax time"?
  • And of course this one - any and all businesses that either don't back up their QuickBooks database at all, or think they are covered by backing it up to an external drive that sits on top of the same computer where the QuickBooks database is located. Seriously? A $59 investment in Carbonite is the cheapest insurance policy your business can have against data loss and business interruption.

BAD BOOKS ARE KILLING SMALL BUSINESSES

Sadly, I believe the "do it yourself" accounting experiment is failing at thousands of small businesses across the country. It isn't just as easy as "writing a check" or "creating an invoice".

The hall of shame examples above are just the tip of the iceberg when it comes to the adage "bad information = bad decisions". In fact, I've written about this problem extensively in my book "Your Bookkeeping Stinks".

Or course, these problems can be found in businesses using other accounting software as well. It's just that QuickBooks has such a huge market share (I belive in the 90+%?) that their product (and the unusual results within) is seen so often.

WHAT'S YOUR TAKE ON THE HALL OF SHAME?

Do you have a story to share about horrors you've seen in QuickBooks? Thoughts to share on the success or failure of "do it yourself" bookkeeping? Continue the dialogue and post your comments in the box below. I look forward to hearing from you!

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Can you rake in receivables faster?

Every dollar you have sitting in your accounts receivable is a dollar NOT working elsewhere in your business. Who wants that?

Why not streamline your receivables process? Bill.com may have just the solution for you.

Over 175,000 businesses are currently enjoying the benefits of simpler accounting today with the Bill.com system...

Billcom_logos_blue_nogradient
HERE'S HOW IT WORKS - 3 EASY STEPS

  • Go paperless. Bill.com mails your invoices for you, via email or the Post Office, so no more hassles with printing, postage and mailing. As your online payments come in, Bill.com makes your deposits for you. No more filing, and no more trips to the bank.
  • Bill.com reminds your customers a few days before payment is due, and follows up when payments are overdue with an automatic series of messages you can customize and schedule.
  • Bill.com gives your customers a choice of their favorite ways to pay online, via credit card, PayPal or direct from their bank. So paying you is easier and more convenient than ever. You can even set them up with auto-pay.

OK, OK I GET IT - BUT HOW MUCH DOES IT COST?

Packages that integrate with QuickBooks start at just $29 per month. Getting paid electronically costs $.49 (that's correct - just 49 cents to have your deposits automated for you). Credit card payments are charged normal merchant fees (probably less than you are paying now). Having Bill.com prepare a mailed copy of your invoice for you runs $1.49 per invoice (less than the cost of your staff doing it for sure).

GET A FREE TRIAL - NO CREDIT CARD REQUIRED

Want to see how Bill.com works? Use this link to get your free trial going today - no credit card is needed.

QUESTIONS?

I have been using Bill.com in my practice for over a year now, and would be happy to discuss it in more depth with you. It has really simplified and automated things for me in both the accounts receivable and accounts payable areas of my business.

Just drop me a line to get the conversation going or visit Bill.com to see if it is right for you.

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Illegal and Pirated Copies of QuickBooks

Ouch!

That is about all I have to say to this missive that was in my mailbag recently...

"We went to register our version of Quickbooks 2013 and also found out it was a pirated copy.  My son purchased off Ebay.  Here is my question - I am his mother and I just spent almost a month entering info into his Customer database - and this was a LOT of data, and now we have no way of getting this info back, right?

Pirated SoftwareThis "pirated" version as on his one computer running Vista.  Now he is going to purchase another version for Mac to be installed on another pc, which he uses a lot. 

He chose to put the pirated version on a laptop he doesn't use, thereby giving me time to enter all of his customers often as I could get over to his house.  In the end, my question is.....was all of this work in vain? 

Must I put 800 customers into the new version all over again?  This is just mind boggling and I am wondering if this info can be recovered or is it a total bust?

I know he really feels bad but I am the one who did all the work.  I am just beside myself thinking of the time spent on this customer database.   I knew I should have used Excel or a Word program that I have used all my working life.  Aren't there safeguards against this type of pirated copies?

Sorry, I am just really upset.  Anyone out there to help?  I am also furious this type of thing happens on Ebay but I suppose they have millions of other problems.  Anyway, any ideas?"

THE GOOD AND THE BAD NEWS

So the good news is - since QuickBooks actually creates a database that is separate from the program, all of the work she did should have been safe and easily transported to a legal copy of QuickBooks.

The bad news is - she is likely SOL when it comes to getting any type of refund or compensation for the bogus software.

AND THE MORAL OF THE STORY IS...

STICK TO AUTHORIZED SOURCES WHEN BUYING QUICKBOOKS

I know, the pricing you're seeing on EBay seems too good to be true. As you can see above, it was. In her case, it will cost a lot more to make it right.

Get it right the first time and purchase through authorized vendors or resellers of QuickBooks. As an authorized affiliate, you can always count on getting authentic QuickBooks software on my web site.

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Support for QuickBooks 2011 Ends May 31, 2014

Do you use any of the QuickBooks 2011 products? This includes the Pro, Premier, Enterprise (also referred to as version 11.0), and Mac editions.

If so, it's important to understand that support for this edition of QuickBooks will end on May 31, 2014 and that you'll want to start planning for an upgrade.

The "QuickBooks service discontinuation policy" outlines exactly what will stop working within your QuickBooks if you don't upgrade to the 2014 edition.

Some key services that won't work after 5/31/2014:

  • QuickBooks payroll
  • QuickBooks credit card processing
  • E-mailing invoices directly within QuickBooks
  • Many others...

If you use one or more of these features and want to continue using them, an upgrade to QuickBooks 2014 should be completed by May 31, 2014.

DON'T USE ANY OF THESE FEATURES?

If your business doesn't use any of the products or services outlined in the service discontinuation policy, then you can keep right on using the 2011 edition if you like and won't know the difference.

SAVE 20% OR MORE ON YOUR UPGRADE TO QUICKBOOKS 2014

Make the upgrade easier on your checkbook. You can save at least 20% (and get free shipping) on your purchase of QuickBooks 2014 products on my web site.

 

RELATED INFORMATION

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Customize Columns in QB 2014 - Checks/Bills/Credit Card screens

Here is a new feature in QuickBooks Enterprise 2014 (not available in Pro or Premier versions) that may pay big dividends for you...

The ability to customize the columns that appear at the bottom of these windows:

  • Write checks
  • Enter bills
  • Enter credit card charges

To access this new feature, just right click anywhere on any of these screens and then click on the "Customize Columns" option. You'll then see a window appear from which you can add, remove or reorganize the columns that appear as shown below:

 

Be sure to download my "What's New in QuickBooks 2014" guide for more details and insights about this latest version of your favorite software.

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QuickBooks Enterprise: Allows for Mandatory Custom Field Entry on Forms or Lists

Ever wish that QuickBooks would offer the option to make it mandatory to fill in a field on a form (such as an invoice) or when entering new information, such as a new customer?

The Enterprise edition of QuickBooks provides a limited solution to this issue. Here's how it works...

When you create a new custom field for a customer, vendor, employee or item, you have the ability to make it a mandatory field entry on either a form (i.e. invoice) or list entry (i.e. new customer). The screen shot below provides a glimpse:

For example, if we make the Contract # field a mandatory field under the "list" column, if we go to enter a new customer and forget to fill in this field, we get a prompt to fill it in as shown below:

IMPROVE WORKFLOW -> REDUCE ERRORS?

I have seen a number of businesses implement these mandatory fields with success, as it helps them ensure that critical data is entered at the right time and in the right place so that somebody doesn't have to chase it down later.

WHAT WOULD REALLY BE HELPFUL?

To have the ability to make each field that can appear on a form or list have these options. None of the "regular" fields in QuickBooks have this capability.

For example, if you wanted to make it mandatory for your sales desk to fill in the "ship via" on each sales order form, there is no way to make the existing "ship via" field a mandatory field as shown above, since it is not a custom field.

Maybe this is something we'll see in QuickBooks Enterprise 2015. Or maybe not...

UPGRADE TO QUICKBOOKS ENTERPRISE?

This is just one of the features that exists in QuickBooks Enterprise that does not exist in the Pro or Premier versions. For more details about the Enterprise edition of QuickBooks, stop by my web site.

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The New "Max" Field for Inventory in QuickBooks Enterprise 2014

If you track and manage inventory in QuickBooks, you likely work with some min and max parameters when it comes to stocking levels.

For years, QuickBooks has had a "min" level, which they called the reorder point. But it didn't have a "max" field.

Until now..

With the release of QuickBooks Enterprise 2014, you now have access to a "max" field.

This video shows you how it works:

 

ADDITIONAL INFORMATION

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