50 posts categorized "QuickBooks 2015"

Stop Inventory Balances from Going Negative with QuickBooks Enterprise

Have you been wishing that QuickBooks would add a feature that would stop your inventory on-hand balances from going negative?

Your wishes have been granted!

Learn more about how the Enterprise edition (2015 and newer!) stops this annoyance from occurring...

In case you didn't know it, by having inventory go negative in QuickBooks, it is known to cause all sorts of issues and concerns with the average cost of items getting totally whacked out as well. My friends over at the Intuitive Accountant have a great article that discusses the impact of negative on hand on QuickBooks average cost.

ADDTIONAL RESOURCES

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Hiding Item Costs in QuickBooks - Can It Be Done?

When it comes to workflows within a business, I've seen a wide variety of them over the last thirty years.

One topic that seems to be entering the conversation with greater frequency these days is the ability to hide the cost of inventory parts, assemblies and kits within QuickBooks.

The reasons for wanting to hide the costs are many and varied, but the desire has been expressed many times.

QUICKBOOKS ITEM SETUP

If we look at a screenshot of the item master, you can see that both the purchase cost (for use on POs) and the average cost (for use with inventory valuations and costs of goods sold) are plainly visible:

QB Item Master Screen Shot

None of the versions of QuickBooks (Pro, Premier or Enterprise) offer the ability to block users from seeing these cost fields, assuming that the user has been given the permission to work with items and inventory. If they don't have the permissions, naturally they don't see item costs. However, they can't access the items either, and in many cases, that will restrict their ability to do their jobs (i.e. receive inventory, create purchase orders, etc.)

ALL ORDERS BY NUMBERCRUNCHER - AN ALTERNATIVE TO ALLOW INVENTORY COST BLOCKING

If this "cost-blocking" is a must have for your business, that will force you to step outside of the QuickBooks functionality to add-on packages that have it.

One such add-on that does off the ability to hide item costs on purchase and sales transactions is All Orders by NumberCruncher.

The screen shot below shows that it is possible to block cost and/or sales figures at the user level if desired:

NumberCruncher User Setup Cost Block

Feel free to explore All Orders in more detail, and take a free test drive if you like too.

UNDERSTANDING THE ADD-ON CONCEPT

Add-ons (some refer to these as "bolt-ons" or "integrated solutions") such as All Orders are designed to fill in gaps where QuickBooks doesn't do something very well, or doesn't do something at all. 

In the case of All Orders, it is designed to be either a stand alone inventory solution, or it can integrate with QuickBooks desktop versions. If you choose to integrate it with QuickBooks, All Orders will then pretty much take over the "front end" of the business (i.e. purchase orders, inventory management, sales orders, etc.), and then QuickBooks will remain in the picture on the "back end" of the business (i.e. bill paying and financial reporting).

There is plenty of horsepower packed into the All Orders package that will help take your inventory management and related tasks to the next level of tracking and sophistication. Naturally, there is an investment of time and money required to get up to speed on it or any add-on for that matter. The good news - when properly chosen and implemented, the return on investment of these add-ons can be quite good!

RELATED INFORMATION:

 

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How To Condense/Archive Your QuickBooks Data File Because it is Too Big

Do you find that your QuickBooks file is running very slowly?

Does it seem to take forever to run reports or look up information?

If so, your QuickBooks company file may be a prime candidate for condensing/archiving.

DANGER? DANGER! YOUR QUICKBOOKS FILE MAY IMPLODE

As I mention in my free guide titled "Danger? Danger! Your QuickBooks File May Implode", one of the options to consider to make it smaller and more manageable is the process of archiving the information. This process is something you can choose to do yourself, or turn to an outside company to handle it for you.

Some refer to this process as condensing the file. I've heard others call it "smashing the file down".

However you may refer to it, the end result is the same - a decrease in the size of your QuickBooks company/data file.

A HOW TO GUIDE ON THE CONDENSING/ARCHIVING PROCESS IN QUICKBOOKS

Many people find they need to do a condense on their QuickBooks file as it is simply too big for itself.

However, about two clicks into the process if they try it themselves, they get nervous and intimidated by the options that appear.

To help eliminate those concerns, I have created a new guide that walks you through this process - step-by-step.

Condensing QB Cover

HOW TO / WHEN TO / WHY TO CONDENSE YOUR QUICKBOOKS FILE

If you find that your QuickBooks file "needs a shrink", this guide is the solution for you. It provides you with these critical insights:

  • Learn why and when to condense a QuickBooks Company File.
  • Protect your file and prepare for the condensing process.
  • Get exact, simplified instructions for condensing the file with no headaches!
  • Before you “click” condense, learn what a “white screen” means and other important details.
  • Know how to crosscheck and verify the condense file.
  • Much more...

Learn more about "Why To...When To...How To...Condense Your Company File" now...

 

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Easily Import and Export Information Between QuickBooks and Excel With Transaction Pro Tools

Ever find that your business needs the ability to import or export information between QuickBooks and Excel?

Of course, QuickBooks natively offers the ability to export any report to Excel, and does offer the ability to import customers, vendors, and items via Excel too.

But if you need more features, functionality, or control over moving information in and out of QuickBooks, you'll want to take a closer look at the Transaction Pro tools from Baystate Consulting.

TRANSACTION PRO IMPORTER AND EXPORTER

Baystate has created both a Transaction Pro Importer tool to take data from Excel or CSV files and import it into QuickBooks. Their Transaction Pro Exporter program moves data the other way - from QuickBooks to Excel or CSV files.

What type of information are we referring to here?

This is just a short list of the information you can move between QuickBooks and Excel:

  • Customer lists, vendor lists, chart of accounts
  • Item lists (including inventory assemblies!), fixed asset lists
  • Groups and price level lists
  • Item receipts, purchase orders, bills, bill payments
  • Sales orders, sales receipts, estimates, invoices
  • Much, much more...

FREE TRIAL IS AVAILABLE

Care to try before you buy? Fully functional demos of both the Transaction Pro Importer and Exporter tools are available (there are limitations on the number of items you can import/export in the trials of course).

I have found the Baystate team to be exceptionally responsive and helpful to customer inquiries, and they have a very helpful support forum as well where folks can exchange ideas and get questions answered.

Hope you find these tools to be great additions to your tool kit...

 

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History of Items Purchased Report in QuickBooks

Many businesses that carry inventory need to run a purchase history of those items now and then for planning purposes.

If you are one of those businesses, QuickBooks delivers with the Purchases by Item Summary report.

Located by clicking Reports > Purchases > Purchases by Item Summary (there is a detail version too!), you'll unlock a report that looks like this sample (click the image for a larger view):

Purchase by Item Summary Report

Here you can easily pick the range of desired dates, and QuickBooks will then populate the report with the quantity of the item purchased and the total dollars spent on that item as well.

NOTE: This report works just as well for non-inventory parts too!


GETTING A MORE GRANULAR VIEW OF THE PURCHASE HISTORY

Here's a tip if you want to do a more detailed analysis of the purchase history of your items:

On the report above, look for the option at the top of the report that says "Show Columns" and change it to month. Here is how it would look once you do that:

Purchases by Item Summary by Month

In this view, you can see on a monthly basis exactly what is happening with the purchase history of each of your items!

Pair this with the ability to export this report to Excel, you have unlocked a simple yet powerful way to track the purchase history of your inventory and non-inventory items in QuickBooks!

RELATED TOPICS:

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What the heck are the flat and hierarchical list view options in QuickBooks?

Take a closer look at the following screen shots out of a sample QuickBooks item list (could just as easily be a view of the QuickBooks customer/job list):

View #1:

Item List - Indented

View #2:

Item List - Flat View

Feel like you are at the eye doctor?

See any difference? (hope so!!)

"HIERARCHICAL" (INDENTED) VIEW VS. FLAT VIEW

When looking at view #1 above, you are looking at what QuickBooks refers to as the "hierarchical" view of the item list (I like to call it the indented view). Whatever you may call this view, it is visually representing that there is an "item/sub-item" relationship going on here.

In this case, Bath/Vanity Fixture is the main item, so it sits at the top of the list. Below it, you see the subitems, such as item # 5029-03-55. These sub-items show up being indented on the list so you can visually see they belong to the parent item above it.

QuickBooks provides this view (and the corresponding item/sub item or customer/job if looking at customers) so you can easily group similar things together within the list - makes for easier viewing and easier filtering of the list data in many cases.

View #2 represents the "flat" view of the list information. There is no indenting going on - all of the item numbers are showing up "flat" up against the left hand side of the list.

CHANGING THE VIEW DOESN'T CHANGE THE UNDERLYING DATA

You can easily switch from hierarchical to flat view and back by simply right clicking on the list and choosing the view you prefer, as shown below:

Item List Display Options

Keep in mind that the view you choose does not affect the data itself. If you have items/subitems or customers/jobs set up, those relationships will stay just as they are.

AND IN CASE YOU SEE THIS...

If you go to do some searching within your customer/job list, you'll then see the list automatically switched over to the flat view of the information. I'm not sure exactly why that happens, but you can easily reset the view by right clicking inside the customer/job list and resetting it back to hierarchical/indented view.

MORE QUICKBOOKS TIPS FOR YOU

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QuickBooks Report Filter Enhancements

If you find yourself using the filter option while working with QuickBooks reports, you'll like this new feature (first appeared in QuickBooks 2015 products):

Check out this screen shot for more details:

Report Filter Updates

Note there is:

  • A new search box to quickly locate a filter
  • An alphabetic sort in the available filter options (finally!)

Sometimes, it's the little things that help, and this would be one of those...

ADDITIONAL RESOURCES

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How to Get QuickBooks Job Profitability Summary Report to Show the Cost of Inventory Adjustments

Do you track inventory adjustments to jobs or projects in QuickBooks?

If so, have you ever noticed that the cost of those adjustments does NOT show up on the job profitability summary report? (hopefully you noticed that is, or you are having a major "oh crap moment right now!!)

Strange, isn't it? You'd think that if you set up the transaction properly, the information would flow automatically to the report.

A TWEAK TO THE JOB PROFITABILITY REPORT SETTINGS

This support article from Intuit discusses the quick tweak that needs to be made for the inventory adjustment detail to appear on the report.

Once you do that, this vital inventory adjustment information will appear and your job profitability reports will be much more accurate!

ADDITIONAL RESOURCES AND INFORMATION

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Pending Sales Report for Pending Invoices in QuickBooks

If you choose to use "pending invoices" to track open/unshipped orders in QuickBooks, you'll want to know about the Pending Sales Report.

Located by clicking Reports > Sales > Pending Sales, you can quickly and easily see a list of all your pending invoices in one place, as shown in the sample screenshot below:

WHY NOT USE SALES ORDERS INSTEAD?

During a recent consulting call with a client, we were discussing their use of "pending invoices" to track open orders.

I asked them why they weren't using sales orders for this purpose. They indicated they didn't really know about the sales order functionality in QuickBooks (Premier and Enterprise versions), so didn't think to use them.

Once we reviewed the sales order process, they immediately saw many benefits to this approach over the use of pending invoices, including:

  • The ability to see open sales orders both by customer and by item
  • The ability to see inventory demand on sales orders appearing on the inventory stock status report
  • The ability to use the sales order fulfillment worksheet to visualize and prioritize shipments

If your business has a need to track open and unshipped/unfilled orders, I definitely recommend the sales order approach over the pending invoice approach.

Download my guide that discusses how to use sales orders in QuickBooks today.


ADDITIONAL RESOURCES

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Online Freight/LTL Management Software for Small Businesses

Does your business regularly make shipments by LTL?

Do you find yourself wasting time gathering quotes, typing bills of lading and trying to manage your carrier relationships?

If so, you'll want to take a closer look at Freightview.

ONLINE FREIGHT MANAGEMENT SOFTWARE FOR SMALL BUSINESS

Freightview software was created to solve the pain points small businesses experience when it comes to freight shipments.

It provides the ability to:

  • Dramatically cut shipping-related costs
  • Improve shipping efficiency and productivity
  • Gain visibility and insights to optimize freight shipping
  • Maintain control of carrier relationships

COMPARE LTL RATES FASTER

The Freightview product was designed specifically for small and medium businesses like yours, and allows you to:

  • Quote - collect and compare multiple carrier quotes on a single screen
  • Book - select the best option for you, using your carriers, your rates, and your schedule
  • Print - automatically print bills of lading and shipping labels complete with PRO numbers
  • Track - view shipment status from any device
  • Report - review historical cost analyses to optimize your decision-making

Even better - this is all done in one place. No need to hop around multiple web sites or software apps to make it happen.

FREE TRIAL IS AVAILABLE

Freightview provides you with the ability to take a 30 day test drive of the software with no credit card required for the trial.

Once the trial is complete, your cost is $99 per month per location. You can use their handy on-site calculator to get a feel for what your monthly savings will be.

See what Forbes and WhataSoftware are saying about Freightview.

CONNECTING TO OTHER SOFTWARE

At this time, Freightview has the ability to connect to:

  • Salesforce
  • WooCommerce online merchants
  • Other systems via their API

Here's hoping they build a connector to QuickBooks and add it to this list!

WHAT SOLUTION ARE YOU USING?

Is Freightview something your business is interested in? How do you deal with your LTL quoting and freight management today? Please drop your comments in the box below (or click the "view in browser" link in the top of your e-mail version of this blog post) and let us know your thoughts - thanks!

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