Scott Gregory, QuickBooks Expert

Are QuickBooks Pro and QuickBooks Premier Files Compatible?

As a quick recap, here are the three different versions ("flavors" as I like to call them) of the QuickBooks desktop product line:

• QuickBooks Pro
• QuickBooks Premier (i.e. Contractors' edition, Manufacturing and Wholesale edition, etc.)
• QuickBooks Enterprise

BONUS - Download my free guide that lets you see the key differences between these versions of QuickBooks at a glance.

DATA COMPATIBILITY BETWEEN THESE VERSIONS

Keep this list handy - it will simplify things immensely as you evaluate your options:

• QuickBooks PRO data - can easily migrate to either PREMIER or ENTERPRISE
• QuickBooks PREMIER data - can easily migrate to PRO or ENTERPRISE
• QuickBooks ENTERPRISE data - can NOT migrate to QuickBooks PRO or QuickBooks PREMIER. You will need a third party to convert your QuickBooks Enterprise file to Pro or Premier.

EXAMPLE OF HOW THIS WORKS:

Your business currently uses Pro, but find your QuickBooks data file is getting too big and you want to move to Enterprise.

Once you purchase Enterprise, there is a built-in utility that automatically converts your existing QuickBooks Pro data to the Enterprise format. All of this happens the very first time you go to use Enterprise. In most cases, unless there is some type of trouble with the data file, this transition is very easy and causes no disruption to your business.

So, as you can see, moving between QuickBooks Pro and QuickBooks Premier is indeed possible to do.

In most cases, once a business has moved into the Enterprise version, there is no need for them to ever move back into the Pro or Premier versions.

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Could it be - more than 2 contacts in QuickBooks?

I recently noticed a new button within the Customer Center in the 2012 editions of QuickBooks . This button had actually been staring back at me for over two months, as I didn't expect it to be there.

It says - "More Contacts"

Could it be the ability to add more than two contact names to a customer in QuickBooks?

The answer is yes - almost. 

THE NEW "MORE CONTACTS" BUTTON IN QUICKBOOKS 2012

From what I can see, this option exists in Pro, Premier and Enterprise 2012.

Once you click the button, a screen like the one below appears (click image for larger view):

You can store up to five fields of information for this contact. For the first time, I am seeing the ability to store Facebook, Twitter, Skype and other details about each contact you enter. But again, you are limited to just the five fields - you choose what information to store in each field as you can see by the drop down box in the screen shot above.

AND NOW THE BAD NEWS

Ok, so I clicked "Save and Close" to enter the contact above and the information is retained.

I go back and click the More Contacts button to try and add more - can't do it.

Huh?

There is no button to "Add New" - my only option is to delete the contacts I entered the very first time I was on this screen.

Am I missing something? Were you able to go back and add more contacts later?

I am hopeful that this is just a programming bug that will be fixed in an upcoming update to QuickBooks 2012.

A STEP IN THE RIGHT DIRECTION

Having the ability to store more details and more contacts within QuickBooks has been a desired enhancement for a long time. The More Contacts box seems to be the first step in making this happen. Let's see how Intuit works with it in the coming weeks.

Please post a comment below about your experience with this new feature in QuickBooks 2012.

RELATED POSTS:

• My free guide that compares QuickBooks Pro, Premier and Enterprise
• See what's new in QuickBooks 2012
• QuickBooks Enterprise 2012 - Pricing and Product Details

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I just got a new computer - how do I transfer my QuickBooks information?

So you just got a new PC (or will be getting one soon). Congratulations!

And now the question arises - "How do I transfer my QuickBooks to the new computer?"

Good news - the process is not hard at all. Here's how...

HOW TO SET UP QUICKBOOKS ON YOUR NEW COMPUTER

Remember, there are two pieces that work together to form your QuickBooks setup:

1. The QuickBooks software application (program)
2. Your QuickBooks data file

STEP 1

Take your QuickBooks CD (or the installation file if you chose the download option when you purchased QuickBooks) and install it on the new computer. Follow the prompts found in the installation wizard, and complete the process.

Be sure to pay careful attention to the prompt that talks about downloading product updates - you'll want to do that also as part of the installation of the QuickBooks program on your new computer.

ALERT: If you are trying to use an older version of QuickBooks software on your new computer, it may NOT work. Keep in mind that only QuickBooks 2010 and newer versions will run and are supported on Windows 7. Don't even bother trying to get an older version to work - you will want to purchase an upgrade to your QuickBooks software first.

STEP 2

Now that the QuickBooks program has been installed and updated, go back to your old computer.

Open QuickBooks on it.

Click File (in the menu bar) > Open Previous Company. This will tell you exactly where you QuickBooks data file is located. Make note of the EXACT name of the file as it is listed.

Navigate to that location and copy the file to a flash drive. Take the flash drive and plug it in to your new computer. Make a new folder on your computer called QuickBooks Data (or other name of your choosing) and copy the file from your flash drive to this new folder.

Finally, open QuickBooks. Click File > Open or Restore Company and locate the new file you created above and you're back in business.

SUGGESTION: If the description above is too technical for you, grab the closest teenager you can find. They'll have it done in a minute or less.

Once you are done with both steps above, you are ready to dig in and use QuickBooks on your new computer! From that point on, don't put any QuickBooks information in your old computer, since the new one will not know anything about it.

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• 5 QuickBooks myths - the real story
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Some Hilarious QuickBooks Comments from the Twitterverse

We're taking a break from our normally scheduled QuickBooks tips and insights this time and adding some humor to your day.

I just have to share some priceless comments that I've seen passing through the world of Twitter over the last couple of months. I set up to monitor the #QuickBooks tag in Twitter and these gems passed over the wire. Believe me, there are plenty of additional tweets that can't even be published!

PICK YOUR FAVORITE QUICKBOOKS TWEET

• "Tonights headache is sponsored once again by Quickbooks but there's light at the end of the tunnel... beer"
• "I'm going to open a category in Quickbooks called "Ignorance" and label it a revenue stream."
• "Note to self: Let's not have another dream about QuickBooks tonight, ok?"
• "Quickbooks is making me pull out my hair. Soon = bald."
• "I am not an accountant, I only play one on TV."
• "The intern we paid did everything wrong in quickbooks #awesome I'm now going to re-enter every single transaction since 1/09" (Editors' note: ouch - this hurts bad!)

I am positive I'll be adding to this list again...

GOT ONE TO ADD? PLEASE SHARE IT!

Post your favorite tweet about the pain you or your clients' are having with QuickBooks in the comments box below. I look forward to them!

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Tip: How toTweak Your Accounts Receivable Report in QuickBooks

Here is a great trick to help make your QuickBooks Accounts Receivable Summary report easier to read.

When the report is first opened (via Reports > Customers and Receivables > A/R Aging Summary), it is visually hard to read - the information is all spaced out within it, as shown in the sample screen shot below (click the image for a larger view):

ONE CLICK MAKES THIS REPORT EASIER TO READ

Simply look for the "Collapse" button at the top of this report. Go ahead and click it - I think you'll like how the same report looks now:

To put the report back to the original (expanded) view, just click on the "Expand" button on the top of the report!

WHAT IS YOUR FAVORITE QUICKBOOKS REPORT CUSTOMIZATION TIP?

Do you have a favorite customization tip to share with our QuickBooks community? Please post it directly in the comments box below.

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Don't Let Your IT Services Provider Do This to You

I was recently helping a client upgrade the QuickBooks software on their network and wanted to share an important observation from that installation with you.

As part of the tasks to be done, QuickBooks had to be installed on their server, which is perfectly normal. In order to start the installation, we needed the password to the Windows administrator account on the server. That is also normal.

I looked to the client for the password - they had no idea what it was, "because their IT provider took care of it". Uh oh...

So they called their IT provider and left a message to get the password. And we waited. And waited. And waited. Two days elapsed before they responded with the needed information. This is definitely NOT normal.

IT'S YOUR NETWORK - GET THE DOCUMENTATION

Situations like this are really infuriating to me and they don't need to happen.

When your business contracts with an IT services provider to set up new hardware or software, they owe it to you to provide a full set of documentation, including all passwords and settings that were put in place as part of the installation. The local IT guys I work with are great at getting this important task accomplished every time they are on site.

Said another way - it's your equipment they are working on and you have a right to know how to access it and how it was set up. Granted, you may never have a need to use any of these details except for the passwords. Then again, you might. More likely, the new IT provider you eventually hire to replace the ones who are not responsive to you would sure benefit from it.

PUT IN THE REQUEST TODAY

Take a moment right now and consider your computer setup. Do you know the critical passwords for the various software and hardware in place?

If you do, that's great.

If you don't, take time to request that information now and make sure your IT provider gets it to you.

You'll be glad you did!

OTHER ARTICLES OF INTEREST

• Put on your hardhat and rebuild your QuickBooks data file
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How Do I Know Where My QuickBooks Data File is Stored?

It is always a good idea to know where your QuickBooks data file(s) are stored. One main reason this is essential is to ensure that the file is being backed up every day (and it should be!). In addition, in the event any troubleshooting of your QuickBooks has to take place, knowing the location can save a lot of time.

If you ask your IT person where your data files are located, you may get some type of cryptic answer that provides more confusion than resolution.

Take control and see for yourself where your QuickBooks data is stored. Simply click File (in the menu bar) and then click Open Previous Company. The information you see here will tell you exactly where the data is stored.

If you see the letters C, D, or E at the beginning of the listing, this likely means that the data is stored on the hard drive of your computer. If you see letters like P, Q or higher, that likely means that the data is stored on another computer (likely a server or other desktop) and you have connected to that computer through your internal network.

BONUS TIP

When working with QuickBooks for Windows, your data files will end with the letters .QBW. This is shorthand for "QuickBooks for Windows". This is the main data file that contains all the financial transactions of your business since you began using QuickBooks.

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Can't Start QuickBooks - It is Already Running. Huh?

Have you ever encountered this problem in QuickBooks?

You think QuickBooks is shut down. Yet, your computer thinks otherwise the next time you try to start QuickBooks and it boldly tells you "QuickBooks can't start because it is already running". Huh?

What's going on here?

THE FIX FOR THIS IS EASY

Starting with the 2011 version of QuickBooks, a special feature (Instant Start) was built in to allow QuickBooks to start up faster. However, this feature sometimes causes QuickBooks not to shut down properly and then give you the message that it is already running.

You'll find an excellent recap of this problem and the steps needed to fix the "QuickBooks is already running" dilemma from the QuickBooks support site.

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QuickBooks 2012: New Lead Center

QuickBooks 2012 (Pro, Premier and Enterprise editions) bring with them a new feature called the Lead Center.

Designed to provide a "mini-CRM" (customer relationship management) type of application, the Lead Center provides businesses a way to keep track of leads and prospects that have not yet converted to being customers just yet.

A CLOSER LOOK AT THE LEAD CENTER IN QUICKBOOKS 2012

The screen shot below will help you get a feel for how this new feature works (click the image for a larger view of it):

Down the left hand side of the screen, you have the ability to add new leads manually or via an import from an Excel-like interface.

For each lead or prospect you enter, they can be classified as hot, warm or cold for easy segmentation and tracking. In addition, you can track multiple contacts and multiple locations for any lead you enter. You can also track up to five contact methods for each contact listed.

BONUS ACTIVITIES IN THE LEAD CENTER:

For any entry in the Lead Center, you can also generate a "To Do" item within QuickBooks. Whether that is calling, faxing, e-mailing or setting an appointment, you can easily set up the activity with just a couple of mouse clicks.

In addition, if a lead or prospect does convert to a customer, it can be done with one click.

Finally, you can keep a separate set of notes for each lead that is entered. If the lead later converts to a customer, those notes will follow along - no retyping needed.

QUICK HEADS-UP

A couple of things that you need to be aware of with the Lead Center:

• From what I have been able to see, you are not able to delete a lead once it is entered. I'm guessing we will see that capability plugged in at some point in time. At least I would hope so.
• It is unclear to me if entries in the lead center count against the total customer number limit within QuickBooks. It doesn't look like they do count, but I have more testing to do.

NEED MORE CRM TYPE OF FUNCTIONALITY IN QUICKBOOKS?

The new Lead Center in QuickBooks 2012 will be a great addition for many businesses and be all they need when it comes to tracking leads and prospects.

Some may need more functionality in this area though. A couple of options to consider for advanced CRM capabilities that integrate with QuickBooks would be Results CRM and Salesforce for QuickBooks.

WHAT DO YOU THINK?

Your comments about the new Lead Center in QuickBooks 2012 are welcome. Please add them to the comment box below!

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QuickBooks Time Tracker and Time and Billing Being Discontinued

ALERT!

If you currently use either:

• QuickBooks Time Tracker or
• QuickBooks Time and Billing

Both of these applications are being discontinued as of December 1, 2011, so the race is on for your business to find a replacement!

ALTERNATIVES TO QUICKBOOKS TIME TRACKER AND QUICKBOOKS TIME AND BILLING

If you read the Intuit announcement about these applications being discontinued, you may be led to believe that you MUST choose the eBillity option as your replacement.

That is NOT true - you are able to select from any of the time and billing solutions that integrate with QuickBooks.

MY FAVORITE ALTERNATIVE TO QUICKBOOKS TIME TRACKER/TIME AND BILLING

I have recently gotten to know the sales and management team of ClickTime and have been highly impressed with their solution to the time tracking and expense reporting needs of small businesses.

The ClickTime solution integrates seamlessly with your QuickBooks data file, so there is no double data entry involved. Their software is not installed on your local computers or network. Rather, it is accessed via a secure site on the internet. This means you don't have to wear an IT hat to install it or maintain it. They take care of all that for you.

I'll be writing more about ClickTime in future posts to help you develop a better understanding of how it works. But I know that you are pressed for time right now to find a quality alternative to the QuickBooks Time Tracker and Time and Billing applications and wanted to get this information to you.

A 30 day free trial of ClickTime is readily available for you to take a test drive.

OTHER OPTIONS

The Intuit Marketplace also provides a list of other alternatives to the QuickBooks Time Tracker and Time and Billing Products. As with any other software purchase, due diligence is essential to ensure that the solution fits your needs and expectations.

CURRENTLY USE CLICKTIME?

Feel free to post a comment below to let our community know of your experience with the ClickTime Time and Billing Solution that integrates with QuickBooks.

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