453 posts categorized "QuickBooks Software"

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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Grab a Screenshot and Help Troubleshoot QuickBooks Problems

Is QuickBooks misbehaving on you at times?

Want to grab a quick picture of your computer screen and capture an important message being displayed?

GRAB A SCREENSHOT TO HELP!

As a QuickBooks consultant, there are many times where it is invaluable for me to see what exactly is being displayed on a screen so I can help a client understand what is happening with QuickBooks (or to guide them to a resolution of a question).

There are several ways to grab a snapshot of what is appearing on your computer screen to help with the diagnosis of a problem or to get more information on an area of concern (not just with QuickBooks, but with any program for that matter!).

Options to consider:

  • Take a picture of the screen with your smartphone
  • Press the Print Screen key on your keyboard (don't panic if the printer doesn't kick in automatically - it won't!). From there, open Microsoft Word (or any other word processor) and click Edit > Paste to paste an image of the screen or just right click your mouse and Paste the image in.
  • Use the Windows Snipping Tool - found by clicking the Start button, then All Programs, then Accessories, then Snipping Tool. Once you do that, a screen like this will appear  - just follow the instructions from there:

    Windows Snipping Tool
  • My favorite solution - invest the $49.95 in a copy of SnagIt software from TechSmith. Hands down, this has been one of the best investments I have made for my business toolkit. I use it multiple times each and every day. The features and options that have been packed into this little gem of a program are simply amazing to me. They offer a free trial of the software of course, so you can "try before you buy".

DO YOU HAVE AN ALTERNATE IDEA?

If you are grabbing screenshots in a way different from those outlined above, feel free to share your insights on how you're doing it!

 

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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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QuickBooks Enterprise Accounting Software - Frequently Asked Questions

QBES Web Site Logo

If you are considering an upgrade from QuickBooks Pro or Premier into QuickBooks Enterprise, or are thinking about converting from another package like Great Plains, SBT, or Sage into QuickBooks, this list of commonly asked questions that I have fielded will help in your research.

Q: Is QuickBooks Enterprise cloud-based?
A:  NO! QuickBooks Enterprise is installed locally on desktops, laptops, and servers, or it can be hosted by third party hosting companies. The software is NOT cloud-based.

Q: Do I have any options other than the subscription pricing method of payment?
A: Unlike the past, the only way to obtain QuickBooks Enterprise now is via the subscription method. I have a full article on the frequently asked questions about QuickBooks Enterprise subscriptions to help you understand how this works.

Q: What are the subscription levels of QuickBooks Enterprise?
A: You will find a Silver, Gold, and Platinum level subscription. Learn more about them on my web site.

Q: Can I get a free trial of QuickBooks Enterprise?
A: Yes! Just follow the prompts to download your fully functional trial of QuickBooks Enterprise. You will want to use this trial with a COPY of any existing QuickBooks data, not any live/production versions. Once data is upgraded into Enterprise, it cannot be directly converted back into QuickBooks Pro or Premier without the help of a third-party company.

Q: Can QuickBooks Enterprise run on a VPN?
A: While the technical answer to this is yes, the practical, everyday answer is "no way". If remote access to QuickBooks Enterprise is needed, consider using Microsoft Remote Desktop Services (aka Terminal Services) or having it hosted.

Q: Is there a big learning curve between QuickBooks Enterprise and the Pro or Premier versions?
A:  Great news - the answer to this is no, there is no big learning curve among these versions. All of the core functionality is handled the same way, so there is NO retraining needed if you move to QuickBooks Enterprise.

Q: Can you explain the key feature differences between QuickBooks Pro, Premier and Enterprise?
A: I have created a free guide that gives you some detailed insights into the major differences in these versions of QuickBooks.

Q: If I want to move from QuickBooks Enterprise back to QuickBooks Pro or Premier, can I?
A: Not directly. There is no direct "downgrade" path to take you back into Pro or Premier from Enterprise. However, there are third party companies that can help with this transition. I work closely with the folks at QuickBooksUsers.com for their QuickBooks Enterprise downgrade service.

 

Q: If I am converting into QuickBooks Enterprise from other software, does all of my information move over?
A: "Information" usually consists of lists (i.e. customer, vendor, etc.) and transactions (invoices, checks, etc.). In my experience, only lists and opening balances are entered into QuickBooks when transitioning from other software. Trying to import transactions can end up being exceptionally time-consuming (and expensive!). You can learn more about converting from other software into QuickBooks Enterprise via my handy guide.

Q: Is it hard to upgrade from QuickBooks Pro or Premier into Enterprise?
A: NO - the process is very easy. Learn more about the upgrade process in my QuickBooks Upgrade - Frequently Asked Questions guide.

Q: What if my business needs more functionality than QuickBooks Enterprise offers?
A: There is an entire ecosystem that has built up around QuickBooks software. Within this ecosystem, there are hundreds of "add-ons" or "bolt-ons" (pick whatever name works best for you) that extend the functionality of QuickBooks. They allow you to keep QuickBooks as the hub of your financial activity, yet add needed features and functionality in other areas such as inventory, manufacturing, scheduling, and much more. You can see examples of the variety of QuickBooks add-ons available on my web site.

Q: How does the licensing for QuickBooks work?
A: This article will help you better understand this potentially confusing topic.

Q: Is there a money-back guarantee with the purchase of Enterprise?
A: YES! You can receive a full refund of your purchase for any reason within 60 days of your purchase date. As mentioned above, be aware that you cannot directly downgrade back into QuickBooks Pro or Premier if you opt to get a refund on Enterprise.

Q: Can I purchase QuickBooks Enterprise through you?
A: YES! As a leading reseller, I can offer you great discounts on QuickBooks Enterprise. PLUS, I am able to offer you extra bonuses (that I am not permitted to list here). No worries - you're getting the same software, the same support directly through Intuit and the same package as you see advertised elsewhere. Buying through me allows you to support a fellow small business and reap an excellent discount at the same time.


HAVE A QUESTION ABOUT QUICKBOOKS ENTERPRISE NOT ANSWERED ABOVE?

I'd love to hear from you - just drop your question in the box below or drop it into my contact page.

 

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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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QuickBooks Performance Issues - A Resource for You

Does it take a long time to open your QuickBooks company file?

Does QuickBooks slow down as more people log in?

Are you experiencing other performance issues with QuickBooks?

If so, you'll want to take a look at this very helpful page from the QuickBooks support site that discusses ideas and steps to take to address performance problems in QuickBooks.

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TSheets Adds Employee Scheduling Features

One of the most loved employee time tracking apps for QuickBooks (rated 5 stars!) has recently added some new functionality for tracking employee schedules too.

TSheets Logo New

TSheets now offers you the ability to:

  • Eliminate dry-erase boards and funky Excel sheets
  • Schedule employees by shift
  • Schedule staff by job or task - just drag and drop on the schedule
  • Push notifications to employees by text or e-mail

Naturally, TSheets offers an impressive array of methods to capture your employees time, including:

  • Desktop or laptop computers connected to the internet (you can even work offline and upload when online)
  • Smartphones or tablets (Apple or Android)
  • Text message
  • Even call-in capabilities to record time

And did I mention that they offer GPS time-stamping too?

A 14 day, no risk free trial of TSheets is yours for the asking, so if you need an easy way to track employee time or create employee schedules, visit with them today for a closer look. If you like what you see, use code BLASACCTG and get 10% off the TSheets service.

ARE YOU CURRENTLY USING TSHEETS?

If so, your comments and feedback on how it is working out for you are welcome!

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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!

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QuickBooks Inventory: Advanced topics and tricks webinar

Does your business use QuickBooks to track inventory?

Want to learn more about some of the advanced features of various QuickBooks versions beyond just setting up inventory parts?

If so, my upcoming webinar is for you.

Here is just a sampling of the topics to be covered:

  • How assemblies work in QuickBooks and how they are different from groups (Premier and Enterprise)
  • How to duplicate parts (Pro, Premier and Enterprise)
  • A review of the unit of measure functionality (Pro, Premier and Enterprise)
  • How the multi-location tracking works (Enterprise with Advanced Inventory)
  • How lot/bin/serial tracking works (Enterprise with Advanced Inventory)
  • Much, much more...

Get more details (and an early bird discount if you want to register!) on this webinar today!

 

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QuickBooks Enterprise Subscription Program - Frequently Asked Questions

Yes, it is true...

The only way you can now purchase QuickBooks Enterprise software is via the subscription pricing model. You can read more about this change to QuickBooks Enterprise subscription pricing in my previous blog post.

As a result of this change, a number of common questions have surfaced, so I wanted to take this opportunity to get them answered for you.

Q: How do I get QuickBooks Enterprise if I don't want to be part of the subscription program?

A: The only way to get Enterprise is via the subscription program. There are no other options available to you - if you do see QuickBooks available (especially older versions) out there on the web, exercise EXTREME caution. They are likely pirated/bogus copies of the software.

Q: Are there discounts or promotions available on the QuickBooks Enterprise subscription program?

A: I offer QuickBooks Enterprise at a 20% discount price for EVERY year of the subscription program - this discount program is offered every day. Beyond that, there are other promotions that may run at other times of the year. One of the common promotions that has run in the past is 40% off the subscription price of QuickBooks Enterprise - however, that promotion was ONLY for the FIRST year of the subscription period.


Q: Is it true there are three different levels of subscription available for QuickBooks Enterprise?

A: Yes, that is true. Currently, there are the Silver, Gold, and Platinum subscription levels of QuickBooks Enterprise. The Silver level is the "traditional" version of QuickBooks Enterprise. The Gold level includes all Silver features plus a subscription to the QuickBooks Enhanced payroll service. The Platinum level includes all Gold features plus a subscription to the QuickBooks Advanced Inventory module.


Q: Is QuickBooks Enterprise now "in the cloud" since it is subscription based?

A: This is one of the biggest areas of confusion - the answer is NO, it is not "in the cloud". While the pricing for QuickBooks Enterprise has changed, the software itself is still installed locally on desktops, laptops and servers, just like it always has been.

If your business doesn't want to be in the "IT business", you can always have QuickBooks Enterprise set up with a hosting company. This will provide you with anytime, anywhere access to your QuickBooks Enterprise. Generally for budgeting purposes, you would expect to pay about $50 per user per month for this hosting. Some services cost more, some less, but this figure is a good starting point. Keep in mind that you're NOT paying for your own IT in the case of hosting. The hosting company is providing it for you.


Q: How long is the subscription period for QuickBooks Enterprise?

A: When you sign up, the subscription period is for one year. You can choose to make one annual payment to cover it, or break things down into monthly payments (but you are still on the hook for a full 12 months). Currently, there is no discount or price break if you pay annually, so I tell my clients to keep their money in the bank and opt for the monthly payment plan. As mentioned above, my discount plan for Enterprise entitles you to 20% off the subscription price EVERY year of your subscription.


Q: What happens if I cancel my QuickBooks Enterprise subscription?

A: A couple of things happen if your QuickBooks Enterprise subscription is cancelled:

  • You would still owe the balance on your account if you cancelled before the end of the annual period (see the note above)
  • You would not be able to access your critical accounting and other information, as the software stops working after a 14 day period. And that would be a huge problem!
    • VERY IMPORTANT NOTE: No matter what, your QuickBooks company data file is always yours, even if you opt to have your QuickBooks Enterprise hosted. The problem crops up if you don't have the software to access your QuickBooks company data file. No software, no access to it. So, while you still own it, the value of it becomes questionable at that point.


Q: Can I downgrade from QuickBooks Enterprise to QuickBooks Premier or QuickBooks Pro to get away from the subscription pricing?

A: Not directly. There are no "magic buttons" inside the software that will allow this to happen. However, there are third party companies that offer this downgrade as a paid service. One such example is QuickBooksUsers.com QuickBooks Enterprise downgrade service.

Naturally, you'll want to ensure that taking this step makes sense for your business. You may be sacrificing speed, functionality, user security, and/or concurrent user access by downgrading out of QuickBooks Enterprise. Learn more about the key differences in QuickBooks Enterprise, Premier and Pro versions in my handy reference guide.


Q: Are there alternatives to QuickBooks Enterprise?

A: I put together a separate article that discusses the alternatives to QuickBooks Enterprise in more detail. As you'll see in that article, most of the alternatives are going to cost you significantly more than Enterprise and they usually add layers of complexity to your business that you may or may not need or want. But the choice is yours as to which software you choose to power your business.


Q: I am currently happy on an older version of QuickBooks Enterprise - should I continue to renew my Full Service Plan (FSP) again to avoid the subscription plan?

A: Here are some additional insights into the conversation surrounding the "should I renew" or "should I not renew" my QuickBooks support plan. It is essential to understand that if you do not renew your support plan, when you do go to upgrade your QuickBooks Enterprise at a future date, you will become part of the subscription program at that time.


Q: Does my QuickBooks Enterprise subscription include access to QuickBooks support?

A: Yes, it does. You have full access to the QuickBooks support desk as part of your subscription.


Whew....

I know I didn't get all the questions here, but the ones above I'm asked regularly. Hope you find it helpful!


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