56 posts categorized "Settings and Preferences in QuickBooks"

QuickBooks Inventory Webinars on: Advanced Inventory and Assemblies/Bills of Material/WIP

Please join me for the following webinars to help you get a better handle on tracking
inventory in QuickBooks:

 

 

Please note that each of these webinars have special early-bird discounts that will
enable you to save on the registration.

Hope to see you there!

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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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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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QuickBooks Enterprise 2016 - Discounts, Details and Resources

Discounts, details and other important information about QuickBooks Enterprise 2016 are right here  - dig in!

Get the best discounts and unbiased advice directly from me - as a top Enterprise reseller, I've been knee-deep in everything related to QuickBooks Enterprise for over 11+ years.

QUICKBOOKS ENTERPRISE 2016: RESOURCES YOU NEED

PLACE YOUR QUICKBOOKS ENTERPRISE ORDERS WITH ME…

As a fellow small business owner, I welcome the opportunity to take care of your purchase of QuickBooks Enterprise 2016.

You get the same package Intuit offers, PLUS I offer some special bonuses like free training videos and more!

QBES 2016 Blog Click Here Button


 

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Adding Subtotals to Invoices, Sales Orders, Quotes, and Purchase Orders in QuickBooks

The Enterprise version of QuickBooks (starting with the 2015 version) brings a very helpful new feature to you...

You now have the ability to add subtotals to the following columns on invoices, sales orders, quotes and purchase orders in QuickBooks:

  • Amount
  • Quantity
  • Price
  • Cost

As a special bonus, you can add a subtotal to custom fields that you have created your items as well.

HERE'S HOW TO ADD SUBTOTALS...

Head over to your items list (Lists > Item List), click the Item button at the bottom, then click New.

From the dropdown list that appears, choose Subtotal.

Give this subtotal a name and choose what you would like to subtotal from the list that appears. Here is an example screenshot:

Subtotal Item

NEED EVEN MORE CALCULATIONS?

For many businesses, this new feature will save a bundle of time and help avoid tedious manual calculations.

In the event your business needs even more calculations to be done within various QuickBooks transactions, you will want to check into the FormCalc add-on for QuickBooks.

RELATED INFORMATION:

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Alternatives to QuickBooks Billing Solutions

This article will help prepare you for a potential disruption in your use of QuickBooks.

This disruption relates to the upcoming discontinuation of the QuickBooks Billing Solutions service as of July 1, 2015.

As I understand if from Intuit, all current users of the QuickBooks Billing Solutions service should have received a message similar to the one below...

DISCONTINUATION OF QUICKBOOKS BILLING SOLUTIONS MESSAGE:

This is a reminder that we have updated our QuickBooks invoicing capabilities and will soon discontinue QuickBooks Billing Solutions. We now offer eInvoicing capability for billing customers and receiving payments in QuickBooks 2015. If you are already using eInvoicing or another solution, please disregard this message.

What is changing?

The ability to send invoices through your e-mail client, send invoices by postal mail, and request online payment with QuickBooks Billing Solutions will be discontinued on July 1, 2015. Your customers may continue to pay invoices, access historical invoices and payments and you may download their invoice payments until August 31, 2015.

We have introduced new eInvoicing capability for you to bill your customers. You will no longer be charged an additional fee for the service and you can use your existing QuickBooks Payments account with your current rates to process the payments. We now offer the option of accepting ACH payments at just 50 cents per transaction. Your customers will still be able to pay you online and enjoy an updated payment experience. Learn more about eInvoicing.

What you need to do

Our records show that you have already upgraded to QuickBooks 2015 which includes eInvoicing capability. We recommend that you begin using eInvoicing as soon as possible to avoid disruption to your business.

If you choose not to use eInvoicing, you can still bill your customers by e-mailing or printing and mailing invoices to your customers. Customers can pay by sending payments through the mail or by calling your business and providing a credit card number. You will then manually enter payments into QuickBooks.

What if I have questions?

We've answered many questions in our online support center; or, you may call us at 800-268-9065.
Ending support for features is not a decision we take lightly and we apologize for the inconvenience. 

WHAT IT MEANS...

One of the key features of the QuickBooks Billing Solutions service was the ability to e-mail a customer their invoice with a payment link embedded in it. The customer could then choose to pay the invoice online by clicking the link. following the prompts and then having all that information electronically sync into your QuickBooks. All of that goes away based on their announcement.

WHAT ARE THE OPTIONS NOW?

  • If you use QuickBooks desktop 2014 or older, you will need to find an alternate solution for allowing your customers to pay you electronically (see discussion below) or upgrade to QuickBooks 2015 and then sign up for the QuickBooks e-invoicing solution. This solution is not available for any version of QuickBooks other than 2015.

  • If you use QuickBooks desktop 2015, you can sign up for the e-invoicing solution within the software or consider alternative solutions.

IMPORTANT NOTE: As of the date of this article, even if you use the QuickBooks e-invoicing solution, you can't automatically download that information into QuickBooks. There have been numerous reported cases of this not functionality not working properly.

ALTERNATIVES TO QUICKBOOKS E-INVOICING/BILLING SOLUTIONS

If you choose to go another route, here are two very solid options for you to consider to allow customers to pay you electronically and have the information automatically download into QuickBooks.

Options to consider:

DO YOU USE A DIFFERENT SOLUTION?

Are you using an electronic payment solution for QuickBooks not mentioned above?

Please drop your thoughts into the comment box below and let us know about it!

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Easily Collapse Specific Sections of Reports in QuickBooks

There is a feature inside QuickBooks reports that many businesses are not familiar with, even though they see evidence of it each and every time they run a report.

While I am unsure of the technical term Intuit has assigned to this feature, I'll refer to it as the "collapse" arrow. By clicking this arrow on or off, you have the ability to control just how much detail shows up in your reports.

For this example, we'll use the Profit and Loss Standard (Reports > Company and Financial > Profit and Loss Standard) and focus on the Cost of Goods Sold section to show you exactly what I am referring to.

This first screen shot shows the report as it looks when it is first created - the expanded view showing all the accounts and balances:

Now, I will click the arrowhead - here is what this section of the report now looks like:

See how the "Job Expenses" section of the report has been collapsed down to one number?

This is a great way to get your reports to look just like you want them to!

Just in case you are not seeing the arrowhead above, it means you are using a version of QuickBooks prior to 2013. The feature first became available in QuickBooks 2013.

Pretty handy, eh?

ADDITIONAL RESOURCES...

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Keeping Two QuickBooks Company Files Open at the Same Time

QuickBooks Enterprise has a very helpful feature that allows you to have two QuickBooks company files open at the same time.

Located within the File menu, you will see the option that says "Open Second Company" as shown in the screenshot below:

This literally allows you to easily jump back and forth between two company files without having to close one and open the other.

Please be aware that there are some limitations within the software of having two files open at the same time. You can review the complete list of these restrictions at the QuickBooks help site.

LEARN MORE ABOUT QUICKBOOKS ENTERPRISE...

I have some additional resources to help you better understand the additional functionality offered in QuickBooks Enterprise:

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