70 posts categorized "Troubleshooting QuickBooks"

Critical Alert! Big Changes Ahead for QuickBooks Enterprise Full Service Plan (FSP) Customers

IT IS CRITICAL THAT YOU READ THIS IF: Your business is using QuickBooks Desktop Enterprise software AND you are still on the older Full Service Plan (called the FSP for short). If this is you, it is essential that you carefully review the information below.

THIS ARTICLE DOES NOT APPLY TO YOU IF: You are are using QuickBooks Desktop Enterprise  software AND are currently on any of the subscription plans - called the Silver, Gold or Platinum subscriptions. The information below does NOT apply to you in any way if you have any of those subscription types. Naturally, this does not apply to you if you are using QuickBooks Pro, Premier or Online editions.

 
IT IS ESSENTIAL THAT YOU KNOW...

Starting September 18, 2017 and continuing through September 2018, businesses that choose to renew their FSP at their designated renewal time will actually be leaving the FSP program behind and automatically being moved into a NEW program Intuit is rolling out called the "QuickBooks Desktop Enterprise Subscription Program".

No big deal, right?

Wrong!

If you just let the renewal happen automatically as many businesses do, you will then have committed yourself to subscribing to QuickBooks Desktop Enterprise software for EACH and EVERY YEAR thereafter.

If you choose not renew your subscription a year from now, your QuickBooks Desktop Enterprise software will NO LONGER RUN.

That's correct - if you choose not to renew one year from now, you will not be able to access your QuickBooks software - it will stop running.

This is VERY different from what happened in the past if you chose not to let your FSP renew. The software would still run in those situations. That is all changing.


Here is a sample copy of the e-mail you will receive 30 days ahead of your FSP renewal relating to this situation. Note the discussion about this new requirement to renew your subscription in the future in the highlighted area:

QBES FSP 2018 Renewal Letter

OPTIONS AVAILABLE TO YOU:

Hopefully the point made above has grabbed your attention!

A year from now, if you choose not to renew your subscription, your QuickBooks Desktop Enterprise software will not run and you will be unable to access your company financial information.

So just what are your options at this point?

OPTION 1: CHOOSE NOT TO RENEW YOUR CURRENT FULL SERVICE PLAN (FSP) AND JUST LET IT LAPSE

If you choose this option:

  • Your QuickBooks (QB) Desktop Enterprise software will continue to work for as long as you want to use it - this is incredibly important to understand compared to the options below
  • You will not have access to any QB support  services - i.e. can't call Intuit for help, etc.
  • You will not get any product updates (i.e. bug fixes or patches) unless they are deemed a "security patch" by Intuit - you will still get those
  • You will not get any product upgrades (i.e. you will not be eligible to receive new versions of QB in the future)
  • Your version of QB Desktop Enterprise will still be supported under the Intuit 3 year sunset rule - said another way, if you are on QB Desktop Enterprise 2015, your support will end 5/31/2018. If you are on QB Desktop Enterprise 2016, your support will end 5/31/2019. If you are on QB Desktop Enterprise 2017, your support will end 5/31/2020. If you are on versions older than these, you are already using an unsupported version of QB Desktop Enterprise.
  • You will have no other choice but to subscribe to QB Enterprise in the future if you do want to move into a new version (i.e. you want to upgrade to QB Desktop Enterprise 2019 when it is released). It is no longer possible to "buy QB Desktop Enterprise once and use it for many years"

OPTION 2: CHOOSE TO RENEW YOUR CURRENT FSP, AND FULLY UNDERSTAND THAT YOU ARE THEN AUTOMATICALLY MOVING INTO THE "QB ENTERPRISE SUBSCRIPTION PLAN" AND THE IMPLICATIONS OF THAT

 If you choose this option:

  • You will have access to US based customer care/support
  • You will get 12 months of QB Desktop Enterprise upgrades
  • You will get access to online data backup and data protection services
  • You will get access to Advanced Reporting, Advanced Inventory and Advanced Pricing modules as you always have
  • As a new benefit, you will get expedited US based care support
  • As a new benefit, you will get free QuickBooks training - access to online, self-paced training classes for you and your staff
  • As a new benefit, you will get a dedicated Customer Success Manager (CSM) - free access to a dedicated CSM, a single QB point of contact reachable via direct phone or e-mail to address your specific product needs and questions

 If you choose this option:

  • It is essential that you understand what happens a year from now - if you choose NOT to renew your subscription a year from now, your QB Desktop Enterprise software will STOP working and you will NOT have access to your company financial data. If you do renew, it's business as usual of course

 If you choose this option:

  • It is critical to understand that you will be charged a premium of anywhere from 18% - 44% over the discounted pricing that is available to you under the Silver, Gold, or Platinum subscription levels


Here is the pricing table so you can see for yourself how these are priced. The first column is what you would pay if you simply renew your existing FSP into the new QB Enterprise Desktop Subscription Plan. The columns that discuss the Silver, Gold and Platinum subscription levels reflect the 20% lifetime discount (that's correct - for each year of your subscription) I can offer you:

QBES FSP Pricing Table

OPTION 3: CHOOSE TO MOVE INTO ONE OF THE QB DESKTOP ENTERPRISE SUBSCRIPTION PLANS - SILVER, GOLD OR PLATINUM

If you choose this option, all three subscription levels have the following:

  • You will have access to US based customer care/support
  • You will get 12 months of QB Desktop Enterprise upgrades
  • You will get access to online data backup and data protection services
  • As a new benefit, you will get expedited US based care support
  • As a new benefit, you will get free QuickBooks training - access to online, self-paced training classes for you and your staff
  • As a new benefit, you will get a dedicated Customer Success Manager (CSM) - free access to a dedicated CSM, a single QB point of contact reachable via direct phone or e-mail to address your specific product needs and questions

In addition:

  • If you choose the Silver subscription, you get Advanced Reporting
  • If you choose the Gold subscription, you get Advanced Reporting and Enhanced Payroll
  • If you choose the Platinum subscription, you get Advanced Reporting, Enhanced Payroll, Advanced Pricing and Advanced Inventory

 If you choose this option:

  • It is essential that you understand what happens a year from now - if you choose NOT to renew your subscription a year from now, your QB Desktop Enterprise software will STOP working and you will NOT have access to your company financial data. If you do renew, it's business as usual of course

 If you choose this option:

 

PLEASE DON'T SHOOT THE MESSENGER!

As a QuickBooks reseller and consultant, my goal with this detailed posting is to educate you about all the changes going on as a result of this announcement by Intuit. This will help you make an informed and educated decision about what is best for the needs of your business.

I am hoping to help you avoid a major "oh crap" moment a year from now. By that I mean you then come to realize you've been moved into the new "QB Desktop Enterprise Subscription Plan" by simply renewing your FSP, and you then have to renew your subscription each year forward from there or lose access to the software.

Please understand that those of us that resell QuickBooks Enterprise software are simply the messengers here. Intuit is calling the shots with these changes.

QUESTIONS? NEED TO REVIEW SPECIFICS FOR YOUR BUSINESS?

If you have questions about anything you have read above, please post them in the comments box. If you have them, others likely do as well!

If you need to talk through the specifics and the potential impact of this in your business, please contact me.

 

 

 

 

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Why Is My Customer Showing Overdue? I Set Up the Right Terms in QuickBooks

Let's say that you recently negotiated a sale (congratulations!), and your customer snagged some extended payment terms with you as part of the deal.

So, instead of paying you in your normal net 30 day terms, they are going to pay you with net 45 day terms (hopefully your profit margin covers this extra financing term!)

You go to create the invoice in QuickBooks, and quickly see there is no "net 45" day term in the list. So, you click the Add New option, and create the new terms that look like this:

Net 45 Day Terms

and blast through the OK button to get this invoice out the door.

All seems to be good at this point, right?

THE AGING REPORT TELLS YOU SOMETHING DIFFERENT

Next week, you do a quick rundown of your accounts receivable aging report, and you see the invoice to this customer showing as overdue. Say what?

There is no way it is overdue at this point!

Well, QuickBooks thinks something different about it than you do.

HOW TO SET UP THE PAYMENT TERMS PROPERLY

QuickBooks would indeed show you the correct aging of this invoice - if you had done one additional thing when you set up the terms above.

And here is the thing:

Net 45 Days with Days

In the original box above, the "net due in" was not changed from 0 to 45 days. So, QuickBooks would see this invoice overdue on the very first day you sent it, even though the terms "net 45" appeared on the invoice.

In the updated box below, the "net due in" is correctly set up to match the applicable terms.

Once you get in and reset the definition of the payment terms (quick shortcut to access them - click Lists > Customer and Vendor Profile Lists > Terms List). QuickBooks will then properly age the invoice on your reports!

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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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Tired of the Hassle in Using the Accountants' Copy Feature of QuickBooks?

This post was shared by Chris Wise from CoralTree, the makers of Qbox...thanks Chris!

QBox Logo

 

 

 


Trying to find a better way of getting QuickBooks information to your accountant (or if you're an accountant, to get information from your client)?

Many accountants and small businesses become exceptionally frustrated when trying to share QuickBooks files using the Accountants Copy.  To avoid the frustration related to the reduced functions of this type of file, you can use a resource like Qbox.  Qbox is one of the fastest growing QuickBooks desktop file sharing/collaboration resources available due to its security, simplicity, affordability, and high level of customer support. 

QBox Flowchart

If you are looking for a way to share a QuickBooks desktop file with a client or shared user in a remote location, Qbox provides an effective solution.  Unlike other traditional file sharing options, Qbox has unique controls that prevent the creation of conflicted copies and file corruption.

Accountants and small businesses appreciate that each Qbox user has their own local copy of the QuickBooks file and experience the performance of their local environment when entering transactions.

As an accountant or bookkeeper, you can access all of your clients from one simplified access point called the Qbox Explorer.  You work on your client’s files at any time regardless of whether or not your client’s computer is turned on. 

Screen shot of the Qbox Explorer:

QBox Console

Using Qbox, your files are always backed up in the cloud and available to download should anything happen to a user’s computer.  Additionally, Qbox keeps 20 copies (versions) of files in the cloud at all times so in the event of a corrupted file, a user can “roll back” to their preferred instance of the file. 

If you are frustrated with the limited capabilities of an Accountants Copy, using Qbox, you always have access to the working QuickBooks file. All of the Desktop functions are available to a Qbox user and you can print and/or back up locally if you so choose. 

Click here to learn more about Qbox and start your free 30-day trial today...

 

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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 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.

RELATED TOPICS:

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Support for QuickBooks 2013 Products Ends May 31, 2016

Hate to be the bearer of bad news, but if you use QuickBooks 2013, you need to know...

Support for your version of QuickBooks will be ending May 31, 2016.

Is this a big deal?

The answer to that all depends on how you are using QuickBooks - are you using payroll, merchant services or other QuickBooks add-on services? If so, it is a VERY big deal.

If not, then maybe not so much.

Learn all about the QuickBooks 2013 discontinuation policy and see how it may impact your business.

RELATED INFORMATION

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Understanding and Tracking Inventory in QuickBooks -> A Webinar for You

Join me and take a deep dive into the core inventory functionality within QuickBooks Pro, Premier and Enterprise.

On Thursday, February 25, 2016, I'll be hosting a webinar that digs down into the details of what you need to know, including:

  • How to set up and use inventory properly in QuickBooks
  • Figuring out why your current setup isn't working as planned
  • The key differences between inventory parts, non-inventory parts, service items and other charges
  • An understanding of the key inventory reports available to you
  • Much, much more...

We'll be walking through the entire order to shipment process as it relates to inventory in QuickBooks.

For more details and to reserve your spot (be sure to take advantage of the early bird pricing), visit my QuickBooks Inventory Webinar page today!

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Merging Files in QuickBooks - Should You? Shouldn't You?

A number of inquiries have come in lately asking about "merging" two or more QuickBooks files together, and whether it could be done or not.

The better question to ask before asking if it could be done is...

"Should it be done?

Should you really merge two QuickBooks files together?"

MERGE VS. IMPORT

To make sure we're on the same page here, let's get a few definitions out of the way first (at least how I see them).

  • Merge - to actually combine ALL the contents of separate QuickBooks files together so that one QuickBooks file remains
  • Import - to selectively choose information (i.e. customers, inventory) and extract it from one QuickBooks file and pull it into another QuickBooks file

TO MERGE OR NOT TO MERGE

Over the years, I've heard many different scenarios where someone wants to merge QuickBooks files together.

To my original question about "should" you merge them?

My answer is a resounding NO.

Here's why I say you should NOT merge QuickBooks files together...

  • There is no direct way to accomplish this - no magic button exists within QuickBooks to merge files
  • The integrity of the file that is being merged into is completely lost - I shudder to think about the consequences of smashing two QuickBooks files together into one (try running historical financial reports after the merge - I think your CPA would have cardiac arrest at that point!)
  • Problems will inevitably surface (customer payments not applied correctly, incorrect bank reconciliations and many more potential headaches)

START A NEW FILE INSTEAD!

If there is a legitimate need to combine the information from two or more QuickBooks files, my suggestion is to create a brand new QuickBooks file as of a certain point in time (i.e. new fiscal year, beginning of a quarter, etc.). Leave the history in the old files for lookup purposes, and put future transactions in the new file. I think this will save you a ton of grief in the long run.

IMPORTING/PULLING INFORMATION INTO A NEW QUICKBOOKS FILE?

There are several ways to pull information from one QuickBooks file or external source to another QuickBooks file, including:

Even though these tools exist, it is still absolutely essential that you understand what they do, how they may impact existing information, and make sure that everyone is on board (including your outside accountant) about how your historical information may or may not change as a result of importing information into QuickBooks.

AGREE? DISAGREE?

You've read my take on merging QuickBooks files.

What's your take? Do you agree? Disagree?

Please drop your comments in the box below (or if you are reading this via e-mail, click the "view in browser" link to get to the comments box)

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