80 posts categorized "Upgrading QuickBooks"

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.



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?"


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


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)


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.


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.


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)



QuickBooks Enterprise 2016: Seven Critical Situations When It is a Good Fit

QBES Box Shot (left) copyGet the facts and eliminate the fiction about QuickBooks Enterprise software.

Download my free guide that helps you understand when QuickBooks Enterprise makes
sense, including:

  • When your QuickBooks file gets too big for itself
  • When you need more users working inside QuickBooks at the same time
  • When you have hit the 14,500 limit for customers, vendors, inventory
  • Other critical times in the life of your business and QuickBooks software




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...



New Features in QuickBooks 2016

Fall has arrived (don't you just love this time of year? I sure do!)

With it comes the 2016 edition of QuickBooks Pro, Premier and Enterprise.

Pardon me for saying so, but this release is quite underwhelming to me in terms of new functionality (versus fixes that are being disguised as "new features"), especially in the Enterprise edition.

So many opportunities exist for making great functional improvements within the desktop versions of QuickBooks (pop-up alerts within transactions and ability to see on-time deliveries anyone?). Sadly, so many have been missed.


Download your free copy of my guide that discusses the new features in QuickBooks Pro, Premier and Enterprise 2016, It also covers what you may have missed in previous versions of QuickBooks.

In my guide, you'll see mention of the following:

  • Bill Tracker - great new feature, similar to the Income Tracker introduced in earlier versions (all versions)
  • Auto copy ship to address on purchase orders - a time saver for some (Premier and Enterprise only)
  • Verify and rebuild process improvements - we now have the ability to see additional details to try and solve problems when your QuickBooks data file develops problems. (all versions)
  • Fiscal year to last month filter - new addition to the date drop down box on QB reports (all versions)
  • Filter for custom fields in reports - while it is nice that this now works, this is a "fix" disguised as a new feature as I see it (all versions)
  • Sort columns on receive payment screen - I can't help but wonder why this was built into only the Enterprise edition? It would be extremely helpful in ALL versions. So sorry Pro and Premier users.
  • Simplified upgrade process - ZZZZZZZZZZzzzzzzzzzzzzzzzz (sorry, dozed off there). There are so many other areas that could have been targeted for improvement. The prior upgrade process wasn't really hard to begin with, was it? (all versions)

You'll see references to a few other "new" features in the 2016 lineup in the guide. To me, they aren't really worth mentioning here, but maybe you will feel differently.

Important tech note - QuickBooks 2016 will NOT run on Windows XP. It will run on Windows 7, 8, and 10! And only QuickBooks 2015 and 2016 will run on Windows 10.



Curious to know your thoughts about upgrading your QuickBooks. Will you? Won't you? If you're reading this on the web, drop your comments in the box below. If you're reading this in your e-mail, click the "View in Browser" link at the top and you can easily get to the web version of this article and post your comments there too.



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:


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.




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.



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



Build Assemblies in QuickBooks - Differences in the Premier vs Enterprise Editions

When it comes to building assemblies and kits in QuickBooks, both the Premier:Manufacturing and Wholesale and Enterprise:Manufacturing and Wholesale editions offer the functionality.

However, there are some key differences between the two versions that you should understand. My video below will provide a quick overview of these key differences in the build assembly process in the Premier and Enterprise versions of QuickBooks:


Can't see the video above? Watch it on my YouTube channel.

If you find that QuickBooks Enterprise has the features you want, you can grab a 20% discount on your purchase of Enterprise on my web site.





QuickBooks and Inventory Management for Distributors

Are you a distributor or wholesaler considering QuickBooks for your inventory and accounting needs?

Already using QuickBooks for your distribution or wholesale business and trying to track your inventory more effectively?


I have put together a special publication that focuses on some core needs of distributors and compares the functionality of QuickBooks against that of Acctivate, a leading inventory management add-on for QuickBooks.

Download the guide today and get more details on some of these critical needs for distributors:

  • Buying the same part from multiple vendors
  • Backorder tracking and reporting
  • Connection and integration with UPS and FedEx
  • Inventory costing capabilities
  • Multiple locations/warehouses
  • More!...


If the interest in getting your QuickBooks and inventory sorted out is there, but time isn't, I can definitely help.

Take advantage of my 30+ years of accounting, inventory, IT, QuickBooks, and CFO experience for your business. Contact me so we can discuss your situation in more detail.



What One Feature Would You Add to QuickBooks?

A question for you...

If you were in charge of the development of the QuickBooks desktop product, what is the one new feature that you would want to add?

Please post your thoughts in the comment box below (or directly to the live blog post)

Thanks for taking the time to offer your insights!