85 posts categorized "Upgrading QuickBooks"

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!

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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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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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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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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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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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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

RELATED POSTS ON QUICKBOOKS ENTERPRISE:

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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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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.

SO WHAT'S NEW?

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.

ADDITIONAL RESOURCES FOR YOU

WILL YOU BE UPGRADING?

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.

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