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6 posts from December 2012

Find QuickBooks Frustrating?

Think you're frustrated with QuickBooks?

Computer FrustrationlCheck out these tweets from others using QuickBooks - you'll feel better soon...

  • "I think QuickBooks just broke my brain"
  • "QuickBooks is making me pull my hair out. Soon = bald"
  • "Man, Quickbooks is not nearly as intuitive as they want you to believe. I have no idea what I'm doing. Ugh."

Need a few more giggles to make your day?

  • "Note to self: Let's not have another dream about QuickBooks tonight, ok"
  • "I'm going to open a category in Quickbooks called "Ignorance" and label it a revenue stream - used"
  • The intern we paid did everything wrong in quickbooks #awesome I'm now going to re-enter every single transaction since 1/09"

And of course, this one...

"Tonights headache is sponsored once again by quickbooks but there's light at the end of the tunnel... beer"


It doesn't have to be this way for you! Contact me and get a handle on your QuickBooks in the new year. You'll be so glad you did!



QuickBooks: Can You Explain the Difference Between a Sales Order and a Sales Receipt?

Let's take a closer look at the differences between a sales order and a sales receipt in QuickBooks...

Sales Order vs Sales Receipt

Sales Orders:

  • Designed to track orders that you have received but not yet shipped to your customers
  • Do NOT post to any ledger accounts or sales history reports in QuickBooks
  • Uses a sales order "form" in QuickBooks that can be customized (i.e. add logo, etc.), just like an invoice or quote can
  • Can be turned into either a purchase order or invoice with one click
  • Requires you to create an invoice once an order is complete and shipped to track the money that will be due at a later date
  • Can print packing slips or pick tickets directly from the sales order screen
  • Only found in the Premier and Enterprise editions of QuickBooks. Not included as a feature in the Pro version. (need to upgrade?)

Sales Receipts:

  • Designed to handle on-the-spot sales where payment is received at the same time the sale was made (vs. creating an invoice where the expectation is you will be paid at a later date)
  • Posts immediately to your ledger accounts and sales history when saved
  • Uses a sales receipt "form" in QuickBooks that can be customized just like any other forms/templates
  • Cannot be turned into a purchase order or invoice
  • Cannot print packing slips or pick tickets directly from sales receipts (without some additional workarounds)
  • Completely bypasses the "receive payment" screen in QuickBooks. The sales receipt records both the sale AND the receipt of the customer payment at the same time

Many businesses use a combination of both of these forms. They use sales orders for products/services/projects that can't be shipped immediately and use sales receipts for those where there is immediate shipment AND payment (i.e. sales from a web site).

Hope this helps you get a better understanding of the key differences between these buttons in QuickBooks!




Use QuickBooks on a Server? A Must Read Article for You

If you use QuickBooks on a server, be aware of a potential problem that may be lurking just below the surface unless specific action is taken.

In many cases, a business sets up their server and has their internal or external IT group put some type of backup plan in place (i.e. external hard drives, Carbonite or other online backup service, etc.). This is a good thing for sure.

However, QuickBooks needs some additional attention when it comes to backups to ensure optimum performance every day.

Attached to each QuickBooks data file is a file known as a "TLG" file (short for Transaction Log File). You'll see this demonstrated in the screen shot below:

TLG Listing

Without getting too technical, this file just sits in the background and provides some additional insurance just in case a problem arises with your QuickBooks data.

The problem is this - the TLG file size just keeps growing and growing unless specific action is taken. That can lead to very poor performance of your QuickBooks, slow response times, and other bad behavior.


In order to keep this TLG file size under control, all you have to do is - put QuickBooks in single user mode, click File > Create Backup, and make sure you have the verification option set to "complete verification" as shown in the screen shot below:

Backup Verification

If you make plans to run what I call this "internal backup" on a monthly basis (this is in addition to any other backup plans your IT group has in place!), you will ensure that your TLG file doesn't get too big for itself and help keep your QuickBooks file in top operating shape.




New QuickBooks Training Opportunities

Please join me for one or more of these QuickBooks training sessions coming up very soon:

  • I Heart SchoolQuickBooks at Year-End - At year-end, there are certain procedures in QuickBooks you need to do to close down the books for the old year and launch the new year. Get clear on exactly what to do by attending this content-packed one hour online seminar. More details/registration (discounted pricing ends 12/28/12)
  • The Basics of Bookkeeping in QuickBooks - learn more about the critical pieces of QuickBooks and how the work together. Understand what the chart of accounts is and why it is so important; how each transaction impacts the ledger; the differences between cash and accrual basis and more. More details/registration (use discount code 20Off to save 20% through 12/31/12)
  • Handling Tricky Transactions in QuickBooks - this session will help you understand how to understand the proper handling of: owners taking money out of the business, personal expenses paid by the business, what is reconciling and why it is so important; writing off customer balances and other topics. More details/registration (use discount code 20Off to save 20% through 12/31/12)

Satisfaction GuaranteedAll of these events will be recorded, so if you can't make the live event, no problem.

Your satisfaction is guaranteed - if you find the session does not meet your expectations, simply disconnect in the first thirty minutes and request a refund. Your registration will be cheerfully refunded in full.


Upgrading from QuickBooks Pro or Premier to QuickBooks Enterprise: 3 Decision Points

I am frequently asked at what point in time a business should consider an upgrade from QuickBooks Pro or Premier into the Enterprise version of QuickBooks.

QBES 2015 Box Shot (right)Here are some situations when it makes sense to move into QuickBooks Enterprise...

    • Your current QuickBooks data file is getting too big for itself - QuickBooks Pro and Premier data files normally start to show signs of stress once they reach about 150 megabytes in size. Beyond that size, you will start to notice that it takes a long time to run reports or you may experience random lockups or crashes. These are signs your data file is getting too big for itself.
  • Your business is growing and you need more users in the QuickBooks file at the same time - Be aware that QuickBooks Pro maxes out at 3 users in the file at the same time. QuickBooks Premier maxes out at 5 users in the file at the same time. With QuickBooks Enterprise, you can have up to 30 users in the file at the same time. QuickBooks Enterprise starts with a 5 user package - in many cases, it may even be more economical to purchase this than 5 users of QuickBooks Premier.
  • You need to track more customers than QuickBooks Pro or Premier will allow - if you were not aware, QuickBooks Pro and Premier can hold a maximum of 14,500 inventory items and/or customer names. For many businesses, this is plenty of storage space. For others, this creates a problem, since you are unable to delete any customers or items that have history attached to them. QuickBooks Enterprise allows for up to 100,000 customers or 100,000 inventory parts to be tracked.

There may be other reasons an upgrade to Enterprise makes sense. Please download my guide that provides additional insights into this decision-making process.


Please contact me for pricing and discounts on QuickBooks Enterprise. As a leading Intuit Premier Reseller, count on me to get you the best available discounts.




Connect QuickBooks to UPS WorldShip or FedEx Ship Manager

Wish you could get shipping information such as tracking numbers or shipping charges from UPS WorldShip or FedEx pushed back into your QuickBooks?

The solution is a lot closer than you may think!


OzLINK is a multi-carrier shipping solution from the Oz Development team that works with QuickBooks Pro, Premier, Enterprise and Online editions.

Oz Development


Your order information from QuickBooks passes into OzLINK. From there, it communicates with the appropriate shipping software and returns tracking information, shipping charges and other information into QuickBooks.

OzLink connects to:

  • UPS WorldShip
  • FedEx Ship Manager
  • USPS Endicia Premium


The OzLINK developers really thought this through, as they allow connection with all of the following QuickBooks transaction types:

  • Invoices
  • Sales Orders
  • Sales Receipts

This provides tremendous flexibility for your business to use not just one, but any combination of these transaction types to process your shipments.


The payback on this software should be immediate for your business. OzLINK runs $39 per month per workstation and they do have corporate and multi-location pricing available as well.


A 15 day free trial of OzLINK is offered, and there is a short video on their web site to show you exactly how it all works.

Questions about OzLINK? Just drop a note in the comment box below or contact me for more information.