71 posts categorized "Troubleshooting QuickBooks"

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)



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.


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!




Will QuickBooks Work with Windows 10?

Are you chomping at the bit to bust out of Windows 8?

Thinking about making the move from Windows 7 into the new Windows 10 at some point?

Not sure how your QuickBooks will work if you upgrade?

According to the QuickBooks and Windows 10 FAQ page, the only version of QuickBooks that is supported with Windows 10 is QuickBooks 2015.

If you use a version of QuickBooks earlier than 2015, it *may* work out just fine for you. Then again, it may not and you'll be scrambling for answers that may not exist.

Personally, I'm waiting for the dust to settle with Windows 10 for a few months before making any type of move. It looks very intriguing to me, and I will definitely be upgrading my Windows 8 machine to it sooner rather than later.

What about you - are you planning to upgrade to Windows 10?




It's Not You - QuickBooks Does Not Allow A/R and A/P in the Same Journal Entry

Ever get frustrated trying to create a journal entry to both accounts receivable and accounts payable at the same time in QuickBooks?

Can't do it.

No matter how hard you try or how many times you say please.

For whatever reason, the journal entry screen can only handle one A/R or one A/P account each time.

It's not you...




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...


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. 


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.


  • 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.


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:


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!






Quick Way to Find QuickBooks Company Files

Looking for a quick and easy way to display a list of all the QuickBooks company files that are stored on your computer (or network drive)?

Here's how:

  • Click the Start button in the lower left hand corner of your screen
  • In the "search programs and files" box, type in *.qbw and hit your enter key (the .qbw is computer-speak for QuickBooks for Windows files)

Your computer will zip through the digital filing cabinet on your hard drive and report back with a list of every QuickBooks company file it finds (including the sample company files too).

Pretty slick, huh?




Skip the Installation CD - Download the QuickBooks Program Installer Any Time

Ready to repurpose your QuickBooks installation CD as a fancy coaster for your favorite beverage?

You really don't need the CD any longer (unless you are still using a version of QuickBooks prior to 2006)

You can download the QuickBooks installation software directly from the QuickBooks support site - once you are there, just click on "Downloads and Updates", select your version and begin the process. As of this writing, you can still obtain versions as far back as 2006 from the support site.


It is essential that you have both the license number and the product number that came with your purchase of QuickBooks. It is those two numbers that are critical to the installation. So be sure to store those in one or more locations for easy reference. Without them, your installation (or reinstallation if that is the case) will not be successful.

Your best plan of action is to simply download the installation file from the support site and then burn it to a disc or store it anywhere you like for safekeeping. That way, in case Intuit changes their mind about making this information available, you'll still have a copy of it handy.


If you find the need to reinstall your QuickBooks for any reason and don't have either of these numbers, your ONLY solution is to contact the folks at QuickBooks.

This is NOT something I can help you with...sorry.



QuickBooks 2012 Alert: Support Ends May 31, 2015

Use any of the following versions of QuickBooks 2012?

  • Pro
  • Premier
  • Enterprise
  • Accountant
  • Mac
  • POS

If so, be aware that Intuit will discontinue support for this version as of May 31, 2015.


Once the calendar reaches June 1, 2015, your QuickBooks software itself does not stop working as a result of this.

However, some very critical things within the software will stop working. Functions such as:

  • Payroll
  • Ability to e-mail invoices and other forms
  • Credit card processing
  • Other activities

Be sure and review the QuickBooks support site article that discusses their "service discontinuation policy" so you will have a full understanding of what does and does not happen at this time.


If you are NOT impacted by any of the activities discussed above that stop working as of May 31st, you can continue to use your version of QuickBooks as you have been.

If you ARE impacted by this policy, you will want to upgrade to QuickBooks 2015 on or before May 31, 2015 to avoid any disruptions or problems with your accounting system.

Of course, if you are using a version of QuickBooks older than 2012, the support for it stopped a while ago.




The Magic Key to Unlock QuickBooks Details

Were you aware of the secret key in your copy of QuickBooks Pro, Premier or Enterprise?

Tap the F2 key (or the CTRL + 1 combination if tapping F2 doesn't do anything) to unlock a wealth of details about your QuickBooks setup.

My video below gives you an overview of the important nuggets of knowledge buried in this secret place:





Stop Messing with Accountants' Copies of QuickBooks

  • Tired of messing with accountants copies of QuickBooks files?
  • Don't want to hassle with transporting flash drives with backup copies of QuickBooks between computers?
  • Trying to find a replacement for the QuickBooks remote access that has been discontinued?

QBox can be your solution...


QBox software allows you to setup and share QuickBooks files with any number of other users (but only one person can use the file at a time - this is perfect for outside accountants!).

It deploys a locking technology so that is no file corruption or possiblity of conflicted copies. Only one person can enter data at a time. All others can read the data, but they can't make changes until the file is "unlocked".

Here is a quick overview of how QBox works:



Scenario 1: A small business uses QuickBooks and wants their accountant to be able to access the file to run reports, post entries, etc.

They could mess around with making an accountants' copy of their file and getting it to their accountant, or they could make a backup of their file and shuffle it to them too.

A better solution - simply set up a QBox account and share the QuickBooks file with the accountant (or anyone else as desired). Problem solved.

Scenario 2: You use QuickBooks in the office, but also use it on a laptop when out of the office.

Traditionally, many businesses copy their QuickBooks file between the computers via a flash drive, by using DropBox, or some other method that has a high risk of messing up critical accounting data.

A better solution - set up a QBox account and access the QuickBooks file from there. All updates are automatically synced and you work with the most updated information each time with no hassles.


Absolutely not. Plans start at just $9 per month, with a discount offered when you sign up for an annual plan.

If you work for an accounting firm, this cost is nothing compared to the cost of time and frustration when working with backups or accountants copies that don't work properly.

If you're a small business trying to work across multiple machines, QBox will pay for itself in short order.


If you're excited by the thought of simplifying QuickBooks, you will want to take a closer look at QBox today!