FAQs and Tips
QuickBooks Tasks and Services
Bills that are completely paid with bill credits will not appear on the bill payment voucher.
To see a list of bills paid by bill credit:
1. Locate the bill credit that was used to pay the bill.
Note: The Advanced Find feature found in the QuickBooks Edit menu can assist in locating transactions. Select filters pertaining to the bill credit (for example, Transaction Type, Name, and Date Range), and then click Find. Double-click the item in the results area to open the form.
2. Click the History button at the top of the form window.
3. Click Print to generate a list of bills that were paid with the credit.
To see a list of bills paid by bill credit:
1. Locate the bill credit that was used to pay the bill.
Note: The Advanced Find feature found in the QuickBooks Edit menu can assist in locating transactions. Select filters pertaining to the bill credit (for example, Transaction Type, Name, and Date Range), and then click Find. Double-click the item in the results area to open the form.
2. Click the History button at the top of the form window.
3. Click Print to generate a list of bills that were paid with the credit.
There are several reasons why a bill or invoice displays on an aging report when you think it should not:
Check the following to determine if the transaction should be on the aging report:
- Credit or payment entered but not yet applied span
- Incorrect report aging preference
- Incorrect terms specified on the bill or invoice
- Term set up incorrectly
- Incorrect system date
Check the following to determine if the transaction should be on the aging report:
- Check for unapplied credits or payments for a vendor:
- Go to the QuickBooks Reports menu, choose Vendors & Payables and then click Unpaid Bills.
- Look for payments or bill credits on this report. These are items that have not been applied to bills and may be part of the reason why the vendor has a balance on an aging report.
- Check the aging preferences:
- Go to the QuickBooks Edit menu and click Preferences.
-
Click Reports & Graphs on the left, and then click the Company Preferences tab.
If you have selected Age from due date, a transaction becomes past due after the due date, which is calculated based on the terms assigned to the transaction.
If you selected Age from transaction date, the transaction becomes past due after the date on the transaction.
- Check the bill for the correct term selection. You may have several terms on the Terms list. (To view the Terms list, go to the QuickBooks Lists menu, choose Customer & Vendor Profile Lists, and then click TermsList.)
-
Check the term on the transaction for the correct settings.
View the Terms list (see section above), and double-click a term to view the settings. For more information on setting up terms:
- Go to the QuickBooks Help menu, choose QuickBooks Help (2004 and earlier, Help Index).
- Type terms for payment, click Display, and then click Display again.
- For more information on standard vs. date driven payment terms, click the link in Step 4 of the Help document.
- Check the system date.
- On the taskbar, click the Start button, then choose Settings, and then choose Control Panel.
- Double-click the Date/Time icon. Check that the correct date and year is showing.
- Make any changes if necessary. Click Apply, and then click OK.
Please take a look at this knowledge base article for information regarding Barter transactions.
- Create a PO for the item(s) (optional).
- Write a check to the vendor using A/P as the expense account and put the vendor name in the customer:job column. This will create an A/P credit in the vendors’ name.
- When the item(s) arrive, create a bill (receive against the PO if applicable).
- Pay the bill using the available vendor credit.
- If you don’t need to track the bill, you can delete it.
- If you need to track the bill, open the check that was written to the vendor.
- Change the items/expense accounts used to A/P (on expense tab). Add the vendor name in the customer:job column. This will generate a credit for the vendor.
- Open the bill payment window.
- Place a checkmark next to the bill.
- Click the set credits button.
- Place a checkmark next to the credit to be applied.
- Click Done.
- Click Pay & Close.
Customers using more than one Accounts Payable (AP) account in QuickBooks will have an option to select an AP account at the top of the Pay bills window. Customers may want to change this preference so that an account other than the default AP account automatically shows up in this window.
The list in QuickBooks is pulled from the order of the account in the chart of accounts list. There is no preference in Edit, Preferences to change this default account but it can be done.
Detailed instructions:
The list in QuickBooks is pulled from the order of the account in the chart of accounts list. There is no preference in Edit, Preferences to change this default account but it can be done.
Detailed instructions:
- From QuickBooks menu bar, click "Lists", click "Chart of Accounts".
- From Chart of Accounts, scroll down in the list to the Accounts Payable accounts.
- Click and drag the diamond next to the AP account that you want to be the default one and move it up above the other AP accounts in the list.
- Once you've moved it higher in the list than all of the other AP accounts, this account will now show up as the default account in the pay bills screen.
There are two ways you could do this.
#1)
Open "Write Checks." Fill the check out for your vendor and make the
amount $50. Next click on "Edit - Memorize transaction." Mark "Remind
Me." Next by "How Often" select "Monthly." For "Next Date" put
09/15/2007. QBs will start reminding you on 09/15/2007 that you need to
print this check and send it to your vendor. Only use this option if
you DO NOT enter the bill under "Enter Bills."
#2) You could
go to "Enter Bills" and enter 15 monthly $50 bills for your vendor
starting 09/15/2007. Now when you use "Pay Bills" you will see these
$50 increments and be able to pay them there.
Hope this helps!
poogus
#1)
Open "Write Checks." Fill the check out for your vendor and make the
amount $50. Next click on "Edit - Memorize transaction." Mark "Remind
Me." Next by "How Often" select "Monthly." For "Next Date" put
09/15/2007. QBs will start reminding you on 09/15/2007 that you need to
print this check and send it to your vendor. Only use this option if
you DO NOT enter the bill under "Enter Bills."
#2) You could
go to "Enter Bills" and enter 15 monthly $50 bills for your vendor
starting 09/15/2007. Now when you use "Pay Bills" you will see these
$50 increments and be able to pay them there.
Hope this helps!
poogus
- Click on the Vendors drop down menu, and choose Pay Bills
- On the bottom of the Pay Bills window, select the Payment Account, Payment Method, and Payment Date
- Repeat the following steps for each Bill you would like to apply a portion of the Credit
- Put a check mark next to the bill in which you are applying the credit
- Click the Set Credits button.
- In the Discount and Credits window, select a credit that you want to use for this bill.
- Change the amount in the Amt. To Use column.
- Click the Done button.
- When you have applied the credit to the appropriate bills, click on Pay Selected Bills
When a customer’s check is returned for insufficient funds, perform the following steps;
1. Create items for tracking bounced checks and their associated charges (a one-time setup task).
2. Use the items created in step 1 to reinvoice the customer for the bounced check, plus any bank fees you want to recover. This step also backs out the original transaction on your books.
a. Click Customer Center
b. On the Customers & Jobs tab, select the customer with the bounced check.
c. Right-click and choose Create Invoices.
d. For the first line item on the invoice, use the Bounced Check item for the amount of the bad check. (NOTE: Because this item is linked to your bank account, this will reduce your bank account by the amount of the bounced check, thereby backing out the original transaction on your books. The income for the original sale will be recorded when you receive the new customer payment.)
e. For the second line item on the invoice, use the Bad Check Charge item for the amount of any bank fees that you want to recover.
f. Complete filling out the invoice as usual.
3. You can send an optional Bounced Check Letter to your customer with the new invoice.
a. Select the customer in the Customer Center.
b. Go to the Word menu at the top of the Customer Center and click Prepare Letter to Customer.
c. Follow the onscreen instructions in the Letters and Envelopes wizard. In the Choose a Letter Template window, choose Bounced Check.
4. Enter your bank’s bounced check charge when you reconcile your bank statement.
When you reconcile your bank statement:
a. Include your bank’s charge for the bounced check in the Service Charge field.
b. In the Service Charge Account field, enter an expense account (for example, Bank Service Fees or Returned Check Charge).
1. Create items for tracking bounced checks and their associated charges (a one-time setup task).
2. Use the items created in step 1 to reinvoice the customer for the bounced check, plus any bank fees you want to recover. This step also backs out the original transaction on your books.
a. Click Customer Center
b. On the Customers & Jobs tab, select the customer with the bounced check.
c. Right-click and choose Create Invoices.
d. For the first line item on the invoice, use the Bounced Check item for the amount of the bad check. (NOTE: Because this item is linked to your bank account, this will reduce your bank account by the amount of the bounced check, thereby backing out the original transaction on your books. The income for the original sale will be recorded when you receive the new customer payment.)
e. For the second line item on the invoice, use the Bad Check Charge item for the amount of any bank fees that you want to recover.
f. Complete filling out the invoice as usual.
3. You can send an optional Bounced Check Letter to your customer with the new invoice.
a. Select the customer in the Customer Center.
b. Go to the Word menu at the top of the Customer Center and click Prepare Letter to Customer.
c. Follow the onscreen instructions in the Letters and Envelopes wizard. In the Choose a Letter Template window, choose Bounced Check.
4. Enter your bank’s bounced check charge when you reconcile your bank statement.
When you reconcile your bank statement:
a. Include your bank’s charge for the bounced check in the Service Charge field.
b. In the Service Charge Account field, enter an expense account (for example, Bank Service Fees or Returned Check Charge).
If a single payment from a customer covers more than one job, open the Receive Payments window and select the customer in the “Received From” box, then checkmark jobs/invoices to which you are applying a payment. The Customer:Job list then displays the outstanding balance for each job.
Do not apply “Credit” payments or “Overpayments” against the customer instead of the job; your records will show a credit balance for the customer but show the charges against the jobs as unpaid.
Do not apply “Credit” payments or “Overpayments” against the customer instead of the job; your records will show a credit balance for the customer but show the charges against the jobs as unpaid.
Tracking bad debt:
At the end of your fiscal year, follow these steps to track your bad debt and then write it off.
1. From the Reports menu, choose Customers & Receivables, then A/R Aging Detail.
2. Click Modify Report.
3. In the Modify Report window, make sure the From and To dates are both the last day of your year.
4. Review the A/R Aging Detail report, which shows you invoices from customers that were still outstanding as of the last day of your year. Review the report to ensure that everything looks accurate. You can QuickZoom (double-click) on any invoice in the report to go to the original transaction.
5. Fix any duplicate invoices or any mistakes. For example, if you find two invoices listed for exactly the same amount and upon examination discover that you've entered two invoices by mistake, delete the second invoice—don't write if off as bad debt. Only write off invoices that are truly bad debt or items the customer refused or is unable to pay.
6. If customer payments are showing up on this report, then you have made an error somewhere. You should solve that problem before writing off bad debt.
If a customer payment shows up on the A/R Aging Detail report it is generally because the payment didn't get applied to an invoice. This would be the case if you see both a customer invoice and the customer payment listed on the report. To fix or clear both the payment and invoice from the report, simply double-click the customer payment listed on the report. When the Customer Payment window appears, find the "Invoices paid (with this payment) and those still outstanding" area and add a checkmark by the invoice this payment should get applied to.
If a customer payment is listed on the A/R Aging Detail Report and no invoices appear for that customer, you need to figure out why you received money from that customer and didn't enter an invoice first. You should enter an invoice for the customer and apply the payment to the invoice before proceeding.
7. If your A/R Aging Detail report is clean, write off bad debt. A clean A/R Aging Detail report shows a list of only what is or was outstanding at the end of your year.
Writing off bad debt:
1. Go to the Company menu and click Chart of Accounts.
2. Click Account at the bottom of the list and click New.
3. In the Type field, select Expense.
(If you are using account numbers, enter the account number in the Number field. In the Name field enter Bad Debt.)
4. Click OK.
5. Go to the Customers menu and click Receive Payments.
6. Select the name of the customer from whom you incurred the bad debt.
7. Leave the amount field at 0.00.
8. Click on the line item that will not be paid to highlight it.
9. Click Discount & Credits.
(Your bad debt expense account should already appear in the Discount Account field on the Discounts tab.)
10. Enter the amount of the bad debt in the Amount of Discount field.
11. Click Done in the Discount and Credits window.
(Note: The procedure described above does not affect your sales tax liability.)
12. In the Receive Payments window, save (save & close) the bad debt transaction.
At the end of your fiscal year, follow these steps to track your bad debt and then write it off.
1. From the Reports menu, choose Customers & Receivables, then A/R Aging Detail.
2. Click Modify Report.
3. In the Modify Report window, make sure the From and To dates are both the last day of your year.
4. Review the A/R Aging Detail report, which shows you invoices from customers that were still outstanding as of the last day of your year. Review the report to ensure that everything looks accurate. You can QuickZoom (double-click) on any invoice in the report to go to the original transaction.
5. Fix any duplicate invoices or any mistakes. For example, if you find two invoices listed for exactly the same amount and upon examination discover that you've entered two invoices by mistake, delete the second invoice—don't write if off as bad debt. Only write off invoices that are truly bad debt or items the customer refused or is unable to pay.
6. If customer payments are showing up on this report, then you have made an error somewhere. You should solve that problem before writing off bad debt.
If a customer payment shows up on the A/R Aging Detail report it is generally because the payment didn't get applied to an invoice. This would be the case if you see both a customer invoice and the customer payment listed on the report. To fix or clear both the payment and invoice from the report, simply double-click the customer payment listed on the report. When the Customer Payment window appears, find the "Invoices paid (with this payment) and those still outstanding" area and add a checkmark by the invoice this payment should get applied to.
If a customer payment is listed on the A/R Aging Detail Report and no invoices appear for that customer, you need to figure out why you received money from that customer and didn't enter an invoice first. You should enter an invoice for the customer and apply the payment to the invoice before proceeding.
7. If your A/R Aging Detail report is clean, write off bad debt. A clean A/R Aging Detail report shows a list of only what is or was outstanding at the end of your year.
Writing off bad debt:
1. Go to the Company menu and click Chart of Accounts.
2. Click Account at the bottom of the list and click New.
3. In the Type field, select Expense.
(If you are using account numbers, enter the account number in the Number field. In the Name field enter Bad Debt.)
4. Click OK.
5. Go to the Customers menu and click Receive Payments.
6. Select the name of the customer from whom you incurred the bad debt.
7. Leave the amount field at 0.00.
8. Click on the line item that will not be paid to highlight it.
9. Click Discount & Credits.
(Your bad debt expense account should already appear in the Discount Account field on the Discounts tab.)
10. Enter the amount of the bad debt in the Amount of Discount field.
11. Click Done in the Discount and Credits window.
(Note: The procedure described above does not affect your sales tax liability.)
12. In the Receive Payments window, save (save & close) the bad debt transaction.
Accrual basis accounting recognizes income at the time an invoice is created and therefore when an invoice is deemed uncollectible it is written off the books as a “bad debt expense”. The income may have been recognized in one year and written off as a bad debt expense in another year.
Cash basis accounting does not recognize income until payment has been received. To have a bad debt expense you first have to recognize income. On cash basis accounting an invoice deemed uncollectible is removed from your P&L by reducing gross income rather than recognizing a bad debt as an expense.
The easiest way to close the uncollectible invoice in cash basis accounting is to create a credit memo. The credit memo should mirror the original invoice using the exact items in the credit memo that were used on the original invoice.
1. Bring up the original invoice on the screen. Print a hard copy of the invoice you wish to close. Make note of which “item” were used when the invoice was created and if the items were taxable or non taxable, is the customer listed as taxable or non taxable.
2. Go to Customers>Create Credit Memo/Refund.
3. Enter the customer and job as it was entered on the original invoice.
4. Date the credit memo in the year you wish the invoice to be removed from your books. If you are making adjusting entries in March 2007 for 2006 you will want to date the credit memo 12/31/06.
5. Enter the exact items as they appeared on the original invoice.
6. Review the tax status of the items and the tax status of the customer to insure the sales tax on the credit memo mirrors what was on the original invoice.
7. Make a note in the body of the credit memo why it is being created (i.e. this credit memo to be applied to invoice 1234 to close an invoice deemed uncollectible.)
8. Save and close. Print a hard copy of the credit memo for your records.
9. Go to Customers>Receive Payments.
10. Enter the customer name and job. Enter a date you want the transaction recorded (i.e.12/31/06).
11. Highlight the original invoice you wish to close and put a checkmark next to it.
12. Click on set credits at the bottom of the screen.
13. Apply the credit memo to the invoice and hit done.
14. Save and close the receive payments transaction.
You have used receive payments to close the uncollectible invoice. On a cash basis the original invoice will not increase income on the P&L because the credit memo offset the amount of the original invoice
Go to your edit customer screen and change payment status to COD. Make a notation in the notes as to when and how much was written off as uncollectible. This way if a year from now this customer wants to buy something you will remember that you had to write off the original invoice as uncollectible.
Cash basis accounting does not recognize income until payment has been received. To have a bad debt expense you first have to recognize income. On cash basis accounting an invoice deemed uncollectible is removed from your P&L by reducing gross income rather than recognizing a bad debt as an expense.
The easiest way to close the uncollectible invoice in cash basis accounting is to create a credit memo. The credit memo should mirror the original invoice using the exact items in the credit memo that were used on the original invoice.
1. Bring up the original invoice on the screen. Print a hard copy of the invoice you wish to close. Make note of which “item” were used when the invoice was created and if the items were taxable or non taxable, is the customer listed as taxable or non taxable.
2. Go to Customers>Create Credit Memo/Refund.
3. Enter the customer and job as it was entered on the original invoice.
4. Date the credit memo in the year you wish the invoice to be removed from your books. If you are making adjusting entries in March 2007 for 2006 you will want to date the credit memo 12/31/06.
5. Enter the exact items as they appeared on the original invoice.
6. Review the tax status of the items and the tax status of the customer to insure the sales tax on the credit memo mirrors what was on the original invoice.
7. Make a note in the body of the credit memo why it is being created (i.e. this credit memo to be applied to invoice 1234 to close an invoice deemed uncollectible.)
8. Save and close. Print a hard copy of the credit memo for your records.
9. Go to Customers>Receive Payments.
10. Enter the customer name and job. Enter a date you want the transaction recorded (i.e.12/31/06).
11. Highlight the original invoice you wish to close and put a checkmark next to it.
12. Click on set credits at the bottom of the screen.
13. Apply the credit memo to the invoice and hit done.
14. Save and close the receive payments transaction.
You have used receive payments to close the uncollectible invoice. On a cash basis the original invoice will not increase income on the P&L because the credit memo offset the amount of the original invoice
Go to your edit customer screen and change payment status to COD. Make a notation in the notes as to when and how much was written off as uncollectible. This way if a year from now this customer wants to buy something you will remember that you had to write off the original invoice as uncollectible.
1. Name your customer Acme Markets (c) and your vendor Acme Markets (v).
2. Then, create invoices and enter bills as usual.
3. Create a bank type account called Barter Account.
This is merely a wash account. (You will need to be sure that it zeroes out.) To do this, analyze Acme Market, and only pay or receive the amount which will zero out either A/P or A/R. Whatever is left in your a/p or a/r is what you owe Acme Markets or what Acme Markets owes you.
4. Pay the bills from Acme Markets (v) using the Barter Account. Enter the bill number as the check number. For better reporting, you will want to pay one bill at a time. If you aren't looking for a detailed report later, you could enter the lump sum and apply to multiple unpaid bills.
5. Receive payments against the invoices to Acme Markets (c), depositing into the Barter Account. For the reference number, enter the invoice number that you are hitting. For better reporting, you will want to receive one at a time. If you aren't looking for a detailed report later, you could enter the lump sum and apply to all open invoices. (You have do make sure that you don't have your preferences set to 'automatically deposit to undeposited funds') This will give you what you need as far as 'washing' the payables with the receivables for Acme Markets.
6. For a report, run a quick report on the Barter account. Filter by names(s), if necessary, adjust the columns, margins, header, etc. Memorize this report and you can re-run it whenever you need to.
Note:
You can also access another set of instructions for this situation here.
2. Then, create invoices and enter bills as usual.
3. Create a bank type account called Barter Account.
This is merely a wash account. (You will need to be sure that it zeroes out.) To do this, analyze Acme Market, and only pay or receive the amount which will zero out either A/P or A/R. Whatever is left in your a/p or a/r is what you owe Acme Markets or what Acme Markets owes you.
4. Pay the bills from Acme Markets (v) using the Barter Account. Enter the bill number as the check number. For better reporting, you will want to pay one bill at a time. If you aren't looking for a detailed report later, you could enter the lump sum and apply to multiple unpaid bills.
5. Receive payments against the invoices to Acme Markets (c), depositing into the Barter Account. For the reference number, enter the invoice number that you are hitting. For better reporting, you will want to receive one at a time. If you aren't looking for a detailed report later, you could enter the lump sum and apply to all open invoices. (You have do make sure that you don't have your preferences set to 'automatically deposit to undeposited funds') This will give you what you need as far as 'washing' the payables with the receivables for Acme Markets.
6. For a report, run a quick report on the Barter account. Filter by names(s), if necessary, adjust the columns, margins, header, etc. Memorize this report and you can re-run it whenever you need to.
Note:
You can also access another set of instructions for this situation here.
An upfront deposit, or retainer, is money that belongs to the customer, but which the customer has given to you to hold or to use to purchase tools, materials, supplies, and/or labor for their job. In other words, it's money you have received, but not yet earned. An upfront deposit or retainer is a liability on your books even though you deposit the funds into your checking account. You should not record it as income when you get it.
Law firms might also use trust accounts to hold client funds. The difference is that with trust accounts, you must set up a separate bank account to hold your client's funds. Be sure to always follow the rules of your state regarding the professional and ethical conduct for handling client funds. Failure to abide by those rules and practices could result in administrative, civil, or criminal sanctions.
When you have incurred costs on the project in excess of the deposit or retainer, you create an invoice and apply the amount of the deposit to the invoice. The deposit will be subtracted from the amount the client owes you. At that point, revenue is recorded and the deposit is moved out of the liability account.
To set up QuickBooks for upfront deposits or retainers
1. Create a liability account for your upfront deposits or retainers.
2. Create an upfront deposit or retainer item.
To handle an upfront deposit or retainer
1. Record the upfront deposit or retainer as a liability.
2. Apply the upfront deposit or retainer to an invoice.
3. (Optional) Handle the upfront deposit or retainer for a cancelled job.
If/when needed, you can run the upfront deposit or retainer balance report for your customers.
Law firms might also use trust accounts to hold client funds. The difference is that with trust accounts, you must set up a separate bank account to hold your client's funds. Be sure to always follow the rules of your state regarding the professional and ethical conduct for handling client funds. Failure to abide by those rules and practices could result in administrative, civil, or criminal sanctions.
When you have incurred costs on the project in excess of the deposit or retainer, you create an invoice and apply the amount of the deposit to the invoice. The deposit will be subtracted from the amount the client owes you. At that point, revenue is recorded and the deposit is moved out of the liability account.
To set up QuickBooks for upfront deposits or retainers
1. Create a liability account for your upfront deposits or retainers.
2. Create an upfront deposit or retainer item.
To handle an upfront deposit or retainer
1. Record the upfront deposit or retainer as a liability.
2. Apply the upfront deposit or retainer to an invoice.
3. (Optional) Handle the upfront deposit or retainer for a cancelled job.
If/when needed, you can run the upfront deposit or retainer balance report for your customers.
You can receive money in QuickBooks without an invoice or a customer/job by creating a journal entry.
In the case where this is income, remember to:
In the case where this is income, remember to:
- Debit the bank account
- Credit the income account
You can receive payment on an invoice with multiple payment types. First, make sure you have different payment types set up. You can do that with the instructions HERE. Once you have created the different payment types, receive each type as an individual payment on a specific invoice. To do this:
1. Click on the Customers menu
2. Choose Receive Payments
3. Select the Customer/Job
4. Enter the total amount of the first payment type and the payment type/method ($50 – cash)
5. Select the Invoice to apply it to, and click Save & New
6. Follow steps 3 through 5 for each payment type until the Invoice no longer has a balance due
1. Click on the Customers menu
2. Choose Receive Payments
3. Select the Customer/Job
4. Enter the total amount of the first payment type and the payment type/method ($50 – cash)
5. Select the Invoice to apply it to, and click Save & New
6. Follow steps 3 through 5 for each payment type until the Invoice no longer has a balance due
Here is how I have handled factoring for my clients over the years:
First remember that you typically will have two new accounts in a factoring situation: one for escrow (which is a portion of the total amount held back by the factoring company), and an operating account - which will show the actual money made available to you for the receivables purchase.
Sometimes the operating account will actually be your own account, and not two separate accounts. Depends upon the factoring company and your arrangement with them.
Once the factoring company purchases the receivables, receive payment against the invoices Your invoices will now show that they are paid in full and if sales taxes are involved they will correctly show as being paid.
Now you will need to create a deposit to represent the amount received in the operating account; while using the cash back window to create a debit to the escrow account. (You could also receive the payments directly to the operating account, and then create a j/e for the escrow amounts, but this is an easy shortcut)
Once the factoring company receives the money from the client, it will then send you a notice for their fees. Create a journal entry to debit the fees, and credit the escrow account.
I have found that this method allows you to reconcile your operating and escrow accounts like any other bank accounts - although I have typically setup the escrow account as an other current asset because the funds are not readily available to me as a true bank account - unless the factoring company tells me I have the minimum necessary escrow amount.
If the factoring company is unable to collect on the account, they will credit back against your escrow account, and your entry will debit A/R for that customer again. What you need to track here is that you do NOT want to pay your sales tax twice, so you will need to make an adjustment to your sales tax report for that period. This is the only part of this operation that does not flow properly through QB using my methods.
I have attached a simple t-account spreadsheet so you can see the flow of dollars.
Another thing to remember, is that the factoring company generally sends the statements, because they are the new owner of the "paper". In some cases you can work with the factoring company on collections operations. Your clients may take a raised eye to someone else collecting money for services you have provided.
Lastly, be very, very cautious of factoring companies. I have seen companies get caught in a vicious circle - because if the clients don't pay on time, the escrow requirements get higher and higher; and when you sell new invoices, you might find out that most of the purchased invoices go towards escrow - instead of your pocket.
First remember that you typically will have two new accounts in a factoring situation: one for escrow (which is a portion of the total amount held back by the factoring company), and an operating account - which will show the actual money made available to you for the receivables purchase.
Sometimes the operating account will actually be your own account, and not two separate accounts. Depends upon the factoring company and your arrangement with them.
Once the factoring company purchases the receivables, receive payment against the invoices Your invoices will now show that they are paid in full and if sales taxes are involved they will correctly show as being paid.
Now you will need to create a deposit to represent the amount received in the operating account; while using the cash back window to create a debit to the escrow account. (You could also receive the payments directly to the operating account, and then create a j/e for the escrow amounts, but this is an easy shortcut)
Once the factoring company receives the money from the client, it will then send you a notice for their fees. Create a journal entry to debit the fees, and credit the escrow account.
I have found that this method allows you to reconcile your operating and escrow accounts like any other bank accounts - although I have typically setup the escrow account as an other current asset because the funds are not readily available to me as a true bank account - unless the factoring company tells me I have the minimum necessary escrow amount.
If the factoring company is unable to collect on the account, they will credit back against your escrow account, and your entry will debit A/R for that customer again. What you need to track here is that you do NOT want to pay your sales tax twice, so you will need to make an adjustment to your sales tax report for that period. This is the only part of this operation that does not flow properly through QB using my methods.
I have attached a simple t-account spreadsheet so you can see the flow of dollars.
Another thing to remember, is that the factoring company generally sends the statements, because they are the new owner of the "paper". In some cases you can work with the factoring company on collections operations. Your clients may take a raised eye to someone else collecting money for services you have provided.
Lastly, be very, very cautious of factoring companies. I have seen companies get caught in a vicious circle - because if the clients don't pay on time, the escrow requirements get higher and higher; and when you sell new invoices, you might find out that most of the purchased invoices go towards escrow - instead of your pocket.
Click here to access a help article that explains how to enter a summary of your daily sales.
If the company file uses invoices to process sales to customers, you MUST use the Receive Payment function to apply the payment to the invoice(s) (okay, unless a payment item has been applied and the invoice is showing 0 due, but this is uncommon and usually used for retainers and advanced payments). Those payments can be set to go right to the bank account or to Undeposited Funds. Receive Payments posts to Accounts Receivable. That's the main difference. It's only the first step, if you use this method, you still might Make Deposits.
If you use Sales Receipts, the money goes right to the bank account or Undeposited Funds.
Any funds sitting in Undeposited Funds are moved into the bank account by using Make Deposit.
If you have a simple sales-income operation, such as:
Give a Hair cut
Get a Check
Don't track customers
Then, at the end of the day, you could Make Deposit, enter the checks and post each "from account" as being "haircut income" for example.
If you do complex customer invoicing but you get a rebate check from, let's say, Staples, you can add that directly into the Make Deposits list, along with any entries that came from Undeposited Funds, posting to offset the original expense account as the "from account" such as, for example, Office Supplies.
If you accept payments via Credit Cards, there are a few different ways to process this in QB, and one of them is to post to a clearing account, to wait for the postings from the CC merchant bank. Then, you could Make deposit of the amounts paid to your bank account.
Those are a few examples.
If you use Sales Receipts, the money goes right to the bank account or Undeposited Funds.
Any funds sitting in Undeposited Funds are moved into the bank account by using Make Deposit.
If you have a simple sales-income operation, such as:
Give a Hair cut
Get a Check
Don't track customers
Then, at the end of the day, you could Make Deposit, enter the checks and post each "from account" as being "haircut income" for example.
If you do complex customer invoicing but you get a rebate check from, let's say, Staples, you can add that directly into the Make Deposits list, along with any entries that came from Undeposited Funds, posting to offset the original expense account as the "from account" such as, for example, Office Supplies.
If you accept payments via Credit Cards, there are a few different ways to process this in QB, and one of them is to post to a clearing account, to wait for the postings from the CC merchant bank. Then, you could Make deposit of the amounts paid to your bank account.
Those are a few examples.
You may need to resort your customer list. To do this:
1. Open your customer center
2. High-light any customer and right-click them
3. Choose resort list
That should also put all of your reports back into alphabetical order.
1. Open your customer center
2. High-light any customer and right-click them
3. Choose resort list
That should also put all of your reports back into alphabetical order.
You can search by customer account number from within the Customer Center. To do this:
1. Open the customer center
2. In the view box at the top of the customer click, click on the drop down arrow and select custom filter
3. In the search field, choose all customers
4. In the for field, enter the account number
5. In the in field, choose either all common fields, or account number
6. Click go
This should find any customer that has the account number you entered.
1. Open the customer center
2. In the view box at the top of the customer click, click on the drop down arrow and select custom filter
3. In the search field, choose all customers
4. In the for field, enter the account number
5. In the in field, choose either all common fields, or account number
6. Click go
This should find any customer that has the account number you entered.
Click here to access the help document that explains how to merge customers.
1. From the Lists menu, choose Customer:Job List . (In 2006 & higher, open the Customer Center)
2. From the Activities menu button, choose Use Register. (In 2006 & higher, click on the Edit menu and select Use Register)
3. Find the customer's opening balance transaction in the register and select it.
4. Click Edit Transaction.
5. On the invoice, change the amount.
6. Save the invoice.
If you did not enter an opening balance for this customer, but instead entered a series of initial transactions, there will not be a single opening balance entry that you can adjust.
2. From the Activities menu button, choose Use Register. (In 2006 & higher, click on the Edit menu and select Use Register)
3. Find the customer's opening balance transaction in the register and select it.
4. Click Edit Transaction.
5. On the invoice, change the amount.
6. Save the invoice.
If you did not enter an opening balance for this customer, but instead entered a series of initial transactions, there will not be a single opening balance entry that you can adjust.
Create a new customer record for the customer with a new address. Rename the old customer record by adding “(old)” at the end of the customer’s name. This should allow you to continue to use the same customer name for the new record.
The statement dates will not update unless statements have been printed for all customers for the date range that appears. If you print statements just for selected customers, or for a particular customer type, the date range and statement date will not move forward.
If you do not need to print statements for all your customers at once, then you can manually change the dates in the Select Statements to Print window.
To print statements, from the QuickBooks File menu, choose Print Forms, and then Statements.
You can print to a file if the printer setup is configured to do so, or print to a print spooler (Print Manager) with the printer turned off. Then delete the print job from the spooler.
If you do not need to print statements for all your customers at once, then you can manually change the dates in the Select Statements to Print window.
To print statements, from the QuickBooks File menu, choose Print Forms, and then Statements.
You can print to a file if the printer setup is configured to do so, or print to a print spooler (Print Manager) with the printer turned off. Then delete the print job from the spooler.
QuickBooks uses the Intuit Standard Statement template, which does not display a due date, as the default template.
To create a customized statement with a field for the due date:
1. From the QuickBooks Lists menu, choose Templates.
2. In the Templates list, click Intuit Standard Statement once to select it.
3. Click Template at the bottom of the list and select Duplicate. A duplicate template will be added to the list.
4. Double-click the duplicate template created in step 3 to open the Customize Statement window (in QuickBooks 2006 versions and prior) or the Basic Customization window (in QuickBooks 2007).
5. In the Template Name field, enter a new name for your customized statement form for QuickBooks 2006 versions and prior. For QuickBooks 2007 versions click on the Manage Templates button, enter a new name for your customized statement form in the Template Name field and then click on the OK button.
6. Click the Fields tab in QuickBooks 2006 and prior versions. In QuickBooks 2007 versions click on the Additional Customization button and then click on the Header tab.
7. Select the Due Date checkbox in the Print column.
8. Click OK. If a Warning window appears, click Relayout.
9. In QuickBooks 2006 and prior versions click OK to close the Customize Statement window. In QuickBooks 2007 versions click OK to close the Additional Customization window and then click OK to close the Basic Customization window.
When you prepare statements for printing, make sure this new template is selected.
Note: To ensure correct due dates on your statements, make sure each customer's record is set up to reflect the desired payment terms. For more information, please review the QuickBooks Help Index topic terms for payment.
To create a customized statement with a field for the due date:
1. From the QuickBooks Lists menu, choose Templates.
2. In the Templates list, click Intuit Standard Statement once to select it.
3. Click Template at the bottom of the list and select Duplicate. A duplicate template will be added to the list.
4. Double-click the duplicate template created in step 3 to open the Customize Statement window (in QuickBooks 2006 versions and prior) or the Basic Customization window (in QuickBooks 2007).
5. In the Template Name field, enter a new name for your customized statement form for QuickBooks 2006 versions and prior. For QuickBooks 2007 versions click on the Manage Templates button, enter a new name for your customized statement form in the Template Name field and then click on the OK button.
6. Click the Fields tab in QuickBooks 2006 and prior versions. In QuickBooks 2007 versions click on the Additional Customization button and then click on the Header tab.
7. Select the Due Date checkbox in the Print column.
8. Click OK. If a Warning window appears, click Relayout.
9. In QuickBooks 2006 and prior versions click OK to close the Customize Statement window. In QuickBooks 2007 versions click OK to close the Additional Customization window and then click OK to close the Basic Customization window.
When you prepare statements for printing, make sure this new template is selected.
Note: To ensure correct due dates on your statements, make sure each customer's record is set up to reflect the desired payment terms. For more information, please review the QuickBooks Help Index topic terms for payment.
There may be credit memos or payments that have not been applied to invoices or statement charges. The list shows a total balance, while the statement shows open invoices.
To resolve this issue, apply all credits and payments:
1. From the QuickBooks Customers menu, choose Receive Payments.
2. Select the customer name from the Customer:Job drop-down list.
3. Select the Apply Existing Credits? checkbox. (The total credits or payments that are unapplied will appear as Existing Credits, just above the checkbox.)
4. Select the invoices or statement charges to which the credits or payments apply.
5. Click OK to save the changes.
To resolve this issue, apply all credits and payments:
1. From the QuickBooks Customers menu, choose Receive Payments.
2. Select the customer name from the Customer:Job drop-down list.
3. Select the Apply Existing Credits? checkbox. (The total credits or payments that are unapplied will appear as Existing Credits, just above the checkbox.)
4. Select the invoices or statement charges to which the credits or payments apply.
5. Click OK to save the changes.
The customer statements used the Bill To information from the customer record to fill in the name and address on the statement. If this Bill To information is missing in the customer record, the name and address will not appear on the statement.
Edit the customer record and add the name and address to the Bill To field.
1. Open the edit customer list
2. Right-click on the customer name and select Edit Customer: Job. The Edit Customer window opens.
3. On the Address Info tab in the Bill To: field, type the Customer name, address, city, state and zip.
4. Click OK.
5. Re-create the statement.
Edit the customer record and add the name and address to the Bill To field.
1. Open the edit customer list
2. Right-click on the customer name and select Edit Customer: Job. The Edit Customer window opens.
3. On the Address Info tab in the Bill To: field, type the Customer name, address, city, state and zip.
4. Click OK.
5. Re-create the statement.
Click here to access an instructional document on how to access finance charges on statements.
Click here to access a help document for this topic.
QuickBooks offers the ability to sort alphabetically or by billing address zip code on statements. For help switching between the two sort orders, click here. Currently, sorting by date is not available.
If you would like this feature, please enter a suggestion to the development team. To do this:
1. Open your QuickBooks program
2. Click on the Help menu
3. Highlight Send Feedback Online
4. Select Product Suggestion
5. Submit your suggestion
If you would like this feature, please enter a suggestion to the development team. To do this:
1. Open your QuickBooks program
2. Click on the Help menu
3. Highlight Send Feedback Online
4. Select Product Suggestion
5. Submit your suggestion
To identify the customers who have not done business with you in the past year, you can use the following report:
1. Click on the Reports menu and choose Custom Summary Report.
2. In the Modify Reports window, under the Display tab, in the Dates field, select the desired time period during which you'd like to see customer activity (for instance Last Calendar Year).
3. In the “Display columns by” field, select a unit of time - it can be the same unit of time selected for the Dates field (for instance, Year).
4. In the “Display rows by” field, select Customer.
5. Click on the Advanced button at the bottom, and change Display Rows from Active to All and then click OK.
6. Click OK to run the report.
The report will display all of your customers, and will show you the dollar amount of business that they have done with you for the time period selected. Any customer who has not done any business with you will show 0.00.
To list only the customers with a 0.00 balance, export the report to Excel and use the Autofilter feature. To do this:
1. Click on Export from the report window.
2. In the Export Report window, select the Advanced tab.
3. Check the Auto Filtering checkbox.
4. Click on Export.
5. Once the report has exported to Excel, you can click on the dropdown for Total and select 0. The report will now display only the customers who have $0.00 activity for the time period.
1. Click on the Reports menu and choose Custom Summary Report.
2. In the Modify Reports window, under the Display tab, in the Dates field, select the desired time period during which you'd like to see customer activity (for instance Last Calendar Year).
3. In the “Display columns by” field, select a unit of time - it can be the same unit of time selected for the Dates field (for instance, Year).
4. In the “Display rows by” field, select Customer.
5. Click on the Advanced button at the bottom, and change Display Rows from Active to All and then click OK.
6. Click OK to run the report.
The report will display all of your customers, and will show you the dollar amount of business that they have done with you for the time period selected. Any customer who has not done any business with you will show 0.00.
To list only the customers with a 0.00 balance, export the report to Excel and use the Autofilter feature. To do this:
1. Click on Export from the report window.
2. In the Export Report window, select the Advanced tab.
3. Check the Auto Filtering checkbox.
4. Click on Export.
5. Once the report has exported to Excel, you can click on the dropdown for Total and select 0. The report will now display only the customers who have $0.00 activity for the time period.
If a customer has an invoice for $100, and a credit memo for $100, they will have a zero balance. However, unless you apply that credit memo to the invoice, you will find that customer has an open balance, and will show up on reports they normally would not.
To resolve this, go into the receive payments screen and select your customer. Apply any available credits to any outstanding invoices. You should then no longer see that customer on the report.
To resolve this, go into the receive payments screen and select your customer. Apply any available credits to any outstanding invoices. You should then no longer see that customer on the report.
You may need to resort your customer list. To do this:
1. Open your customer center
2. High-light any customer and right-click them
3. Choose resort list
That should put all of your reports back into alphabetical order.
1. Open your customer center
2. High-light any customer and right-click them
3. Choose resort list
That should put all of your reports back into alphabetical order.
To issue a refund to a customer for a partially paid invoice, create a credit memo for the entire amount of the original invoice, write a refund check against the credit memo for the amount paid against the invoice, and then apply the remaining amount of the credit memo to the original invoice.
To create the credit memo, choose Create Credit Memos/Refunds from the QuickBooks Customers menu.
Note: Create a credit memo for the full amount of the original invoice, and include the same items and quantities from the original invoice. (Do not save the credit memo yet.)
To create a refund check:
1. Click the Check Refund icon near the top of the window.
2. In the Write Checks window, change the amount on the refund check from the full invoice total to the amount of the partial payment, and then click Save & Close.
3. Click History to verify the refund check is linked correctly to the credit memo history, and then click Cancel.
4. Click Save & Close.
5. Apply the remaining amount of the credit memo to the original invoice in the following manner:
6. From the QuickBooks Customers menu, choose Receive Payments.
7. From the Received From drop-down list, select the customer who is receiving the credit.
Note: The available credit amount is labeled Unused Credits and appears in the lower right part of the window.
8. In the Applied To list, select the original invoice.
9. At the bottom of the list of invoices, click Set Credits to display the Discount and Credits window.
10. Select the available credits you want to apply.
Note: If necessary, adjust the credit amount in the Amt. to Use column.
11. Click Done to save your credit selection, and then click Save & Close to apply and record the credit.
12. View the invoice to ensure it is now marked PAID, and then click Cancel.
To create the credit memo, choose Create Credit Memos/Refunds from the QuickBooks Customers menu.
Note: Create a credit memo for the full amount of the original invoice, and include the same items and quantities from the original invoice. (Do not save the credit memo yet.)
To create a refund check:
1. Click the Check Refund icon near the top of the window.
2. In the Write Checks window, change the amount on the refund check from the full invoice total to the amount of the partial payment, and then click Save & Close.
3. Click History to verify the refund check is linked correctly to the credit memo history, and then click Cancel.
4. Click Save & Close.
5. Apply the remaining amount of the credit memo to the original invoice in the following manner:
6. From the QuickBooks Customers menu, choose Receive Payments.
7. From the Received From drop-down list, select the customer who is receiving the credit.
Note: The available credit amount is labeled Unused Credits and appears in the lower right part of the window.
8. In the Applied To list, select the original invoice.
9. At the bottom of the list of invoices, click Set Credits to display the Discount and Credits window.
10. Select the available credits you want to apply.
Note: If necessary, adjust the credit amount in the Amt. to Use column.
11. Click Done to save your credit selection, and then click Save & Close to apply and record the credit.
12. View the invoice to ensure it is now marked PAID, and then click Cancel.
The default when passing time to invoices is to display the notes field. When selecting time entries to post to invoices, click on the radio button that indicates to transfer item descriptions to invoices:
1. From the Customer invoice, click Add/Time Costs button.
2. From the Choose Billable Time and Costs window, ensure the Time tab is active, and click the Options button.
3. From the Options for Transferring Billable Time window, click the Transfer item descriptions radio button and click OK twice.
1. From the Customer invoice, click Add/Time Costs button.
2. From the Choose Billable Time and Costs window, ensure the Time tab is active, and click the Options button.
3. From the Options for Transferring Billable Time window, click the Transfer item descriptions radio button and click OK twice.
If you have the Estimate and/or Sales Order preferences set to not print items with a $0.00 amount, and the invoice is created from either of those forms, the invoice will also not print items that have a $0.00 amount. This is designed so all linked forms show consistency.
Please do one of the following:
1. Create an invoice from scratch to be able to print $0.00 amounts.
OR
2. Edit the Estimate/Sales Order preferences to allow printing of $0.00 line items so invoices created from these forms will inherit the same behavior:
a. From the QuickBooks Edit menu, choose Preferences
b. Select Jobs and Estimates, and click Company Preferences
c. Clear Don't Print Items that have a Zero Amount
d. Click OK
Please do one of the following:
1. Create an invoice from scratch to be able to print $0.00 amounts.
OR
2. Edit the Estimate/Sales Order preferences to allow printing of $0.00 line items so invoices created from these forms will inherit the same behavior:
a. From the QuickBooks Edit menu, choose Preferences
b. Select Jobs and Estimates, and click Company Preferences
c. Clear Don't Print Items that have a Zero Amount
d. Click OK
Changing the Invoice Date will not update Invoice Due Date unless the Terms field and Terms show on the Invoice.
Assign the terms to the Customer so they will auto fill on the Invoice:
1. In QuickBooks 2004 and QuickBooks 2005, from the Edit menu, select Customers:Job list.
2. In QuickBooks 2006 and QuickBooks 2007, open the Customer Center.
3. Right click on the customer and select Edit Customer:Job.
4. Select the Additional Info tab.
5. Select the down arrow on Terms and select the correct terms.
6. If not listed then add/new and setup the terms.Select OK to close the Edit Customer.
Edit the customized Invoice Template and add the Terms field to the screen:
1. From the List menu, select Templates.
2. Right click on the Customized Template and select Edit Template.
3. Select the Fields tab.
4. Click the Terms checkbox under the Screen column to show Terms onscreen.
5. Click OK to close the Customize Invoice Screen.
Correcting the Invoice.
1. On the invoice ensure the Terms are showing in the Terms field.
2. Change the Invoice date, the Due Date will now update.
Assign the terms to the Customer so they will auto fill on the Invoice:
1. In QuickBooks 2004 and QuickBooks 2005, from the Edit menu, select Customers:Job list.
2. In QuickBooks 2006 and QuickBooks 2007, open the Customer Center.
3. Right click on the customer and select Edit Customer:Job.
4. Select the Additional Info tab.
5. Select the down arrow on Terms and select the correct terms.
6. If not listed then add/new and setup the terms.Select OK to close the Edit Customer.
Edit the customized Invoice Template and add the Terms field to the screen:
1. From the List menu, select Templates.
2. Right click on the Customized Template and select Edit Template.
3. Select the Fields tab.
4. Click the Terms checkbox under the Screen column to show Terms onscreen.
5. Click OK to close the Customize Invoice Screen.
Correcting the Invoice.
1. On the invoice ensure the Terms are showing in the Terms field.
2. Change the Invoice date, the Due Date will now update.
Progress invoicing is invoicing from an estimate in stages instead of for the full billing. When you turn on progress invoicing, you can create an invoice for part of an estimate. QuickBooks gives you the choice of invoicing either for a fixed percentage of the entire estimate, or for different percentages of each line item on the estimate. You can also show on the invoice how much of the estimate you have previously billed to the customer.
Before you create a progress invoice for a job, you must do two things:
Make sure the Progress Invoicing preference is set
Create an estimate for the job using items
To create a progress invoice
1. From the Customers menu, choose Create Invoices .
2. Select the job from the Customer:Job drop-down list.
Since you have created one or more estimates for the job, QuickBooks displays a window for you to select the estimate you want to create a progress invoice against.
3. Select the estimate and click OK.
4. When the "Create Progress Invoice Based On Estimate" window appears, select how you want to create the invoice.
Make your selection based on the type of contract you have with the customer, and click OK.
Use the Help button on this window if you need more information about your options.
5. If the "Specify Invoice Amounts for Items on Estimate" window appears, enter the amount, percentage, quantity, and/or rate due for each item you want to appear on the invoice, and click OK
Use the Help button on this window for more information.
6. Choose Preview from the Print menu in the Create Invoices window to see how the invoice will look when it is printed. The printed version of an invoice looks different than the screen version.
7. Click Print to print the invoice.
8. When you're satisfied that the invoice is correct, click Save & Close. The invoice will automatically be added to Accounts Receivable.
Before you create a progress invoice for a job, you must do two things:
Make sure the Progress Invoicing preference is set
Create an estimate for the job using items
To create a progress invoice
1. From the Customers menu, choose Create Invoices .
2. Select the job from the Customer:Job drop-down list.
Since you have created one or more estimates for the job, QuickBooks displays a window for you to select the estimate you want to create a progress invoice against.
3. Select the estimate and click OK.
4. When the "Create Progress Invoice Based On Estimate" window appears, select how you want to create the invoice.
Make your selection based on the type of contract you have with the customer, and click OK.
Use the Help button on this window if you need more information about your options.
5. If the "Specify Invoice Amounts for Items on Estimate" window appears, enter the amount, percentage, quantity, and/or rate due for each item you want to appear on the invoice, and click OK
Use the Help button on this window for more information.
6. Choose Preview from the Print menu in the Create Invoices window to see how the invoice will look when it is printed. The printed version of an invoice looks different than the screen version.
7. Click Print to print the invoice.
8. When you're satisfied that the invoice is correct, click Save & Close. The invoice will automatically be added to Accounts Receivable.
Take a look at the "item" associated with the invoice. It sounds like you may have set up an "item" and linked it to a bank account rather than link it to an income account. Instead of reducing accounts receivable it is reducing your bank account when you receive payment.
Compare the item on the invoice that is giving you a problem to an item on an invoice that does not cause the problem. You should be able to quickly spot the set up error on the offending item.
Compare the item on the invoice that is giving you a problem to an item on an invoice that does not cause the problem. You should be able to quickly spot the set up error on the offending item.
The problem all along was how QB defines "Total" you and I think it means the balance due and QB thinks it means what was billed. What needs to happen is you need to replace the "Total" block with the Balance Due block and show payments.
Bring up your invoice in designer, delete the "Total" block at the bottom (click in it and hit the delete key).
Click the button "Add" and select "Data Field" use the scroll bar to select "Balance Due".
Do it again and select "Payments/Checks".
Move those fields to where you want them, I put them toward the bottom, with balance due last. (if you have a tear off portion on the invoice the total block must be replaced by Balance Due too)
Do a print preview to make sure things line up. The invoice will show the total of all payments in the Payments block and it will show the balance due in the balance due block.
Bring up your invoice in designer, delete the "Total" block at the bottom (click in it and hit the delete key).
Click the button "Add" and select "Data Field" use the scroll bar to select "Balance Due".
Do it again and select "Payments/Checks".
Move those fields to where you want them, I put them toward the bottom, with balance due last. (if you have a tear off portion on the invoice the total block must be replaced by Balance Due too)
Do a print preview to make sure things line up. The invoice will show the total of all payments in the Payments block and it will show the balance due in the balance due block.
You can add the total customer balance to invoices. To do this, you would need to customize the invoice:
1. Open the Invoice
2. Click on the Customize button in the top right of the Invoice
3. Select the Additional Customization button at the bottom
4. Choose the Footer tab at the top of the Additional Customization screen
5. Place a check-mark in the Customer Total Balance line
6. Click OK
7. Click OK again
That will show the Customer Total Balance on all invoices you print using that same Invoice Template.
1. Open the Invoice
2. Click on the Customize button in the top right of the Invoice
3. Select the Additional Customization button at the bottom
4. Choose the Footer tab at the top of the Additional Customization screen
5. Place a check-mark in the Customer Total Balance line
6. Click OK
7. Click OK again
That will show the Customer Total Balance on all invoices you print using that same Invoice Template.
Set up a bank-type account for your checking account.
Set up a current liability type account for the Line of Credit.
Do not enter any opening balances when creating the accounts.
Use the checking account for all deposits and checks/debits/bill payments as usual.
When the bank draws from your Line of Credit, use the transfer funds screen to post the transaction.
When you make a payment to the Line of Credit, write a check (put 'autopay' in the number field if the bank debits it).
On the first line of the check account, enter the principle amount, off-setting the Line of Credit. On the next line, hit an expense type account called Interest Expense (you only need one expense account in your Chart of Accounts for any interest that you pay) for the interest portion of your payment.
If there are any fees incurred for using the Line of Credit, use the Write Checks screen with the appropriate account, and enter "fee" in the number field and the amount which will show up on your bank statement.
When you get your bank statement from the checking and the Line of Credit, you will reconcile them both using Banking --> reconcile.
Set up a current liability type account for the Line of Credit.
Do not enter any opening balances when creating the accounts.
Use the checking account for all deposits and checks/debits/bill payments as usual.
When the bank draws from your Line of Credit, use the transfer funds screen to post the transaction.
When you make a payment to the Line of Credit, write a check (put 'autopay' in the number field if the bank debits it).
On the first line of the check account, enter the principle amount, off-setting the Line of Credit. On the next line, hit an expense type account called Interest Expense (you only need one expense account in your Chart of Accounts for any interest that you pay) for the interest portion of your payment.
If there are any fees incurred for using the Line of Credit, use the Write Checks screen with the appropriate account, and enter "fee" in the number field and the amount which will show up on your bank statement.
When you get your bank statement from the checking and the Line of Credit, you will reconcile them both using Banking --> reconcile.
1. Click on the Banking menu and choose Make Deposits
2. Check the deposits that are erroneous and click OK
3. In the next window, on the first blank line click in the “From Account” column
4. Select the income account that was overstated by the duplicate deposit
5. Enter in the amount field, the negative amount
6. Click Save & Close
2. Check the deposits that are erroneous and click OK
3. In the next window, on the first blank line click in the “From Account” column
4. Select the income account that was overstated by the duplicate deposit
5. Enter in the amount field, the negative amount
6. Click Save & Close
Although QuickBooks (U.S. version) does not support multiple currencies, QuickBooks uses the currency symbol specified in your Microsoft Windows Control Panel on printed forms.
To change the currency symbol
1. From the Windows Start menu, choose Settings, and then choose Control Panel.
2. Double-click the Regional Settings icon. (In Windows 2000, double-click Regional Options.)
3. Make sure the correct location is selected to give you the correct currency symbol.
In Windows 95, 98, Me, and NT, select the correct location for International Settings on the Regional Settings tab.
In Windows 2000, click the General tab, and then select the correct location for Your locale (location) from the drop-down list.
4. Click OK to save the new setting.
5. You must restart your computer for the settings to take effect.
Keep in mind that QuickBooks does not support multiple currencies, nor does it perform calculations. If you switch from one currency to another, the exchange rate will not be calculated, only the currency symbol will change.
NOTE: The Canadian version of QuickBooks, does support multiple currencies. Click here to be taken to the QuickBooks Canada site.
To change the currency symbol
1. From the Windows Start menu, choose Settings, and then choose Control Panel.
2. Double-click the Regional Settings icon. (In Windows 2000, double-click Regional Options.)
3. Make sure the correct location is selected to give you the correct currency symbol.
In Windows 95, 98, Me, and NT, select the correct location for International Settings on the Regional Settings tab.
In Windows 2000, click the General tab, and then select the correct location for Your locale (location) from the drop-down list.
4. Click OK to save the new setting.
5. You must restart your computer for the settings to take effect.
Keep in mind that QuickBooks does not support multiple currencies, nor does it perform calculations. If you switch from one currency to another, the exchange rate will not be calculated, only the currency symbol will change.
NOTE: The Canadian version of QuickBooks, does support multiple currencies. Click here to be taken to the QuickBooks Canada site.
QuickBooks does not print check numbers or account information directly to your checks. This is due to banks requiring MICR (Magnetic Ink Character Recognition) to be used on checks for security reasons. However, you can order checks with this information pre-printed at the following link: http://www.intuitmarketplace.com.
Another solution is to purchase a program to print MICR encoded checks. You can find several programs compatible with QuickBooks by going to the following link: http://marketplace.intuit.com and searching for MICR.
Another solution is to purchase a program to print MICR encoded checks. You can find several programs compatible with QuickBooks by going to the following link: http://marketplace.intuit.com and searching for MICR.
There are a couple restrictions for changing fonts on checks. The font for the numeric dollar amount is preset by QuickBooks to Arial 10 point font, and can't be changed. Also, text fonts printed on your checks can't be in color.
These restrictions ensure that your checks comply with banking industry and Check 21 requirements.
These restrictions ensure that your checks comply with banking industry and Check 21 requirements.
You can turn on or off the auto-recall feature in QuickBooks in the General preferences. To do this:
1. Click on the edit menu
2. Select Preferences
3. Choose General on the left
4. Click on the My Preferences tab at the top
5. Check or uncheck Automatically recall last transaction for this name
6. Click OK
1. Click on the edit menu
2. Select Preferences
3. Choose General on the left
4. Click on the My Preferences tab at the top
5. Check or uncheck Automatically recall last transaction for this name
6. Click OK
The check template is not editable like the invoice template is. Because of the size of checks, the logo is not resizable, and will automatically be displayed in a square format.
A balloon payment loan is a formalized loan with a final payment that is larger than the regular payment amount. Balloon payment loans usually have a lower interest rate than a standard loan to compensate for the larger, final payment. Most balloon payment loans have fixed monthly principal and interest payments with a defined payback period.
In some balloon payment loans, each payment covers only the accrued interest (without affecting the principal), and the entire, original loan amount is due at the end of the repayment period. This type of balloon payment loan is also referred to as a non-amortized loan, an interest-only loan, or a one-payment loan. This one-payment type of loan cannot be tracked in the Loan Manager.
If your loan terms include a balloon payment, it will appear as the final payment in your Loan Manager Payment Schedule. The Loan Manager automatically calculates the amount of this payment using the information you entered when you added the loan to the Loan Manager and to the current balance of your QuickBooks liability account. (If a balloon payment appears that was not part of your loan terms, check your journal entries and the Loan Manager loan details for accuracy.) Small discrepancies can occur due to calculation methods.
In some balloon payment loans, each payment covers only the accrued interest (without affecting the principal), and the entire, original loan amount is due at the end of the repayment period. This type of balloon payment loan is also referred to as a non-amortized loan, an interest-only loan, or a one-payment loan. This one-payment type of loan cannot be tracked in the Loan Manager.
If your loan terms include a balloon payment, it will appear as the final payment in your Loan Manager Payment Schedule. The Loan Manager automatically calculates the amount of this payment using the information you entered when you added the loan to the Loan Manager and to the current balance of your QuickBooks liability account. (If a balloon payment appears that was not part of your loan terms, check your journal entries and the Loan Manager loan details for accuracy.) Small discrepancies can occur due to calculation methods.
Why should I pay my loans through the Loan Manager?
Any payment that you set up from this window applies only to the specified payment number. The information you change from your standard payment – payment type, principal amount , interest amount, etc. – is reset to the standard payment information the next time you set up a payment for this loan (i.e., for the next payment number). Also, if you have not set up an opening balance for the loan account, you will not be able to set up a payment for it.
1. From the Banking menu, choose Loan Manager.
2. From the list of loans, select the loan you're setting up for payment. What if I don’t see the loan I’m looking for? There are two reasons that a loan might be missing from the Loan Manager list: You made the loan inactive in your Chart of Accounts list. To fix this problem, return to the Chart of Accounts, reactivate the loan, then close and then reopen the Loan Manager window to update list of loans. You added a new loan liability account after you had already opened the Loan Manager window. To fix this problem, close and then reopen the Loan Manager window to update the list of loans.
3. Click Set Up Payment.
4. Select a Payment Type. What’s the difference between a regular and an extra payment? Regular payments are your scheduled payment amounts of principal, interest, and escrow (if any) per your loan terms. An extra payment is made in addition to regular payments. When you set up a payment through the Loan Manager, you can specify how much of the extra payment is to be applied to the principal, the interest, and/or to the fees and charges on your loan.
5. Review the Account Information. You can change any incorrect information by editing the liability account for the loan.
6. Review the Payment Information, and make any adjustments or entries. If you need assistance with filling in any of the fields, click Help.
7. Choose a payment method, based on how you pay your vendors. Choose "Write a check" if you write checks for your loan as the payments are due. Choose "Enter a bill" if you track your expenses by first entering bills for them. What is the difference between tracking bills and writing a check?
8. Click OK.
Any payment that you set up from this window applies only to the specified payment number. The information you change from your standard payment – payment type, principal amount , interest amount, etc. – is reset to the standard payment information the next time you set up a payment for this loan (i.e., for the next payment number). Also, if you have not set up an opening balance for the loan account, you will not be able to set up a payment for it.
1. From the Banking menu, choose Loan Manager.
2. From the list of loans, select the loan you're setting up for payment.
3. Click Set Up Payment.
4. Select a Payment Type.
5. Review the Account Information.
6. Review the Payment Information, and make any adjustments or entries.
7. Choose a payment method, based on how you pay your vendors.
8. Click OK.
This could be caused if the payment was not made through the Loan Manager. When a payment is made through the Loan Manager the loan acknowledges that payment has been made and will set the alert date to the next bill date.
If the loan has not been paid you can:
1. From the Alert click on the link
2. Highlight the loan and choose Setup Payment.
3. Save the payment.
Or:
1. From the Alert click on the link.
2. Highlight the loan and choose Edit Loan Details.
3. Click next on Enter Account Information About this loan.
4. At the bottom of the Enter Payment Information for this Loan deselect the checkmark for Alert me 10 days before payment is due
5. Click Next
6. Finally OK
If the loan has not been paid you can:
1. From the Alert click on the link
2. Highlight the loan and choose Setup Payment.
3. Save the payment.
Or:
1. From the Alert click on the link.
2. Highlight the loan and choose Edit Loan Details.
3. Click next on Enter Account Information About this loan.
4. At the bottom of the Enter Payment Information for this Loan deselect the checkmark for Alert me 10 days before payment is due
5. Click Next
6. Finally OK
Undeposited Funds is an account that holds your received payments until you are ready to deposit them. There is a preference in QuickBooks that allows you to automatically use this account in the received payments screen. But the important thing to remember; is that if you receive a payment to this account, you then need to make the deposit in the Make Deposits screen to your bank account.
Click here to access a discussion that outlines the process of using this account.
If you want even more information, click here.
Click here to access a discussion that outlines the process of using this account.
If you want even more information, click here.
QuickBooks will not allow you to make a negative deposit. If you want to record a deposit when your credit card refunds are greater than your payments, try the following procedure.
1. Create a new account with a type of Other Current Asset. (This account will be used as a temporary clearing account. There will be a transaction entered in this register, although the amount will be zero.)
2. In the Payments to Deposit window, select the payments and refunds you want to deposit, as you usually do.
3. On the Make Deposits screen, instead of depositing to the account you normally use, change the Deposit To field to the clearing account you created in step 1.
4. On the last line of the deposit, select your checking account in the From Account field, and enter the amount necessary to zero out the deposit.
5. When the Deposit Subtotal is zero, save the transaction.
This will create a negative deposit in your bank account for the correct amount. The clearing account you created will show the transaction but will have an amount of zero. This clearing account should never have a balance.
1. Create a new account with a type of Other Current Asset. (This account will be used as a temporary clearing account. There will be a transaction entered in this register, although the amount will be zero.)
2. In the Payments to Deposit window, select the payments and refunds you want to deposit, as you usually do.
3. On the Make Deposits screen, instead of depositing to the account you normally use, change the Deposit To field to the clearing account you created in step 1.
4. On the last line of the deposit, select your checking account in the From Account field, and enter the amount necessary to zero out the deposit.
5. When the Deposit Subtotal is zero, save the transaction.
This will create a negative deposit in your bank account for the correct amount. The clearing account you created will show the transaction but will have an amount of zero. This clearing account should never have a balance.
1. From the Banking menu, choose Make Deposits.
2. If the Payments to Deposit window opens, select the payment(s) you would like to deposit now and click OK.
3. In the Make Deposits window, select the bank account for the deposit.
4. Click anywhere below the last payment in the list to add an entry. (If the list is full, click anywhere in the list and press Ctrl+Ins to add another line).
5. In the From Account column, select the expense account from the pull-down list to be associated with the fees.
6. Enter the amount of the fee as a negative number in the amount field.
7. Choose Save & Close.
2. If the Payments to Deposit window opens, select the payment(s) you would like to deposit now and click OK.
3. In the Make Deposits window, select the bank account for the deposit.
4. Click anywhere below the last payment in the list to add an entry. (If the list is full, click anywhere in the list and press Ctrl+Ins to add another line).
5. In the From Account column, select the expense account from the pull-down list to be associated with the fees.
6. Enter the amount of the fee as a negative number in the amount field.
7. Choose Save & Close.
When receiving payment from a customer, use the undeposited funds account. This will serve as a placeholder for your funds until they get deposited as a group into your bank. Once you make a deposit at the bank, go to make deposits in QuickBooks and select the payments that were in your deposit.
This will ensure your bank statement deposits match the deposits made in QuickBooks.
This will ensure your bank statement deposits match the deposits made in QuickBooks.
Q:
I am reconciling the entire 2005-year for a friend. He's got four different businesses that he transfers large portions of money in and out of all the time. It’s a "rob Peter to pay Paul" scenario.
How should these transfers be classified? Or what account should the transfers be put under. He wants "Owners Equity" for all of these transfers because he doesn’t want them to look like income.
Is "Owners Equity" correct?
A:
If you have ever done a consolidation worksheet, you know that when you lay out balance sheets side-by-side you carefully arrange them so that the appropriate accounts are on the same line and will naturally add across to a meaningful total.
When you are dealing with inter-company transfers of any kind, the accounts used on all sets of records should be on the same line in the consolidation worksheet, and if the balances are reconciled they will sum to zero.
Usually there is a net balance due from or to each company. Since the transactions are related more to borrowing activities, than to capital investments, I prefer not to use equity accounts. I recommend using "Other Asset" accounts for these inter-company transfers.
Every transaction has to be recorded twice, once by each of the two companies that are affected. A disbursement by one goes into the appropriate inter-company account, and the recipient then records a corresponding receipt from the reciprocal inter-company account.
If you have done it correctly you can print a detail transaction report for each of the reciprocal accounts, and when you lay them out on a table side-by-side every debit in one report will be matched by a credit in another report. Including; identical transaction date, description, and memo.
The question about what to do with the resulting net due to- or from- is an issue best left to the tax advisor.
Sometimes when strong departmental segregation is needed within the same company I'll set up a "clearing account" for each department. Since the transfers are intra-company rather than inter-company I'll put the clearing account at the tail end of the chart. With intra-company transfers it usually doesn't matter if there is a balance at the end of the period or not.
What is interesting about this technique is that this is how the accountants did it in the olden days when there were no computers and no mechanical adders, let alone electronic calculators. In large companies they had to break the ledgers down into smaller and smaller components so that a human being could physically work with the amount of data that they had. These individual sub-ledgers were kept in balance through the use of clearing accounts, or in the case of AR and AP there were control accounts to keep them in balance. Reconciling the clearing (and control) accounts was a tedious, but necessary task.
I am reconciling the entire 2005-year for a friend. He's got four different businesses that he transfers large portions of money in and out of all the time. It’s a "rob Peter to pay Paul" scenario.
How should these transfers be classified? Or what account should the transfers be put under. He wants "Owners Equity" for all of these transfers because he doesn’t want them to look like income.
Is "Owners Equity" correct?
A:
If you have ever done a consolidation worksheet, you know that when you lay out balance sheets side-by-side you carefully arrange them so that the appropriate accounts are on the same line and will naturally add across to a meaningful total.
When you are dealing with inter-company transfers of any kind, the accounts used on all sets of records should be on the same line in the consolidation worksheet, and if the balances are reconciled they will sum to zero.
Usually there is a net balance due from or to each company. Since the transactions are related more to borrowing activities, than to capital investments, I prefer not to use equity accounts. I recommend using "Other Asset" accounts for these inter-company transfers.
Every transaction has to be recorded twice, once by each of the two companies that are affected. A disbursement by one goes into the appropriate inter-company account, and the recipient then records a corresponding receipt from the reciprocal inter-company account.
If you have done it correctly you can print a detail transaction report for each of the reciprocal accounts, and when you lay them out on a table side-by-side every debit in one report will be matched by a credit in another report. Including; identical transaction date, description, and memo.
The question about what to do with the resulting net due to- or from- is an issue best left to the tax advisor.
Sometimes when strong departmental segregation is needed within the same company I'll set up a "clearing account" for each department. Since the transfers are intra-company rather than inter-company I'll put the clearing account at the tail end of the chart. With intra-company transfers it usually doesn't matter if there is a balance at the end of the period or not.
What is interesting about this technique is that this is how the accountants did it in the olden days when there were no computers and no mechanical adders, let alone electronic calculators. In large companies they had to break the ledgers down into smaller and smaller components so that a human being could physically work with the amount of data that they had. These individual sub-ledgers were kept in balance through the use of clearing accounts, or in the case of AR and AP there were control accounts to keep them in balance. Reconciling the clearing (and control) accounts was a tedious, but necessary task.
If your QuickBooks beginning balance is different from the beginning balance on your bank statement in your previously reconciled account, you need to find the cause of the discrepancy.
Some reasons that may cause a discrepancy:
You may have uncleared a transaction directly in the account register by mistake. If you do this, your beginning balance will be off by that amount. You'll be able to see this in the Reconciliation Discrepancy report.
or
You've changed or deleted a previously cleared transaction that you have already reconciled. To fix this, you'll need to undo the previous reconciliation, then reconcile again with the correct transactions.
What to do next
1. You can find the discrepancy using the Reconciliation Discrepancy report.
2. If you're able to resolve the discrepancy, click Restart Reconciliation.
3. If you think your discrepancy might be caused by a previous reconciliation, click Undo Last Reconciliation. Once this process completes, you will need to reconcile that particular statement again.
If you don't mind the discrepancy
Ignore the discrepancy for now. When you finish reconciling, QuickBooks adds an adjustment transaction to the Reconciliation Discrepancies account.
It is not a good idea to ignore a large discrepancy. If you do, you'll be adding a large adjustment that you won't be able to account for properly.
Some reasons that may cause a discrepancy:
You may have uncleared a transaction directly in the account register by mistake. If you do this, your beginning balance will be off by that amount. You'll be able to see this in the Reconciliation Discrepancy report.
or
You've changed or deleted a previously cleared transaction that you have already reconciled. To fix this, you'll need to undo the previous reconciliation, then reconcile again with the correct transactions.
What to do next
1. You can find the discrepancy using the Reconciliation Discrepancy report.
2. If you're able to resolve the discrepancy, click Restart Reconciliation.
3. If you think your discrepancy might be caused by a previous reconciliation, click Undo Last Reconciliation. Once this process completes, you will need to reconcile that particular statement again.
If you don't mind the discrepancy
Ignore the discrepancy for now. When you finish reconciling, QuickBooks adds an adjustment transaction to the Reconciliation Discrepancies account.
It is not a good idea to ignore a large discrepancy. If you do, you'll be adding a large adjustment that you won't be able to account for properly.
To pay a credit card bill, first reconcile the credit card statement against the entries you've made in QuickBooks. After the reconciliation is complete, you can select to pay all, part, or none of the bill.
1. Display the Reconcile window
2. From the Account to Reconcile list, select the credit card account you want to reconcile.
3. Compare the opening balance from your statement with the Opening Balance in the Reconcile window.
If the amounts don't match
4. Find the ending balance on your statement and enter it in the Ending Balance field.
5. (Optional) Complete the "Transactions to be added" section of the Reconcile window:
If the credit card statement shows a finance charge that you have not yet entered into your QuickBooks records, enter that amount in the Finance Charges field.
In the Account field, enter the expense account you use to track finance charges.
6. When you find a transaction in the Reconcile window that matches a transaction on the statement, click the transaction to mark it as to be cleared.
If an amount doesn't match or a transaction contains an error, correct the transaction.
a. In the Reconcile window, double-click the incorrect transaction to display it.
b. Correct the error and click Save to record the change.
c. Click in the Reconcile window or choose Reconcile from the Banking menu to return to the list of items you were marking.
d. Put a checkmark in the column to indicate that the check is reconciled to your bank statement.
7. If you find a transaction on your statement that is missing from the QuickBooks list, enter the transaction now.
8. When you've finished marking transactions, look at the Difference in the bottom right corner of the Reconcile window:
If the Difference is 0.00, click Reconcile Now. You've reconciled the account with your statement.
If the Difference is not zero, your QuickBooks account doesn't match your credit card statement. Find and correct as many differences as you can, click Reconcile Now, and follow the instructions onscreen.
9. Decide whether you want to write a check now or enter a bill for later payment through accounts payable.
If you choose to pay the bill now, the Write Checks window appears. You can pay all or part of the credit card bill.
10. Click OK.
11. Complete the payment transaction:
If this is the first time you are paying this credit card company, enter the name of the credit card company in the "Pay to the order of" field (if you are writing a check), or the Vendor field (if you are entering a bill). For subsequent payments, QuickBooks remembers the name of the credit card company and fills it in for you.
If you want to pay part of the amount due, edit the amount that QuickBooks has filled in.
Save the transaction.
If you are writing a check, you can have QuickBooks print the check now by clicking Print.
1. Display the Reconcile window
2. From the Account to Reconcile list, select the credit card account you want to reconcile.
3. Compare the opening balance from your statement with the Opening Balance in the Reconcile window.
If the amounts don't match
4. Find the ending balance on your statement and enter it in the Ending Balance field.
5. (Optional) Complete the "Transactions to be added" section of the Reconcile window:
If the credit card statement shows a finance charge that you have not yet entered into your QuickBooks records, enter that amount in the Finance Charges field.
In the Account field, enter the expense account you use to track finance charges.
6. When you find a transaction in the Reconcile window that matches a transaction on the statement, click the transaction to mark it as to be cleared.
If an amount doesn't match or a transaction contains an error, correct the transaction.
a. In the Reconcile window, double-click the incorrect transaction to display it.
b. Correct the error and click Save to record the change.
c. Click in the Reconcile window or choose Reconcile from the Banking menu to return to the list of items you were marking.
d. Put a checkmark in the column to indicate that the check is reconciled to your bank statement.
7. If you find a transaction on your statement that is missing from the QuickBooks list, enter the transaction now.
8. When you've finished marking transactions, look at the Difference in the bottom right corner of the Reconcile window:
If the Difference is 0.00, click Reconcile Now. You've reconciled the account with your statement.
If the Difference is not zero, your QuickBooks account doesn't match your credit card statement. Find and correct as many differences as you can, click Reconcile Now, and follow the instructions onscreen.
9. Decide whether you want to write a check now or enter a bill for later payment through accounts payable.
If you choose to pay the bill now, the Write Checks window appears. You can pay all or part of the credit card bill.
10. Click OK.
11. Complete the payment transaction:
If this is the first time you are paying this credit card company, enter the name of the credit card company in the "Pay to the order of" field (if you are writing a check), or the Vendor field (if you are entering a bill). For subsequent payments, QuickBooks remembers the name of the credit card company and fills it in for you.
If you want to pay part of the amount due, edit the amount that QuickBooks has filled in.
Save the transaction.
If you are writing a check, you can have QuickBooks print the check now by clicking Print.
Turn off the print spooler before you click on the reconcile now button. Turning off the Print Spooler should allow successful reconciliation and the ability to print the reconciliation reports. Follow these steps to turn off the Print Spooler in Microsoft Windows XP and Microsoft Windows 2000:
1. Right-click My Computer and select Manage to open the Computer Management window.
2. Click Services and Applications to expand the list.
3. Click Services.
4. Right-click Print Spooler, and then click Stop.
Remember to start the print spooler again after completing the reconciliation.
1. Right-click My Computer and select Manage to open the Computer Management window.
2. Click Services and Applications to expand the list.
3. Click Services.
4. Right-click Print Spooler, and then click Stop.
Remember to start the print spooler again after completing the reconciliation.
1. From the Reports menu, choose Accountant and Taxes. Then choose Transaction Detail by Account.
2. In the Transaction Detail by Account window, select a date range and choose how you'd like the transactions sorted (for example, by Date).
3. On the report buttonbar, click Modify Report.
4. Select the Filters tab.
5. From the list of filters, select Online Status.
6. From the Online Status drop-down list, choose Online Sent and then click OK.
2. In the Transaction Detail by Account window, select a date range and choose how you'd like the transactions sorted (for example, by Date).
3. On the report buttonbar, click Modify Report.
4. Select the Filters tab.
5. From the list of filters, select Online Status.
6. From the Online Status drop-down list, choose Online Sent and then click OK.
This report lists all online transactions that have been processed within the selected time period.
Creating a report that shows payments and the invoices and deposits they are linked to.
1. In QuickBooks, go to Reports
2. Select Banking from the Reports menu
3. Open a Check Detail Report
4. Click Modify Report
5. Select your Date Range
6. Select the Filters Tab
7. Remove all Existing Filters
8. Filter for Account = All
9. Filter for Transaction Type = Payment
10. Filter for Detail Level = All Except Summary
11. Select the Header/Footer Tab
12. Change Report Name to Payment History Report
13. Select OK.
14. Memorize Report by selecting the button at the top of the report.
Note: You can also successfully filter this report for specific customers as well. In addition if you filter for Detail level = Summary Only it will only show linked deposits.
This report assumes all payments post to Undeposited Funds, if some payments post directly to the bank account you would want to add those accounts to the account filter using multiple accounts select both undeposited funds and accounts payments deposit to.
1. In QuickBooks, go to Reports
2. Select Banking from the Reports menu
3. Open a Check Detail Report
4. Click Modify Report
5. Select your Date Range
6. Select the Filters Tab
7. Remove all Existing Filters
8. Filter for Account = All
9. Filter for Transaction Type = Payment
10. Filter for Detail Level = All Except Summary
11. Select the Header/Footer Tab
12. Change Report Name to Payment History Report
13. Select OK.
14. Memorize Report by selecting the button at the top of the report.
Note: You can also successfully filter this report for specific customers as well. In addition if you filter for Detail level = Summary Only it will only show linked deposits.
This report assumes all payments post to Undeposited Funds, if some payments post directly to the bank account you would want to add those accounts to the account filter using multiple accounts select both undeposited funds and accounts payments deposit to.
QuickBooks uses three distinct symbols to represent the three states of a transaction:
- Cleared, but not yet reconciled - an asterisk
- Reconciled - a checkmark
- Matched to an online bank statement - a lightning bolt
- Cleared, but not yet reconciled - an asterisk
- Reconciled - the letter X
- Matched to an online bank statement - the letter M
QuickBooks supports two different connection methods for online banking services. The connection method you use is determined by your financial institution.
Direct connection
Allows use of all types of online banking services (statement download, transfers, e-mail, bill payment) provided they are supported by your financial institution.
Accessed from the Online Banking Center within QuickBooks.
QuickBooks makes a secure connection directly with the financial institution's server.
The button in the Online Banking Center that initiates an online session is titled "Go Online".
Account information is set up by the user within QuickBooks prior to connecting to the Financial Institution.
WebConnect
Only allows statement download for bank accounts and credit cards.
Accessed through the financial institution's web site.
Statement information is downloaded through a secure web browser connection and then imported into QuickBooks.
The button in the Online Banking Center that initiates an online session is titled "Go Online" and will also take you to the financial institution's web site.
Account information is set up during the initial download from the financial institution.
Direct connection
Allows use of all types of online banking services (statement download, transfers, e-mail, bill payment) provided they are supported by your financial institution.
Accessed from the Online Banking Center within QuickBooks.
QuickBooks makes a secure connection directly with the financial institution's server.
The button in the Online Banking Center that initiates an online session is titled "Go Online".
Account information is set up by the user within QuickBooks prior to connecting to the Financial Institution.
WebConnect
Only allows statement download for bank accounts and credit cards.
Accessed through the financial institution's web site.
Statement information is downloaded through a secure web browser connection and then imported into QuickBooks.
The button in the Online Banking Center that initiates an online session is titled "Go Online" and will also take you to the financial institution's web site.
Account information is set up during the initial download from the financial institution.
When you download transactions from your financial institution, and select the Show Register checkbox while viewing a QuickStatement (a list of transactions that have taken place since your last download, and any transactions not matched from previous downloads), QuickBooks tries to match transactions from the statement with those in your register. The matching process consists of several stages:
Before the matching process:
Prior to beginning the matching process, QuickBooks identifies all register transactions dated more than 90 days prior to the system date of the computer on which QuickBooks is installed, or more than 60 days prior to the earliest date of all the downloaded transactions. These identified register transactions will not be considered for matching. Transactions that have already been reconciled are also discarded from matching consideration.
Primary matching process:
The downloaded transaction amount is compared to the amount of the first remaining register transaction ("remaining" refers to those items left after the criteria applied in "Before the matching process"). If the amounts are not identical, the pair does not constitute a match, and the next register transaction is compared to the downloaded transaction.
If the transaction amounts match, the check numbers are compared. If these numbers also match, the transaction is marked as matched. If the check numbers do not match, the next register transaction is compared:
Only check numbers with numerals are considered as final match candidates in the primary matching process. If the check number in the register contains letters and the downloaded transaction has no check number, the pair is considered a possible match and it moves to the secondary matching process (see below).
If the downloaded transaction is from a financial institution using the OFX protocol (one of the online banking protocols QuickBooks uses) and does not contain a check number, and the register transaction is an online payment with a check number, the pair is considered a possible match and it moves to the secondary matching process (see below).
If there is no check number for either transaction, the pair is considered a possible match and it moves to the secondary matching process.
Secondary matching process:
Next, the dates of the two transactions that are considered a possible match are compared. If the register transaction is dated more than 30 days prior to the downloaded transaction, no match is made. The process returns to primary matching and compares the downloaded transaction with the next register transaction.
If the dates match, the payees of the two transactions are compared. QuickBooks takes both transactions and removes any numbers, the following special characters:
! @ # $ % ^ ( ) / \
the period character, and the space character, as well as any characters following the numbers or special characters. For example, Chevron Oil #456 Newark becomes ChevronOil. Only as many characters as are left in the modified register payee name are compared with the downloaded payee. Therefore, a register payee of ChevronOil (10 characters) will match a downloaded payee of ChevronOilStation, because the latter's first 10 characters match ChevronOil. If the payees match, then the transaction is considered a match. If they do not match, the process proceeds to the supplementary matching process.
Supplementary matching process:
QuickBooks compares the register transaction examined during the secondary matching process against each unmatched transaction in the QuickStatement. If it finds a better pair than was found during the secondary matching process, then it uses the new match instead. Otherwise, QuickBooks creates a match between the current register transaction and the downloaded transaction compared during the secondary matching process.
Before the matching process:
Prior to beginning the matching process, QuickBooks identifies all register transactions dated more than 90 days prior to the system date of the computer on which QuickBooks is installed, or more than 60 days prior to the earliest date of all the downloaded transactions. These identified register transactions will not be considered for matching. Transactions that have already been reconciled are also discarded from matching consideration.
Primary matching process:
The downloaded transaction amount is compared to the amount of the first remaining register transaction ("remaining" refers to those items left after the criteria applied in "Before the matching process"). If the amounts are not identical, the pair does not constitute a match, and the next register transaction is compared to the downloaded transaction.
If the transaction amounts match, the check numbers are compared. If these numbers also match, the transaction is marked as matched. If the check numbers do not match, the next register transaction is compared:
Only check numbers with numerals are considered as final match candidates in the primary matching process. If the check number in the register contains letters and the downloaded transaction has no check number, the pair is considered a possible match and it moves to the secondary matching process (see below).
If the downloaded transaction is from a financial institution using the OFX protocol (one of the online banking protocols QuickBooks uses) and does not contain a check number, and the register transaction is an online payment with a check number, the pair is considered a possible match and it moves to the secondary matching process (see below).
If there is no check number for either transaction, the pair is considered a possible match and it moves to the secondary matching process.
Secondary matching process:
Next, the dates of the two transactions that are considered a possible match are compared. If the register transaction is dated more than 30 days prior to the downloaded transaction, no match is made. The process returns to primary matching and compares the downloaded transaction with the next register transaction.
If the dates match, the payees of the two transactions are compared. QuickBooks takes both transactions and removes any numbers, the following special characters:
! @ # $ % ^ ( ) / \
the period character, and the space character, as well as any characters following the numbers or special characters. For example, Chevron Oil #456 Newark becomes ChevronOil. Only as many characters as are left in the modified register payee name are compared with the downloaded payee. Therefore, a register payee of ChevronOil (10 characters) will match a downloaded payee of ChevronOilStation, because the latter's first 10 characters match ChevronOil. If the payees match, then the transaction is considered a match. If they do not match, the process proceeds to the supplementary matching process.
Supplementary matching process:
QuickBooks compares the register transaction examined during the secondary matching process against each unmatched transaction in the QuickStatement. If it finds a better pair than was found during the secondary matching process, then it uses the new match instead. Otherwise, QuickBooks creates a match between the current register transaction and the downloaded transaction compared during the secondary matching process.
This is where your Undeposited Funds account comes in handy.
1. You would want to receive payment in QuickBooks to your Undeposited Funds account.
2. Then, when you receive your bank statement, make your deposit in QuickBooks.
3. When you make your deposit in QuickBooks, select the payments that match to your statement.
4. Now when you reconcile, or use Online Banking, your deposits will match up exactly.
1. You would want to receive payment in QuickBooks to your Undeposited Funds account.
2. Then, when you receive your bank statement, make your deposit in QuickBooks.
3. When you make your deposit in QuickBooks, select the payments that match to your statement.
4. Now when you reconcile, or use Online Banking, your deposits will match up exactly.
Before you enable your QuickBooks account for online access, determine if your financial institution offers online services:
1. From the QuickBooks Banking menu, choose Online Banking, and select Available Financial Institutions.
(Prior to QuickBooks 2006: Fom the QuickBooks Banking menu, choose Set Up Online Financial Services, and then choose Online List of Available Financial Institutions)
2. An alphabetized list of participating financial institutions will appear on the left side of the Financial Institutions Directory window. Click a link for a financial institution to see contact information and list of supported services.
3. If your financial institution is not listed, you may want to apply for an account with one of the partner financial institutions listed. You may also apply for online bill payment through the QuickBooks Bill Pay Service, which works with any United States account with check-writing privileges.
Note: Each financial institution (not Intuit, Inc.) decides whether or not it will provide online financial services that are compatible with QuickBooks.
Next, you will need to apply for online account access through your participating financial institution:
1. In the Financial Institutions Directory window (see the steps above), click the link for your financial institution.
2. Click Apply Now on the right side of the window and follow the instructions.
After applying, you will receive a confirmation letter from your financial institution, usually within 10 business days. Once you have received this letter, you are ready to enable your QuickBooks account for online access:
1. From the QuickBooks Banking menu, select Online Banking, then choose Setup Account for Online Access.
(Prior to QuickBooks 2006: From the Banking menu, choose Set Up Online Financial Services, and then choose Setup Accoount for Online Access)
2. In the Online Banking Setup Interview window, click the Enable Accounts tab and follow the instructions.
1. From the QuickBooks Banking menu, choose Online Banking, and select Available Financial Institutions.
(Prior to QuickBooks 2006: Fom the QuickBooks Banking menu, choose Set Up Online Financial Services, and then choose Online List of Available Financial Institutions)
2. An alphabetized list of participating financial institutions will appear on the left side of the Financial Institutions Directory window. Click a link for a financial institution to see contact information and list of supported services.
3. If your financial institution is not listed, you may want to apply for an account with one of the partner financial institutions listed. You may also apply for online bill payment through the QuickBooks Bill Pay Service, which works with any United States account with check-writing privileges.
Note: Each financial institution (not Intuit, Inc.) decides whether or not it will provide online financial services that are compatible with QuickBooks.
Next, you will need to apply for online account access through your participating financial institution:
1. In the Financial Institutions Directory window (see the steps above), click the link for your financial institution.
2. Click Apply Now on the right side of the window and follow the instructions.
After applying, you will receive a confirmation letter from your financial institution, usually within 10 business days. Once you have received this letter, you are ready to enable your QuickBooks account for online access:
1. From the QuickBooks Banking menu, select Online Banking, then choose Setup Account for Online Access.
(Prior to QuickBooks 2006: From the Banking menu, choose Set Up Online Financial Services, and then choose Setup Accoount for Online Access)
2. In the Online Banking Setup Interview window, click the Enable Accounts tab and follow the instructions.
There may be an outdated option listed instead, or QuickBooks Bill Pay may need to be added to the financial institution list.
1. Confirm that QuickBooks Bill Pay is not a listed option:
a. While in the QuickBooks Online Banking Setup Interview, advance to the window titled Select a financial institution on the Enable Accounts tab.
b. In the drop-down list labeled I would like to enter information for my accounts at, scroll through the entire list to ensure QuickBooks Bill Pay is not listed. If it is listed, select it and continue with your setup.
2. If you confirm that QuickBooks Bill Pay is not listed, look for the option Intuit Services Corporation in the drop-down list. If this option is listed, you will not be able to add QuickBooks Bill Pay as a financial institution while this option exists.
3. If neither QuickBooks Bill Pay nor Intuit Services Corporation is listed, select the option My financial institution is not on this list, and then click Next.
4. Click Add Financial Institution. (If you receive a message that QuickBooks must launch a Web browser, click OK to continue.)
5. In the Financial Institutions List window, scroll to find QuickBooks Bill Pay and select the adjacent checkbox.
6. Click Add to QuickBooks. (You may need to scroll up in the page to find this button.)
7. Click the browser exit button (the X in the upper right corner) and continue the online banking setup process.
1. Confirm that QuickBooks Bill Pay is not a listed option:
a. While in the QuickBooks Online Banking Setup Interview, advance to the window titled Select a financial institution on the Enable Accounts tab.
b. In the drop-down list labeled I would like to enter information for my accounts at, scroll through the entire list to ensure QuickBooks Bill Pay is not listed. If it is listed, select it and continue with your setup.
2. If you confirm that QuickBooks Bill Pay is not listed, look for the option Intuit Services Corporation in the drop-down list. If this option is listed, you will not be able to add QuickBooks Bill Pay as a financial institution while this option exists.
3. If neither QuickBooks Bill Pay nor Intuit Services Corporation is listed, select the option My financial institution is not on this list, and then click Next.
4. Click Add Financial Institution. (If you receive a message that QuickBooks must launch a Web browser, click OK to continue.)
5. In the Financial Institutions List window, scroll to find QuickBooks Bill Pay and select the adjacent checkbox.
6. Click Add to QuickBooks. (You may need to scroll up in the page to find this button.)
7. Click the browser exit button (the X in the upper right corner) and continue the online banking setup process.
Downloading transactions:
a) You can set up your credit card account in QuickBooks for online banking, which will allow you to download transactions from the credit card company. To do this, go to the Banking menu in QuickBooks, then the Online Banking option, and select "Set up account for online services." (The exact wording of this menu choice may be a little different depending which verison of QuickBooks you're using.)
b) Continue through the online banking setup wizard -- selecting the credit card account in QuickBooks and the credit card company (e.g. American Express). Depending on the credit card company, sometimes you may need to contact them first to activate online banking in QuickBooks or to obtain a new password for downloading transactions -- the setup wizard should tell you if you need to.
c) After you've set up the account, you can download your credit card transactions into QuickBooks by going to the Online Banking Center (icon on the icon bar or via the Online Banking menu under the Banking menu). If you've already manually entered any charges, they will automatically match the downloaded transactions. You'll also be given the opportunity to add any transactions downloaded that were not yet entered in QuickBooks and assign the appropriate accounts. (You can still always manually enter credit card charges as well.)
d) Downloaded transactions are flagged for reconciliation with a lightning bolt in your register. When you go to reconcile your credit card account (if enabled for online banking) using the Reconcile feature in QuickBooks, click on the "Matched" button to show the downloaded transactions that were already flagged for reconciliation.
a) You can set up your credit card account in QuickBooks for online banking, which will allow you to download transactions from the credit card company. To do this, go to the Banking menu in QuickBooks, then the Online Banking option, and select "Set up account for online services." (The exact wording of this menu choice may be a little different depending which verison of QuickBooks you're using.)
b) Continue through the online banking setup wizard -- selecting the credit card account in QuickBooks and the credit card company (e.g. American Express). Depending on the credit card company, sometimes you may need to contact them first to activate online banking in QuickBooks or to obtain a new password for downloading transactions -- the setup wizard should tell you if you need to.
c) After you've set up the account, you can download your credit card transactions into QuickBooks by going to the Online Banking Center (icon on the icon bar or via the Online Banking menu under the Banking menu). If you've already manually entered any charges, they will automatically match the downloaded transactions. You'll also be given the opportunity to add any transactions downloaded that were not yet entered in QuickBooks and assign the appropriate accounts. (You can still always manually enter credit card charges as well.)
d) Downloaded transactions are flagged for reconciliation with a lightning bolt in your register. When you go to reconcile your credit card account (if enabled for online banking) using the Reconcile feature in QuickBooks, click on the "Matched" button to show the downloaded transactions that were already flagged for reconciliation.
Each transaction within the file contains a unique identifier. With a little manual manipulation you can modify this identifier and reload the file. However, be careful the purpose of this unique identifier to make sure you don't import duplicate entries.
1. Open the web connect file with the notepad application (notepad can be found under start->All Programs->Accessories). Once you launch Notepad you select file menu and open menu item. Select your web connect file.
2. Under the edit menu in Notepad select the replace menu item.
3. In "find what" field enter <FITID>
4. In replace field enter <FITID>1
5. Select "Replace All"
6. Close the replace window by hitting "X" or cancel.
7. Save the file by selecting "Save" under File menu and close Notepad.
8. Import the web connect file into quickbooks (file menu-> Utilities-> import->web connect)
1. Open the web connect file with the notepad application (notepad can be found under start->All Programs->Accessories). Once you launch Notepad you select file menu and open menu item. Select your web connect file.
2. Under the edit menu in Notepad select the replace menu item.
3. In "find what" field enter <FITID>
4. In replace field enter <FITID>1
5. Select "Replace All"
6. Close the replace window by hitting "X" or cancel.
7. Save the file by selecting "Save" under File menu and close Notepad.
8. Import the web connect file into quickbooks (file menu-> Utilities-> import->web connect)
There are several add-on programs that may be able to convert a file your bank does offer, into a file that QuickBooks will recognize. Check out the QuickBooks Solution Marketplace for all Intuit approved third party programs.
There is no way to customize the invoice template so that it shows up below the main invoice window exactly like the amount column.
Adding a subtotal item to the last row of the Estimate items subtotals the Invoice amount column and does not subtotal the desired "Estimate Amt" column.
In order for the Estimate Amt column to total, place a subtotal item on the row immediately under the last item row of the Estimate. Then when you convert the Estimate into an Invoice the Subtotal line will carry over.
Adding a subtotal item to the last row of the Estimate items subtotals the Invoice amount column and does not subtotal the desired "Estimate Amt" column.
In order for the Estimate Amt column to total, place a subtotal item on the row immediately under the last item row of the Estimate. Then when you convert the Estimate into an Invoice the Subtotal line will carry over.
You can import a customized form template that was created in another QuickBooks company.
1. If necessary, export the customized template.
2. Open the company file that you want to import the template to.
3. Go to the Lists menu and click Templates.
4. Click Templates at the bottom of the list and then click Import.
5. elect the template you want to import. The file contains the template name followed by a .DES extension. Click Open.
6. Name the imported template. You can keep the original name or change it now.
7. Click OK.
The new template appears in the Templates list and is ready to use in the new company file.
1. If necessary, export the customized template.
2. Open the company file that you want to import the template to.
3. Go to the Lists menu and click Templates.
4. Click Templates at the bottom of the list and then click Import.
5. elect the template you want to import. The file contains the template name followed by a .DES extension. Click Open.
6. Name the imported template. You can keep the original name or change it now.
7. Click OK.
The new template appears in the Templates list and is ready to use in the new company file.
To change the appearance of an invoice, estimate, or sales receipt, you can modify an existing template or copy an existing template and make changes.
1. Go to the Home page and click any of the following: the Estimates icon, the Invoices icon, or the Sales Receipt icon.
2. Display the Manage Templates window. Click the Customize drop-down arrow, then choose Manage Templates.
or From the Basic Customization window, click Manage Templates.
3. Click each template name to preview that template.
4. To create a new template based on the selected template: Click Copy. (Optional) Edit the template name.
5. Click OK to go to the Basic Customization window.
6. Use the Basic Customization window to make simple changes such as adding a logo, changing the color scheme, or changing the font size and style.
7. From the Basic Customization window, click Additional Customization to view additional options. You can click the tabs to view the options for adding or removing fields on different parts of your form.
8. Preview your changes in the window or click Print Preview to see a larger preview.
9. To change the location of any fields in the form, click Layout Designer.
10. Click OK.
1. Go to the Home page and click any of the following: the Estimates icon, the Invoices icon, or the Sales Receipt icon.
2. Display the Manage Templates window.
or
3. Click each template name to preview that template.
4. To create a new template based on the selected template:
6. Use the Basic Customization window to make simple changes such as adding a logo, changing the color scheme, or changing the font size and style.
7. From the Basic Customization window, click Additional Customization to view additional options. You can click the tabs to view the options for adding or removing fields on different parts of your form.
8. Preview your changes in the window or click Print Preview to see a larger preview.
9. To change the location of any fields in the form, click Layout Designer.
10. Click OK.
A template is the foundation of the forms—the invoices, estimates, credit memos, sales orders, purchase orders, sales receipts, statements, packing slips, and pick lists—you use to track your company's purchases and sales.
The template defines what shows onscreen when you fill out the form and what shows on the form when you print it. Templates determine the structure of the form, such as which fields and columns are on the form. They also determine how the form looks—the visual elements of the form, such as the fonts that are used, and any graphics, lines, or borders.
In short, everything that shows on the form, from start to finish, is defined in the template. By editing the template, you can create a form that's customized just for your business. For information on creating your own customized forms, see Customizing your forms.
QuickBooks comes with many templates that you can use for your forms:
Predesigned templates from the QuickBooks Templates Gallery: Probably the fastest and easiest way to use a professional-looking form is to download a predesigned template for free from the QuickBooks Template Gallery (requires Internet connection).
The Template Gallery contains over 100 templates, many with watermarks, remittance slips, rounded corners, and other special touches. In addition, we've created some special examples for common industries. And if you use forms with Intuit window envelopes or want to e-mail a form that's small in size but big in style, we have templates for those too.
Because these templates are already set up for different businesses with different graphics and colors, you can use them as-is or customize them even more. Take a look in the Template Gallery—you may find one that's just what you want.
Regular templates can be customized for your business needs. These templates are already in your Templates list.
Predefined (standard) templates allow some customization, though not nearly as much as the other templates. Like the regular templates, these templates are already in your Templates list.
You can use any of the templates immediately or you can customize them further. You can save your customizations and use the template when you fill out that type of form. You can also create one master template that you use for creating other similar forms. Once saved, the new templates appear in your Templates list with the other templates. This gives you a lot of freedom to create and use just the right form—when you want and how you want it.
The template defines what shows onscreen when you fill out the form and what shows on the form when you print it. Templates determine the structure of the form, such as which fields and columns are on the form. They also determine how the form looks—the visual elements of the form, such as the fonts that are used, and any graphics, lines, or borders.
In short, everything that shows on the form, from start to finish, is defined in the template. By editing the template, you can create a form that's customized just for your business. For information on creating your own customized forms, see Customizing your forms.
QuickBooks comes with many templates that you can use for your forms:
The Template Gallery contains over 100 templates, many with watermarks, remittance slips, rounded corners, and other special touches. In addition, we've created some special examples for common industries. And if you use forms with Intuit window envelopes or want to e-mail a form that's small in size but big in style, we have templates for those too.
Because these templates are already set up for different businesses with different graphics and colors, you can use them as-is or customize them even more. Take a look in the Template Gallery—you may find one that's just what you want.
You can use any of the templates immediately or you can customize them further. You can save your customizations and use the template when you fill out that type of form. You can also create one master template that you use for creating other similar forms. Once saved, the new templates appear in your Templates list with the other templates. This gives you a lot of freedom to create and use just the right form—when you want and how you want it.
You can add a custom field to an Item, add this custom field as a column to your form templates and then you can add this custom column to reports.
On a document, you can record data in the custom column for each item you enter on the form. You must enter the data manually, QuickBooks will not enter anything in these custom columns for you. Once the document is saved, you will be able to see the data in reports.
Set up the Custom Field:
1. From the Lists menu, select Item List.
2. Double-click any item to open the Edit Item window.
3. Click Custom Fields and then click Define Fields.
4. Add a new field named Service Date in the Label field.
5. Click OK three times, and then repeat Steps 2 through 4 for additional custom fields that you may wish to add.
Add the custom field to a Template:
1. From the Lists menu, select Templates.
2. Double-click the desired form to open the Customize [Form] window.
3. In QuickBooks 2007 and QuickBooks Enterprise Version 7 only, click Additional Customization.
4. Click the Columns tab
5. Clear the checkbox for SERVICED (QuickBooks provided field). This field will no longer be used.
6. Select Service Date (The custom field created above).
7. Click OK to save your changes.
Add the Custom Field to your report:
1. Display the report and click Modify Report.
2. In the Columns box, scroll down and place a check mark next to your custom field.
3. Click OK.
4. Cllick Memorize to save this report for future use.
On a document, you can record data in the custom column for each item you enter on the form. You must enter the data manually, QuickBooks will not enter anything in these custom columns for you. Once the document is saved, you will be able to see the data in reports.
Set up the Custom Field:
1. From the Lists menu, select Item List.
2. Double-click any item to open the Edit Item window.
3. Click Custom Fields and then click Define Fields.
4. Add a new field named Service Date in the Label field.
5. Click OK three times, and then repeat Steps 2 through 4 for additional custom fields that you may wish to add.
Add the custom field to a Template:
1. From the Lists menu, select Templates.
2. Double-click the desired form to open the Customize [Form] window.
3. In QuickBooks 2007 and QuickBooks Enterprise Version 7 only, click Additional Customization.
4. Click the Columns tab
5. Clear the checkbox for SERVICED (QuickBooks provided field). This field will no longer be used.
6. Select Service Date (The custom field created above).
7. Click OK to save your changes.
Add the Custom Field to your report:
1. Display the report and click Modify Report.
2. In the Columns box, scroll down and place a check mark next to your custom field.
3. Click OK.
4. Cllick Memorize to save this report for future use.
This error can happen if the QuickBooks file and/or the logo file is stored on some form of removable storage, such as a USB ZIP drive or a solid-state memory drive. To resolve this issue, move the QuickBooks company file and/or logo file to the computer hard drive.
There two are toolkits to help you learn about importing via IIF or Excel:
IIF Import
Excel/CSV Import
IIF Import
Excel/CSV Import
QuickBooks does not have a built-in method for combining data files. There are some options:
1. If you just need to move data from one file to another, there third party tools to transfer data available at http://marketplace.intuit.com
2. If you have remote offices that only need to add certains kinds of data, such as quotes, you can use a third party tool that integrates with QuickBooks to record your quotes and then syncs back to the many file. There are many different applications on the marketplace website that offer this sort of functionality.
3. If you have remote offices that need full access to your main data file, you have the following remote access options:
a) Terminal Server combined with the Enterprise version of QuickBooks.
b) QuickBooks Online Edition, which allows you to connect from any Internet-enabled location
c) QuickBooks Pro or Premier combined with remote access software.
1. If you just need to move data from one file to another, there third party tools to transfer data available at http://marketplace.intuit.com
2. If you have remote offices that only need to add certains kinds of data, such as quotes, you can use a third party tool that integrates with QuickBooks to record your quotes and then syncs back to the many file. There are many different applications on the marketplace website that offer this sort of functionality.
3. If you have remote offices that need full access to your main data file, you have the following remote access options:
a) Terminal Server combined with the Enterprise version of QuickBooks.
b) QuickBooks Online Edition, which allows you to connect from any Internet-enabled location
c) QuickBooks Pro or Premier combined with remote access software.
Make sure you save the file as a tab delimited text file. Just taking an Excel file and changing the extension to .iif isn't enough, you actually have to change the save format. Click on File->Save As and change the type to Text (Tab Delimited), but change the extension from .txt to .iif. If there is still a syntax problem in your IIF file, at least you'll get an error message. When you import from the XLS format, it just says that the data is imported, because it isn't finding any data in the correct format.
The IIF format does not support creating links between transactions when you import. However, there are third party tools to help with this available at:
http://marketplace.intuit.com
http://marketplace.intuit.com
There are a few 3rd party vendors who have written software to automatically create IIF files for you - search the Marketplace website here.
Yes you can transfer & import your customer, vendor, chart of accounts, and many more lists from one company file to another. While in your QuickBooks company you would like to export from, go to "File", then "Utilities", choose "Export" and "Lists to IIF files". A box will pop up for you to check off which lists you would like to export. The system will default to save these files in your QuickBooks folder. Once completed, open the company file you would like to import them into. Go to "File", "Utilities", "Import", "IIF Files". Your QuickBooks folder will open, and you should see the files that you had exported. You will need to import these one at a time. Depending on what you need to import, there is a specific order in which importing should be done.
You can import lists from Excel, that presents you with import options: You can overwrite the existing information with the new data, have it prompt you to make a decision when it sees a duplicate item, or ignore any changes it sees.
I would make a backup of your file before attempting this.
Go to File>Utilities>Import>Excel Files for this feature.
I would make a backup of your file before attempting this.
Go to File>Utilities>Import>Excel Files for this feature.
There is not any functionality within QuickBooks to "combine" data files. There is a product that offers the ability to convert a QIF (Quicken Export File) to an IIF (QuickBooks Import File) from Big Red Consulting. I did not see it on the http://www.marketplace.intuit.com add-on site but you can learn more about it at http://www.4luvofbiz.com/custom/Big_Red.php#QIFtoIIF
Currently QuickBooks is unable to track inventory in multiple locations. Many users have used class tracking and even creating sub-items for each unique location.
Note: QuickBooks Point of Sale does offer the ability have multiple warehouses up to 10 locations.
Note: QuickBooks Point of Sale does offer the ability have multiple warehouses up to 10 locations.
At this time QuickBooks does not have the capability to print and track inventory using barcodes.
You must have the Premier or
Enterprise Solutions edition to create inventory assembly items. Learn how to
upgrade your version of QuickBooks.
You can create inventory assembly
items in QuickBooks to track asembled goods that you produce, keep in
inventory, and sell.
What is an inventory assembly item?
After completing the steps below, you
will have defined what goes into the inventory assembly item and specified a
beginning quantity for this item in inventory. Each time you want to add more of this assembly item to inventory in the future, you must perform an assembly build.
To create an inventory assembly item:
1. Go to the Lists menu and click Item List.
2. Click Item at the bottom of the list and
click New.
3. Click the Type drop-down list and choose
Inventory Assembly.
If
Inventory Assembly isn't on the list, you need to turn on inventory tracking in
preferences.
4.
Enter an item name or number.
What you enter here appears on the
drop-down list of items when you are filling out a sales form or purchase order. Enter a name or number that
will help you distinguish this item from all the others on the list.
5. If you want to make this
item a sub item, select the "Sub item of" checkbox. Then click the
"Sub item of" drop-down list and choose the parent item.
You can create parent items and sub items
to group information about similar items in the Item List, in sales reports,
and graphs.
6. What you need to do next
depends on whether you will ever purchase this inventory assembly item from a
vendor.
7. Add items to the Bill of
Materials list.
8. Fill in the Inventory Information fields.
9. (Optional) Click Custom Fields to fill in
or define custom fields for this item.
10. Click OK to record the
item, or click Next to record the item and start creating another.
In QuickBooks you can handle consignment sales, click here for steps on how to sale consignment items. This information can also be found in the help file by searching for "Consignment Sale" without the quotation marks.
Backorder
tracking is only available in the Accountant, Manufacturing and Wholesale, Retail, and Enterprise
To track backorders for your customer orders, you'll need to use sales orders to start the sales process.
More about sales orders
1. When a customer places an order, fill out a sales order.
2. When you're ready to fulfill the order, create an invoice from the sales order.
3. For each inventory item, click on the item row, and then click the current availability icon in the Invoiced column.
4. After checking availability, do one of the following:
A. If there's enough of this item on hand to fulfill the entire quantity, don't change the quantity that was carried over from the sales order.
B. If there's not enough of this item on hand, enter the quantity that you can fulfill at this time.
When you enter an item quantity on the invoice that is less than the quantity on the
sales order,the quantity that still needs to be fulfilled appears in the Backordered column.
Note:
You may have to customize your invoice template for the Backordered column to
appear.
5. Save the invoice.
6. Once you receive more inventory and can fulfill more of the sales order, find and open the sales order.
Notice that a Backordered column now appears on the sales order with the quantity that still needs to be fulfilled and invoiced.
Note: Items that have already been invoiced for their full quantity will have a checkmark in the Clsd (Closed) column.
7. Create another invoice from the sales order.
8. Repeat steps 3 and 4.
To track backordered inventory items you ordered from a vendor, you must start the purchase process with a purchase order.
More about purchase orders
1. When you place an order with a vendor, fill out a purchase order.
2. When items on the purchase order arrive from the vendor, do one of the following:
* If a bill was included with the items, create a bill against the purchase order.
*
If the items came without a bill, create an item receipt against the purchase order.
3. For each inventory item, check the quantity you received from the vendor against the quantity on the bill or item receipt and do one of the following:
* If the quantities match, don't change the quantity on the bill or item receipt.
* If you didn't receive the full quantity, enter the quantity you did receive. QuickBooks automatically calculates the quantity you didn't receive yet and displays that quantity in the Backordered column of the purchase order.
4. Save the bill or item receipt.
5. Once you receive more items from this vendor, find and open the purchase order.
*Notice that a Backordered column now appears on the purchase order showing the quantity you haven't received yet.
6. Repeat steps 2 through 4.
You can change an item's type if
the item is a non-inventory part, other charge item, or inventory part. You can
change:
1. an other charge item to a service, non-inventory part, inventory part, or
inventory assembly item.
2. a non-inventory item to a service, other charge, inventory part, or inventory
assembly item.
3. an inventory part item to an inventory assembly item.
*To change an item's type*
1. Go to the Lists menu and click Item List.
2. Double-click the item that you want to change.
3. Click the Type drop-down list and choose the type you want.
4. Click OK.
Notes about inventory items
If you are changing the item to an
inventory part or an inventory assembly item, the "as of" date that
you enter for the total value of the item must be a date that is after the date
of the last transaction that uses the item.
Because the types of items that
can be changed and what they can be changed to is limited, you cannot always
"change an item back" if you change your mind. For example, if you
change an Other Charge item to an inventory part item, you can no longer change
its type.
Service item: Services you charge for or purchase. Examples include specialized labor, consulting hours, and professional fees.
*Inventory part: Goods you purchase, track as inventory, and resell.
*Inventory assembly: (Premier and Enterprise editions only) Assembled goods you build or purchase, track as inventory, and resell. Note: QuickBooks cannot track the costs associated with the manufacturing process itself. In other words, the cost of a built assembly item depends only on the cost of its components.
*Non-inventory part: Goods you buy but don’t track (such as office supplies), or materials you buy for a specific job that you charge back to your customer.
*Fixed asset: An asset you do not expect to convert to cash during one year of normal operations. A fixed asset is usually something that is necessary for the operation of your business—such as a truck, cash register, or computer.
*Other charge: Miscellaneous labor, material, or part charges such as delivery charges, setup fees, and service charges, bounced checks, late fees, opening balance, reimbursable expenses, retainers, surcharges, gift certificates, prepayments, retainers, sales tax, and shipping and handling fees.
*Group Item: A way of associating individual items that often appear together on invoices, purchase orders, and so on, so that all items in the group can be added to the form at one time. (Group items can contain a maximum of 20 items)
*Inventory part: Goods you purchase, track as inventory, and resell.
*Inventory assembly: (Premier and Enterprise editions only) Assembled goods you build or purchase, track as inventory, and resell. Note: QuickBooks cannot track the costs associated with the manufacturing process itself. In other words, the cost of a built assembly item depends only on the cost of its components.
*Non-inventory part: Goods you buy but don’t track (such as office supplies), or materials you buy for a specific job that you charge back to your customer.
*Fixed asset: An asset you do not expect to convert to cash during one year of normal operations. A fixed asset is usually something that is necessary for the operation of your business—such as a truck, cash register, or computer.
*Other charge: Miscellaneous labor, material, or part charges such as delivery charges, setup fees, and service charges, bounced checks, late fees, opening balance, reimbursable expenses, retainers, surcharges, gift certificates, prepayments, retainers, sales tax, and shipping and handling fees.
*Group Item: A way of associating individual items that often appear together on invoices, purchase orders, and so on, so that all items in the group can be added to the form at one time. (Group items can contain a maximum of 20 items)
QuickBooks 2006 freezes when trying to open and/or the Home Page does not function.
Possible Cause: On Wednesday July 5th, some messages were pushed to a subset of customers to display messaging related to QuickBooks products and services. One or more of these messages is not functioning correctly and is making the program lock up.
Answer:
1. If QuickBooks is not responding, press CTRL+ALT+DEL to open the Microsoft® Windows® Task Manager.
2. In the Windows Task Manager window, select the QuickBooks application, and then click End Task.
3. Once QuickBooks closes, launch the application while pressing the CTRL key. This action forces QuickBooks to open without opening a company file.
4. From the No Company Open screen, select your company file, and then select Open.
5. If you receive a popup message, select one of the options available.
If you continue to have difficulty opening QuickBooks, please contact QuickBooks Technical Support.
Possible Cause: On Wednesday July 5th, some messages were pushed to a subset of customers to display messaging related to QuickBooks products and services. One or more of these messages is not functioning correctly and is making the program lock up.
Answer:
1. If QuickBooks is not responding, press CTRL+ALT+DEL to open the Microsoft® Windows® Task Manager.
2. In the Windows Task Manager window, select the QuickBooks application, and then click End Task.
3. Once QuickBooks closes, launch the application while pressing the CTRL key. This action forces QuickBooks to open without opening a company file.
4. From the No Company Open screen, select your company file, and then select Open.
5. If you receive a popup message, select one of the options available.
If you continue to have difficulty opening QuickBooks, please contact QuickBooks Technical Support.
Error 1603: "The update installer has encountered an internal error" and/or "Unable to Apply Patch" when installing QuickBooks update.
Possible Cause: This issue may occur due to a corrupt Microsoft Windows Installer file on the computer or by a damaged update file.
Answer: Uninstall then reinstall QuickBooks to a different folder:
1. Uninstall QuickBooks.
Note: If you encounter the error message "Error 1316: A Network error occurred while attempting to read from the file C:\windows\Installer\QuickBooks.msi", please read this article.
2. After QuickBooks has been uninstalled, rename the QuickBooks installation folder:
a. Right-click the Microsoft® Windows® Start button and then select Explore.
b. Navigate to the QuickBooks installation folder.
Note: The default installation folder is C:\Program Files\Intuit\.
c. Right-click the QuickBooks 2006 (or QuickBooks Enterprise Solutions 6.0) folder, and then select Rename.
d. Rename the folder to QuickBooks Old, and then press Enter.
3. Insert the QuickBooks installation CD and reinstall QuickBooks normally.
4. After successful reinstallation, reboot the system.
5. Launch QuickBooks, open the Help menu, and then select Update QuickBooks.
6. In the Update QuickBooks window, select Update Now.
7. Once the update is complete, close and re-open QuickBooks.
8. Select Yes when prompted to install the update.
If you are receiving an error message while trying to uninstall or reinstall QuickBooks and cannot complete the uninstallation or reinstallation:
1. On the Microsoft® Windows® desktop, click the Start button, and then select Control Panel. You may need to select Settings before seeing the Control Panel option.
2. On the Control Panel window, select Add or Remove Programs.
3. On the Add or Remove Programs window, scroll down the list of Currently installed programs to see if Windows Installer 3.1 is installed on the computer.
4. If Windows Installer 3.1 is not installed, please visit the Microsoft® Web site for instructions on how to download and install this program. Please note that this is a Microsoft product. Intuit cannot provide support for third-party products.
5. Once Windows Installer 3.1 is installed on the computer, try uninstalling QuickBooks and installing it to a new folder again.
If Windows Intaller 3.1 is already installed on your machine, or if the steps above do not resolve the issue, you may need to download the Microsoft Windows Installer Clean-up utility from the Microsoft® support site before you can reinstall QuickBooks.
Please see Microsoft® Knowledge Base article 290301 to download and read about the Microsoft® Installer Clean-up utility. Please note that this is a Microsoft® product. Intuit cannot provide support for third-party products.
Possible Cause: This issue may occur due to a corrupt Microsoft Windows Installer file on the computer or by a damaged update file.
Answer: Uninstall then reinstall QuickBooks to a different folder:
1. Uninstall QuickBooks.
Note: If you encounter the error message "Error 1316: A Network error occurred while attempting to read from the file C:\windows\Installer\QuickBooks.msi", please read this article.
2. After QuickBooks has been uninstalled, rename the QuickBooks installation folder:
Note: The default installation folder is C:\Program Files\Intuit\.
3. Insert the QuickBooks installation CD and reinstall QuickBooks normally.
4. After successful reinstallation, reboot the system.
5. Launch QuickBooks, open the Help menu, and then select Update QuickBooks.
6. In the Update QuickBooks window, select Update Now.
7. Once the update is complete, close and re-open QuickBooks.
8. Select Yes when prompted to install the update.
If you are receiving an error message while trying to uninstall or reinstall QuickBooks and cannot complete the uninstallation or reinstallation:
1. On the Microsoft® Windows® desktop, click the Start button, and then select Control Panel. You may need to select Settings before seeing the Control Panel option.
2. On the Control Panel window, select Add or Remove Programs.
3. On the Add or Remove Programs window, scroll down the list of Currently installed programs to see if Windows Installer 3.1 is installed on the computer.
4. If Windows Installer 3.1 is not installed, please visit the Microsoft® Web site for instructions on how to download and install this program. Please note that this is a Microsoft product. Intuit cannot provide support for third-party products.
5. Once Windows Installer 3.1 is installed on the computer, try uninstalling QuickBooks and installing it to a new folder again.
If Windows Intaller 3.1 is already installed on your machine, or if the steps above do not resolve the issue, you may need to download the Microsoft Windows Installer Clean-up utility from the Microsoft® support site before you can reinstall QuickBooks.
Please see Microsoft® Knowledge Base article 290301 to download and read about the Microsoft® Installer Clean-up utility. Please note that this is a Microsoft® product. Intuit cannot provide support for third-party products.
Click here to access the help document regarding this error on the knowledgebase.
Error 1603: Cannot install "Flash Player 7"
To check if Flash 8 is installed:
1. From the Microsoft® Windows® desktop, click Start, and then and select Control Panel.
Note: Depending on your Windows set up, you may need to select Settings after clicking Start in order to access the Control Panel.
2. Double-click the Add or Remove Programs icon.
3. On the Add or Remove Programs window, scroll through the list of installed programs. If Macromedia Flash Player 8 or Adobe Flash Player 8 appears in the list, then it is currently installed on your computer.
If Adobe® (formerly Macromedia®) Flash 8 is not installed on your computer and you are receiving this error:
1. Go to the Adobe® Flash download site.
2. Follow the instructions to install the latest Flash player.
3. After installing Flash, try to install QuickBooks again.
4. If you still cannot install QuickBooks, continue to the next steps.
If you have Flash 8 installed on your computer, or if the prior steps did not resolve the issue:
1. Insert the QuickBooks installation CD.
2. Close any installation screen that displays automatically.
3. Open My Computer or Windows Explorer, and then open the contents of the CD drive.
4. Open the QBooks folder on the CD and double-click the QuickBooks.msi file. This will install QuickBooks without checking the version of Flash.
Error 1603: Cannot install "Flash Player 7"
To check if Flash 8 is installed:
1. From the Microsoft® Windows® desktop, click Start, and then and select Control Panel.
Note: Depending on your Windows set up, you may need to select Settings after clicking Start in order to access the Control Panel.
2. Double-click the Add or Remove Programs icon.
3. On the Add or Remove Programs window, scroll through the list of installed programs. If Macromedia Flash Player 8 or Adobe Flash Player 8 appears in the list, then it is currently installed on your computer.
If Adobe® (formerly Macromedia®) Flash 8 is not installed on your computer and you are receiving this error:
1. Go to the Adobe® Flash download site.
2. Follow the instructions to install the latest Flash player.
3. After installing Flash, try to install QuickBooks again.
4. If you still cannot install QuickBooks, continue to the next steps.
If you have Flash 8 installed on your computer, or if the prior steps did not resolve the issue:
1. Insert the QuickBooks installation CD.
2. Close any installation screen that displays automatically.
3. Open My Computer or Windows Explorer, and then open the contents of the CD drive.
4. Open the QBooks folder on the CD and double-click the QuickBooks.msi file. This will install QuickBooks without checking the version of Flash.
Where should I save my company file
To store your company files, you can use the recommended (default) location or choose another location. We recommend that you do not store your company files in the Program Files folder.
Note: If you already have a company file in the Program Files folder, QuickBooks will assist you in moving your company files to a recommended location when you install QuickBooks and when you first open your company file.
Why is Program Files no longer a recommended location for storing company files?
To accommodate upcoming operating systems, the use of the Program Files folder is limited to QuickBooks program files. If you store your company files in the Program Files folder and you update your operating system, you will be required to enter the Windows Administrator's password when working in company files.
Recommended (default) folder location used by QuickBooks for company files
As the default, QuickBooks uses the following location when creating new company files or moving existing company files:
C:\Documents and Settings\All Users\(Shared) Documents\Intuit\QuickBooks\Company Files.
Note: Windows XP users will see the folder "Shared Documents" when browsing (clicking folders) but QuickBooks and Windows will display the folder only as "Documents" in paths and addresses.
To store your company files, you can use the recommended (default) location or choose another location. We recommend that you do not store your company files in the Program Files folder.
Note: If you already have a company file in the Program Files folder, QuickBooks will assist you in moving your company files to a recommended location when you install QuickBooks and when you first open your company file.
Why is Program Files no longer a recommended location for storing company files?
To accommodate upcoming operating systems, the use of the Program Files folder is limited to QuickBooks program files. If you store your company files in the Program Files folder and you update your operating system, you will be required to enter the Windows Administrator's password when working in company files.
Recommended (default) folder location used by QuickBooks for company files
As the default, QuickBooks uses the following location when creating new company files or moving existing company files:
C:\Documents and Settings\All Users\(Shared) Documents\Intuit\QuickBooks\Company Files.
Note: Windows XP users will see the folder "Shared Documents" when browsing (clicking folders) but QuickBooks and Windows will display the folder only as "Documents" in paths and addresses.
Click here to access the knowledge base article on how to intall the downloaded program.
Click here to access a knowledge base article that lists the steps to perform a clean install and/or uninstall of QuickBooks.
Click here to access an article on how to install QuickBooks.
Click here to access an article that describes how to resolve this error.
Click here to access an article that resolves this issue.
Click here to be directed to the links to download QuickBooks.
Click here to access a help article for this error.
Click Here to access the KB that contains information to solve this message.
For QB2006 and QB2007
In your QuickBooks company file, go to Help>About QuickBooks.
When the product information window pops up, press and hold Ctrl and Shift, then press Y. This will bring up the "Set-up YTD Amounts" window. Here you will be able to add in historical paychecks for any date you choose.
*Important Note*
Intuit recommends that YTD entries be made using the Payroll Setup Wizard to ensure accuracy.
In your QuickBooks company file, go to Help>About QuickBooks.
When the product information window pops up, press and hold Ctrl and Shift, then press Y. This will bring up the "Set-up YTD Amounts" window. Here you will be able to add in historical paychecks for any date you choose.
*Important Note*
Intuit recommends that YTD entries be made using the Payroll Setup Wizard to ensure accuracy.
- Create a ‘dummy’ payroll checking account in your chart of accounts with a zero balance.
- Set up QuickBooks to calculate payroll manually.
- When payroll data is received from the processor, write a check to the processor from your regular checking account. On the expenses tab, enter the ‘dummy’ bank account with the net amount for all paychecks plus liabilities (this will appear as a deposit in the ‘dummy’ account). On a separate line, enter the expense account and amount for the payroll processing fee.
- Create the paychecks in QuickBooks using the ‘dummy’ account as a payment account (this will reduce the amount in the dummy account by the net amount of the paychecks).
- Pay payroll liabilities using the ‘dummy’ account. This will reduce the amount in the ‘dummy’ account back to zero.
If you prefer to calculate payroll manually, QuickBooks will enter zeros in place of tax calculations on each paycheck you create. You will not be able to process any payroll forms through QuickBooks (for example, 940s, 941s, or W-2s), however, all other functionality, such as reporting, will be available.
To manually calculate payroll for 2006, 2007 or 2008
If you have an Internet connection, select one of the following options:
If you are using either Accountant edition (QuickBooks Premier Accountant or QuickBooks Enterprise Solutions Accountant), click Not an accountant? in the upper right corner.
To manually calculate payroll for 2006, 2007 or 2008
If you have an Internet connection, select one of the following options:
- From the QuickBooks Home page, select Learn about Payroll Options, orFrom the QuickBooks Employees menu, choose Add Payroll
- Services and then choose Learn about Payroll Options.
- Under the subscription opinions, select Learn More for Information on how to enter payroll information into QuickBooks if you do not use QuickBooks Payroll.
- Select Set QuickBooks to Enable Manual Paycheck Entry.
- From the QuickBooks Help menu, choose QuickBooks Help.
- Click the Search tab, type manual payroll, and click ask.
- Select the topic Calculating payroll taxes without a subscription to QuickBooks Payroll.
- Under the Set your company file to use the manual payroll calculations settings section, use the click here link to set up your company file.
If you prefer to calculate payroll manually, QuickBooks will enter zeros in place of tax calculations on each paycheck you create. You will not be able to process any payroll forms through QuickBooks (for example, 940s, 941s, or W-2s), however, all other functionality, such as reporting, will be available.
To manually calculate payroll in 2005 or earlier:
To manually calculate payroll in 2005 or earlier:
- Make sure that the Payroll feature is active
- From the QuickBooks Edit menu, choose Preferences.
- Scroll down the left side of the window and click the Payroll & Employees icon.
- Click the Company Preferences tab.
- Select Full Payroll, and then click OK.
- From the Employees menu, choose Payroll Services, and then choose Set Up Payroll.
- Click the Choose a payroll option link.
- Next to the sentence "If you don’t want to use an Intuit Payroll Service, you can still use QuickBooks to prepare your payroll" (near the bottom of the window), click Learn more.
- Click the To calculate payroll taxes manually link and read the displayed information. (If you would like to print the information, click the Print this page link.)
- Click I choose to manually calculate payroll taxes.
- Click Continue and QuickBooks will guide you through setting up the rest of your payroll information, including employees and payroll items.
To help ensure that your tax tables are up to date and in compliance with federal and state payroll regulations, QuickBooks stops calculating payroll taxes after February 15 if you are using a tax table from the prior year.
To resolve this situation, you can do either of the following:
To resolve this situation, you can do either of the following:
- Subscribe, or renew your subscription, to QuickBooks Payroll, which includes regular tax table updates, forms preparation and printing, and other features to help you prepare payroll for your employees.
- Perform payroll calculations manually. Visit the IRS Web site for Circular E information.
Using payroll schedules is a quick and convenient way to pay your
employees at each pay period. You set up the payroll schedule one time,
assign the payroll schedule to the appropriate employees, and
QuickBooks calculates the due dates for each upcoming pay period.
Before you can start paying your employees, you need to set up at least one payroll schedule.
After you set up the payroll schedule, it appears in the Pay Employees section of the Payroll Center.
To do this task
Open the New Payroll Schedule window.
Enter a name for this payroll schedule in the What do you want to name this payroll schedule? field.
You
might want to name the payroll schedule the same as the pay frequency
just for convenience, for example, weekly, bi-weekly, semi-monthly, and
so on.
Click the How often will you pay your employees on this schedule?
drop-down arrow to specify the pay frequency for this payroll schedule.
The options are: Daily, Weekly, Biweekly, Semimonthly, Monthly, Quarterly, and Annual.
If you selected the semimonthly pay frequency, fill information in the following three fields and then skip to step 8:
For
the 1st Paycheck of the Month: Click the Paycheck day of the month
drop-down arrow and then click the date that the paycheck date falls on
for the first pay period of the month (for example, the 15th). Then
click the for pay period ending on drop-down arrow and click the date
that the pay period ends for that paycheck date (for example, the
15th).
Note: For Assisted Payroll and Direct Deposit
customers, if the paycheck date falls on a weekend or bank Holiday,
QuickBooks adjusts the paycheck date to the last business day before
the paycheck date.
For the 2nd Paycheck of the Month: Click
the Paycheck day of the month drop-down arrow and then click the date
that the paycheck date falls on for the second pay period of the month
(for example, the last day of the month). Then click the for pay period
ending on drop-down arrow and click the date that the pay period ends
for that paycheck date (for example, the last day of the month).
Note:
For Assisted Payroll and Direct Deposit customers, if the paycheck date
falls on a weekend or bank Holiday, QuickBooks adjusts the paycheck
date to the last business day before the paycheck date.
Click
the My next paycheck date is drop-down arrow and click the date that
you will process your next paycheck using this new schedule (for
example, if you're setting up the schedule on the 12th for the paycheck
date of 15th, then you'll select 15th), and then click the for the next
pay period end date on drop-down arrow and click the pay period for the
selected paycheck date.
Click the What is the pay period end date? drop-down arrow and then click the date your next pay period ends.
Click
the What date should appear on paychecks for this pay period? drop-down
arrow and then click the paycheck date for next pay period that you
just specified.
What is the difference between pay period end date and paycheck date?
If you selected the monthly pay frequency, fill information in the following field:
Click
the What day should appear on paychecks for the first pay period of the
month? drop-down arrow and then click the date that the paycheck date
falls on for the month.
Click OK.
Follow the prompts to assign the payroll schedule to all your employees with the same pay frequency.
Note:
If you decide to make the assignments now, a message confirms the
number of employees who're assigned to this payroll schedule. If you
don't make the assignments now, you have the option of assigning the
payroll schedule to the employees who have the same pay frequency at a
later time.
QuickBooks creates the payroll schedule for each
pay period based on the information you entered here and displays the
due dates for the next pay period in the Pay Employees section of the
Payroll Center.
The payroll schedule that you just set up also appears in the Payroll Schedule.
employees at each pay period. You set up the payroll schedule one time,
assign the payroll schedule to the appropriate employees, and
QuickBooks calculates the due dates for each upcoming pay period.
Before you can start paying your employees, you need to set up at least one payroll schedule.
After you set up the payroll schedule, it appears in the Pay Employees section of the Payroll Center.
To do this task
Open the New Payroll Schedule window.
Enter a name for this payroll schedule in the What do you want to name this payroll schedule? field.
You
might want to name the payroll schedule the same as the pay frequency
just for convenience, for example, weekly, bi-weekly, semi-monthly, and
so on.
Click the How often will you pay your employees on this schedule?
drop-down arrow to specify the pay frequency for this payroll schedule.
The options are: Daily, Weekly, Biweekly, Semimonthly, Monthly, Quarterly, and Annual.
If you selected the semimonthly pay frequency, fill information in the following three fields and then skip to step 8:
For
the 1st Paycheck of the Month: Click the Paycheck day of the month
drop-down arrow and then click the date that the paycheck date falls on
for the first pay period of the month (for example, the 15th). Then
click the for pay period ending on drop-down arrow and click the date
that the pay period ends for that paycheck date (for example, the
15th).
Note: For Assisted Payroll and Direct Deposit
customers, if the paycheck date falls on a weekend or bank Holiday,
QuickBooks adjusts the paycheck date to the last business day before
the paycheck date.
For the 2nd Paycheck of the Month: Click
the Paycheck day of the month drop-down arrow and then click the date
that the paycheck date falls on for the second pay period of the month
(for example, the last day of the month). Then click the for pay period
ending on drop-down arrow and click the date that the pay period ends
for that paycheck date (for example, the last day of the month).
Note:
For Assisted Payroll and Direct Deposit customers, if the paycheck date
falls on a weekend or bank Holiday, QuickBooks adjusts the paycheck
date to the last business day before the paycheck date.
Click
the My next paycheck date is drop-down arrow and click the date that
you will process your next paycheck using this new schedule (for
example, if you're setting up the schedule on the 12th for the paycheck
date of 15th, then you'll select 15th), and then click the for the next
pay period end date on drop-down arrow and click the pay period for the
selected paycheck date.
Click the What is the pay period end date? drop-down arrow and then click the date your next pay period ends.
Click
the What date should appear on paychecks for this pay period? drop-down
arrow and then click the paycheck date for next pay period that you
just specified.
What is the difference between pay period end date and paycheck date?
If you selected the monthly pay frequency, fill information in the following field:
Click
the What day should appear on paychecks for the first pay period of the
month? drop-down arrow and then click the date that the paycheck date
falls on for the month.
Click OK.
Follow the prompts to assign the payroll schedule to all your employees with the same pay frequency.
Note:
If you decide to make the assignments now, a message confirms the
number of employees who're assigned to this payroll schedule. If you
don't make the assignments now, you have the option of assigning the
payroll schedule to the employees who have the same pay frequency at a
later time.
QuickBooks creates the payroll schedule for each
pay period based on the information you entered here and displays the
due dates for the next pay period in the Pay Employees section of the
Payroll Center.
The payroll schedule that you just set up also appears in the Payroll Schedule.
To do this task,
1. Make sure that you have a payee name associated with each liability.
2. Go to the Employees menu, choose Payroll Taxes and Liabilities, and then click Create Custom Liability Payments. Or from the Payroll Center, click the Related Payroll Activities button and select Create Custom Liability Payments..
3. Click the Dates drop-down list and choose the date range for which you want to pay payroll taxes, and then click OK.
4. On the Pay by Check tab, indicate whether you plan to print the checks or write them by hand.
* Select the To be printed checkbox if you print live checks.
* Clear the To be printed checkbox if you write the checks by hand. In the First Check Number field, type the number of the first check in the check run.
5. Click the Bank Account drop-down list arrow and choose the bank account from which to pay your liabilities.
6. In the Check Date field, enter the date to appear on your liability payment checks.
7. Choose whether to review each check individually or to create them without reviewing them.
8. Verify the date range shown in the Show Payroll Liabilities fields.
9. Select the liabilities you want to pay now.
Note: To have QuickBooks only display liabilities where you have balances to pay, select the Hide zero balances checkbox.
10. (Optional) To pay less than the full amount due for a selected liability, enter the amount to pay in the Amt. To Pay field.
11. Click Create. QuickBooks writes the checks you specified.
Note: If you selected more than one liability payable to the same vendor, QuickBooks creates a single check for all the liabilities.
12. If you selected Review, review your checks.
1. Make sure that you have a payee name associated with each liability.
2. Go to the Employees menu, choose Payroll Taxes and Liabilities, and then click Create Custom Liability Payments. Or from the Payroll Center, click the Related Payroll Activities button and select Create Custom Liability Payments..
3. Click the Dates drop-down list and choose the date range for which you want to pay payroll taxes, and then click OK.
4. On the Pay by Check tab, indicate whether you plan to print the checks or write them by hand.
* Select the To be printed checkbox if you print live checks.
* Clear the To be printed checkbox if you write the checks by hand. In the First Check Number field, type the number of the first check in the check run.
5. Click the Bank Account drop-down list arrow and choose the bank account from which to pay your liabilities.
6. In the Check Date field, enter the date to appear on your liability payment checks.
7. Choose whether to review each check individually or to create them without reviewing them.
8. Verify the date range shown in the Show Payroll Liabilities fields.
9. Select the liabilities you want to pay now.
Note: To have QuickBooks only display liabilities where you have balances to pay, select the Hide zero balances checkbox.
10. (Optional) To pay less than the full amount due for a selected liability, enter the amount to pay in the Amt. To Pay field.
11. Click Create. QuickBooks writes the checks you specified.
Note: If you selected more than one liability payable to the same vendor, QuickBooks creates a single check for all the liabilities.
12. If you selected Review, review your checks.
Many of the companies that I consult with use an outside payroll service. The service handles all tax payments, files all tax forms, handles direct deposits to multiple accounts and writes out employee checks. There are many ways to handle the data input.
The easiest way that I have found to input the payroll is to write one (1) check. The dollar amount of the check is $0.00. An example is attached a "1".
At the end of the month, all "Net Paycheck" amounts are accepted as "cleared" for reconciliation purposes. The monthly check register from the payroll company is compared to the bank statements. Uncleared checks are entered into a single JE. Each open check credits the checking account, the check number is entered into the memo entry, the employee is entered into name, the balancing entry is a debit to checking. The debit is always checked as part of the reconciliation.
This method reduces weekly individual check entries from over 160 checks to a single journal entry of less than 8 lines.
The easiest way that I have found to input the payroll is to write one (1) check. The dollar amount of the check is $0.00. An example is attached a "1".
At the end of the month, all "Net Paycheck" amounts are accepted as "cleared" for reconciliation purposes. The monthly check register from the payroll company is compared to the bank statements. Uncleared checks are entered into a single JE. Each open check credits the checking account, the check number is entered into the memo entry, the employee is entered into name, the balancing entry is a debit to checking. The debit is always checked as part of the reconciliation.
This method reduces weekly individual check entries from over 160 checks to a single journal entry of less than 8 lines.
Each time you transmit a payroll, Quickbooks DD service makes one entry with a dollar amount, at the end of the check register. This amount is the gross amount including all DD checks plus the fees. That is because the money is deducted from your checking account in a lump sum - making it easier to reconcile with your bank statement.
I always go back and assign check numbers (using a different series than your regular checks) so that I am able to print out stubs with a check number, making it easy to find a particular paycheck down the line.
None of this will affect any of your reports, they will still be accurate. The fees will be sort of hidden, because they are contained in a QB account called "payroll expenses" which is gross payroll plus employer contributions plus dd fees.
I always go back and assign check numbers (using a different series than your regular checks) so that I am able to print out stubs with a check number, making it easy to find a particular paycheck down the line.
None of this will affect any of your reports, they will still be accurate. The fees will be sort of hidden, because they are contained in a QB account called "payroll expenses" which is gross payroll plus employer contributions plus dd fees.
Go to the Employees menu and then click Get Payroll Updates.
Go to the Payroll Center, click Setup and Maintain, and then click Get Payroll Updates.
Your tax table version number is located at the top of the QuickBooks Payroll Information window. Click the Payroll Update Info button to read about changes to the tax table.
-OR-
Go to the Payroll Center, click Setup and Maintain, and then click Get Payroll Updates.
Your tax table version number is located at the top of the QuickBooks Payroll Information window. Click the Payroll Update Info button to read about changes to the tax table.
For QuickBooks Simple Start 2008:
1. From the main window under Money Out, mouse-over Payroll, then select Go to the Payroll Center.
2. In the Payroll Center, click on the Setup and Maintain drop-down menu, and select View / Edit Payroll Items.
3. Double-click on the State Unemployment Tax item, typically named: [state abbreviation] - Unemployment Company.
4. Click on Next twice to the Company tax rates for [year], and then enter the correct rates for each quarter.
5. Once the correct rates have been entered, click Next twice, then click Finish. Your SUI rates will then be updated.
For QuickBooks Pro and Premier 2008 and earlier:
1. In QuickBooks, click on Lists on the top menu bar.
2. Select Payroll Item List.
3. Double-click on the State Unemployment Tax item, typically named: [state abbreviation] - Unemployment Company.
4. Click on Next twice to the Company tax rates for [year], and then enter the correct rates for each quarter.
5. Once the correct rates have been entered, click Next twice, then click Finish. Your SUI rates will then be updated.
1. From the main window under Money Out, mouse-over Payroll, then select Go to the Payroll Center.
2. In the Payroll Center, click on the Setup and Maintain drop-down menu, and select View / Edit Payroll Items.
3. Double-click on the State Unemployment Tax item, typically named: [state abbreviation] - Unemployment Company.
4. Click on Next twice to the Company tax rates for [year], and then enter the correct rates for each quarter.
5. Once the correct rates have been entered, click Next twice, then click Finish. Your SUI rates will then be updated.
For QuickBooks Pro and Premier 2008 and earlier:
1. In QuickBooks, click on Lists on the top menu bar.
2. Select Payroll Item List.
3. Double-click on the State Unemployment Tax item, typically named: [state abbreviation] - Unemployment Company.
4. Click on Next twice to the Company tax rates for [year], and then enter the correct rates for each quarter.
5. Once the correct rates have been entered, click Next twice, then click Finish. Your SUI rates will then be updated.
To update your payroll account information:
1. Click on Employees
Note: A Web browser will launch and the QuickBooks Payroll- Account Maintenance page will appear.
2. Click Edit in the Update Information box. The QuickBooks Payroll Account Information window appears with the following sections:
3. For each of the three sections, click Edit, review the information, make any necessary changes in the available fields, and then click Continue.
4. After you have finished making changes to your account information in all three sections, click Update.
5. When the Confirmation page appears, review the information for accuracy. (You can print this page for your records.)
6. Click Done to return to QuickBooks.
1. Click on Employees
QuickBooks 2007 and newer - Select My Payroll Service, then Account/Billing Information.
QuickBooks 2006 - Select Payroll Service Activities, then Update Payroll Account Information.
QuickBooks 2006 - Select Payroll Service Activities, then Update Payroll Account Information.
Note: A Web browser will launch and the QuickBooks Payroll- Account Maintenance page will appear.
2. Click Edit in the Update Information box. The QuickBooks Payroll Account Information window appears with the following sections:
* Company Information
* Payment Information
* Payroll Administrator
* Payment Information
* Payroll Administrator
3. For each of the three sections, click Edit, review the information, make any necessary changes in the available fields, and then click Continue.
4. After you have finished making changes to your account information in all three sections, click Update.
5. When the Confirmation page appears, review the information for accuracy. (You can print this page for your records.)
6. Click Done to return to QuickBooks.
Use the Payroll Setup interview to set up your payroll. The interview will guide you through setup, step-by-step.
- Go to the Employees menu and then click Payroll Setup.
- Go to the Employees menu, click Payroll, and then click Learn About Payroll Options.
- Click OK to launch a Web browser.
- You can choose a QuickBooks Payroll Service or run your payroll manually.
- Go back to the Employees menu and you should see Payroll Setup as a selection.
Please refer to this Knowledge Base Article for detailed information.
Please refer to this Knowledge Base Article for detailed information.
Please refer to this Knowledge Base Article for detailed information.
Since QuickBooks users need certain permissions to perform needed functions within QuickBooks we have a created a tool that will allow you to have a restricted Windows user but still be able to work in QuickBooks. Note: This issue affected QB2005 you can download the tool here.
There are three possible causes for these error messages:
This message can occur when the file is also open at a Microsoft® Windows® XP or 2000 workstation and is being accessed at an additional Windows XP Workstation.
These messages appear when the QuickBooks file is on a Microsoft® Windows® 2003 server running Arcserve, BriteStore Mobile, or other similar backup software. You should consult the vendor of these products to obtain a patch named "NT -OFANT.SYS DRIVER FOR WINDOWS 2003."
Data file is being stored on Linux, UNIX, or other unsupported operating system.
If you follow this link here you can find a solution to this.
Script errors are tough to resolve since the can be caused by many issues ranging from a damaged installation of the program to a problem with Internet Explorer,security settings or permissions. Sometimes the best place to start with is Internet Explorer since Microsoft sends out updates on a weekly basis. You can visit a Microsoft knowledge base article by clicking here on how to troubleshoot script errors. Furthermore since updates are sent out weekly it is possible for your security settings to change so you may want to have your IT person look into this. If all else fails then we can uninstall and reinstall QuickBooks.
QuickBooks and Microsoft Windows Vista
QuickBooks 2007 runs on Windows Vista, Windows XP and Windows 2000 operating systems.
QuickBooks 2004, 2005, and 2006 were developed before Microsoft introduced the Windows Vista operating system, and will not run properly on Vista. We strongly recommend not installing QuickBooks 2006 or earlier versions on Windows Vista.
QuickBooks 2007 runs on Windows Vista, Windows XP and Windows 2000 operating systems.
QuickBooks 2004, 2005, and 2006 were developed before Microsoft introduced the Windows Vista operating system, and will not run properly on Vista. We strongly recommend not installing QuickBooks 2006 or earlier versions on Windows Vista.
On Wednesday July 5th, some messages were pushed to a subset of customers to display messaging related to QuickBooks products and services. One or more of these messages is not functioning correctly and is making the program lock up. Updating to the latest release R8 should resolve this issue.
This KnowledgeBase article covers how to setup multi-user access.
For information on the registration process, click here.
Hello All,
To everyone who has experienced the
C++ Runtime Error on QuickBooks 2007 on Vista:
I believe we have a resolution for this issue or at least for an instance of
what might be causing it.
We currently have 2 KB articles that speak to resolving the C++ Runtime Error.
The first article involves an issue seen on Vista
with uninstalling Google desktop, that was previously installed with QB 2007.
It's important to call out here that Google Desktop could've been uninstalled
under XP and that only after migrating to Vista you'd experience the Error
(*if* you were on QB R4 or R5). If you were to likewise uninstall Google
Desktop on a clean (non upgrade) installation of the Vista OS, after having
installed it as part of QuickBooks 2007, you would have the same experience.
The article outlines a workaround and it's worth looking at even if you don't
remember having installed/uninstalled Google Desktop with QuickBooks.
That article can be found here:KB#:1004014
If the above KB doesn't resolve the issue, please reference this second more
extensive KB that speaks to uninstalling and reinstalling QuickBooks to a clean
directory. That article is located here:KB#:363545
Please Post your results here in regards to whether these resolved your issue
regarding the C++ Runtime Errors on QuickBooks 2007 launch.
SPECIAL NOTE: As seen in other posts in various threads, setting XPSP2
compatibility mode w/run as an administrator is not a recommended solution on
this issue as it may cause other problems running QuickBooks. For example:
We've identified some instances of the "Out of Memory Error" when
drilling down on reports to be caused by compatibility mode.
If you have previously enabled compatibility mode - you would want to
disable it. QuickBooks 2007 does not require compatibility mode to run under
Windows Vista. If you're getting an error
message or crash during the normal operation of QuickBooks 2007 on Vista we'd want to help you investigate it.
If I haven't personally thanked you already, thanks so much for posting these
issues to the community forums and making us aware of the issue. I also wanted
to apologize for any inconvenience these issues may have caused.
Hopefully we have a solution in place now that should help resolve these, if
not please let us know.
w/best regards,
Geoff G.
Click here to access a help document regarding this error.
You can sign up here to be notified when there is a fix for this issue. In the meantime, save your invoices and sales orders prior to printing to avoid the Unexpected Error.
Thanks,
Nic
Thanks,
Nic
This occurs when you have Macromedia Flash Player 9 installed. See this Knowledge Base article for details and a workaround.
Thanks,
Nic
Thanks,
Nic
The option to collate copies has been selected in the printer driver. When this option is selected, the printer will print a complete set of pages in a document followed by another complete set. For example: one copy of page 1, page 2, and page 3; followed by another copy of page 1, page 2 and page 3. QuickBooks considers each check a complete document.
When collate is turned on, three checks printed with two copies will print in the following order: Check #1, Check #2, Check #3, Copy #1, Copy #2,Copy #3.
If collate is turned off, that same set of checks will print out in this order: Check #1, Copy #1, Check #2, Copy #2, Check #3, Copy #3.
To resolve this issue:
- From the QuickBooks File menu, choose Printer Setup.
- Select Check/PayCheck from the Form Name drop-down list.
- Make sure that the correct Printer name and Printer type are selected for your printer, and then click Options.
- Locate the Collate option and change as necessary.
Note: Because different drivers have different options, please consult your printer manual or the printer manufacturer's technical support options for more help.
What if pages or checks are printing in reverse order?
Some printers default to printing pages in reverse order, printing the last page first. The same thing will happens with your checks when using these types of printers.
To resolve this issue, open the Properties of the printer driver used as the default printer. Look for an option that determines whether the first or last page prints first.
Important: These instructions assume you've already set up your check printing options (logo, address, fonts, etc.) the first time you printed checks from QuickBooks. The following covers only the specific steps you need for printing a partial page of one or two checks.
- Open the Print Checks window.
- In theCheck Style section, click the style you're printing.
- (For Standard or wallet checks) In the Checks on 1st Page section, type 1 or 2 for the number of checks on your partial page.
- (For Standard or wallet checks) Click the Partial Page tab, select the orientation for your check, then put your check into the printer the same way you feed in an envelope.
- Click Print.
If you are printing checks, you must order checks from Intuit that contain preprinted account and check numbers, as QuickBooks can't print either of these. QuickBooks can only fill in the actual payment information.
You can't print checks on blank check stock or plain paper.
You can't print checks on blank check stock or plain paper.
The form does not have a document number assigned to it, preventing the proper updating of the "To be printed" list. As a result, the form continues to appear in the Select [Form] to Print window. In addition, other forms that were marked as "To be printed" may also continue to appear in the window even though they have been printed.
This issue affects invoice, sales receipt, estimate, credit memo,and purchase order forms.
To resolve this issue:
This issue affects invoice, sales receipt, estimate, credit memo,and purchase order forms.
To resolve this issue:
- Find and open the numberless form in QuickBooks by selecting the appropriate function from the Customers or Vendors menu, and then clicking the Previous button until the form is located.
- With the form open, you can either:
- Clear the To be printed checkbox, or
- Enter an inconspicuous character (for example, a period) in the [Form] No. or [Form] # field
- Click Save &Close.
Here is the Knowledge Base article that explains all of the error codes.
To identify the customers who have not done business with you in the past year, you can use the following report:
1. Click on the Reports menu and choose Custom Summary Report.
2. In the Modify Reports window, under the Display tab, in the Dates field, select the desired time period during which you'd like to see customer activity (for instance Last Calendar Year).
3. In the “Display columns by” field, select a unit of time - it can be the same unit of time selected for the Dates field (for instance, Year).
4. In the “Display rows by” field, select Customer.
5. Click on the Advanced button at the bottom, and change Display Rows from Active to All and then click OK.
6. Click OK to run the report.
The report will display all of your customers, and will show you the dollar amount of business that they have done with you for the time period selected. Any customer who has not done any business with you will show 0.00.
To list only the customers with a 0.00 balance, export the report to Excel and use the Autofilter feature. To do this:
1. Click on Export from the report window.
2. In the Export Report window, select the Advanced tab.
3. Check the Auto Filtering checkbox.
4. Click on Export.
5. Once the report has exported to Excel, you can click on the dropdown for Total and select 0. The report will now display only the customers who have $0.00 activity for the time period.
1. Click on the Reports menu and choose Custom Summary Report.
2. In the Modify Reports window, under the Display tab, in the Dates field, select the desired time period during which you'd like to see customer activity (for instance Last Calendar Year).
3. In the “Display columns by” field, select a unit of time - it can be the same unit of time selected for the Dates field (for instance, Year).
4. In the “Display rows by” field, select Customer.
5. Click on the Advanced button at the bottom, and change Display Rows from Active to All and then click OK.
6. Click OK to run the report.
The report will display all of your customers, and will show you the dollar amount of business that they have done with you for the time period selected. Any customer who has not done any business with you will show 0.00.
To list only the customers with a 0.00 balance, export the report to Excel and use the Autofilter feature. To do this:
1. Click on Export from the report window.
2. In the Export Report window, select the Advanced tab.
3. Check the Auto Filtering checkbox.
4. Click on Export.
5. Once the report has exported to Excel, you can click on the dropdown for Total and select 0. The report will now display only the customers who have $0.00 activity for the time period.
This issue can occur for one of the following reasons: An invoice was created from a sales order and the quantity on at least one item was changed to zero. The original sales order was edited after the invoice was created and text was added in the Description column below the sales items. The sales order was marked Closed.
To resolve this issue, please follow these steps:
1. From the Open Sales Orders by Customers report, double-click the closed sales order.
2. Clear the Closed checkbox.
3. Reselect the Closed checkbox, and then click Save & Close.
4. Click Yes when asked if you want to record the change. The sales order should no longer appear on the report.
Note: This problem can occur on any report filtered to show the same data as the Open Sales Order Report. For example, a filtered Custom Transaction Detail Report.
To resolve this issue, please follow these steps:
1. From the Open Sales Orders by Customers report, double-click the closed sales order.
2. Clear the Closed checkbox.
3. Reselect the Closed checkbox, and then click Save & Close.
4. Click Yes when asked if you want to record the change. The sales order should no longer appear on the report.
Note: This problem can occur on any report filtered to show the same data as the Open Sales Order Report. For example, a filtered Custom Transaction Detail Report.
Generally, accounts receivable (A/R) and accounts payable (A/P) transactions do not appear on cash-basis reports because the purpose of these accounts is to keep track of transactions that have not been paid. Listed below are possible reasons an A/R or A/P account might display a balance on a cash-basis balance sheet.
A/R or A/P transactions posting to other balance sheet accounts. When an invoice, credit memo, or bill affects a balance sheet account, in order for that account to report the correct balance on the cash basis balance sheet QuickBooks also must report the other side of the transaction in A/R or A/P.
Inventory items on a bill, invoice or credit memo. By definition, all inventory transactions are accrual-based because they include transfers between balance sheet (generally the A/P or A/R and Inventory Asset) accounts.
Inventory items on an invoice or credit memo will be shown on a cash-basis balance sheet as a transfer from the Inventory Asset account. The dollar amount will be the same as cost of goods sold.
Tip: To see the amount being transferred from Inventory on a particular invoice or credit memo on which inventory items are used, press Ctrl+Y to open a transaction journal report that shows the postings. Look for the amounts posted to the Inventory Asset account.
Other transfers between balance sheet accounts. On invoices or credit memos, look for any items that are associated with balance sheet accounts.
Tip: Go to the Lists menu and click Item List. Look for any balance sheet (assets, liabilities or equity) accounts listed in the account column. This does not apply to Sales Tax Payable; sales tax will not be reflected in the balance of A/R on a cash basis even if sales tax is due on the invoice date.
Unapplied payments. To find payments that have not been applied to an invoice, create an open invoices report by choosing Customers& Receivables, and then Open Invoices from the QuickBooks Reports menu. Payments that appear on the report have been received but not applied to an invoice and will be reflected on the cash-basis balance sheet.
Payments applied to invoices dated in the future. Examine the A/R account register for post-dated invoices. If you find post-dated invoices, click on them then hold down the CTRL key and press the letter H for a payment history to see if there is a payment applied to it.
Data damage. If none of the above possible causes apply to your company data file, you should run the Verify Data utility to check for damage to your company file. To verify data choose Utilities from the File menu and select verify. If no data problems are detected see this help article for other methods of determining if there is damage in the data file.
Inventory items on an invoice or credit memo will be shown on a cash-basis balance sheet as a transfer from the Inventory Asset account. The dollar amount will be the same as cost of goods sold.
Tip: To see the amount being transferred from Inventory on a particular invoice or credit memo on which inventory items are used, press Ctrl+Y to open a transaction journal report that shows the postings. Look for the amounts posted to the Inventory Asset account.
Tip: Go to the Lists menu and click Item List. Look for any balance sheet (assets, liabilities or equity) accounts listed in the account column. This does not apply to Sales Tax Payable; sales tax will not be reflected in the balance of A/R on a cash basis even if sales tax is due on the invoice date.
This issue occurs when the amounts that are used in the formula for that specific field are too great to be calculated. The word "Overflow" displays in the Total fields of the report.
You may be able to resolve this issue by exporting the report to Microsoft Excel. Because all Total fields are sent with a formula, instead of a figure, Excel may produce the desired number.
To export a report to Excel, please follow these steps:
1. With the QuickBooks report open, click the Excel button at the top of the window.
2. In the Export Report to Excel window, select the appropriate option button within the File Options section.
3. Click OK.
Click here to view additional help on this topic.
You may be able to resolve this issue by exporting the report to Microsoft Excel. Because all Total fields are sent with a formula, instead of a figure, Excel may produce the desired number.
To export a report to Excel, please follow these steps:
1. With the QuickBooks report open, click the Excel button at the top of the window.
2. In the Export Report to Excel window, select the appropriate option button within the File Options section.
3. Click OK.
Click here to view additional help on this topic.
Typically, this will happen if you have your program set to compatibility mode. To check if QuickBooks is in compatibility mode:
1. Close QuickBooks
2. Right click on the QuickBooks shortcut and choose properties
3. Click on the "Open File Location" (or “find target”) button, which will open the folder containing the version specific executable QBW32Premierxxx.exe or QBW32Pro.exe depending on your version of QuickBooks.
4. Right click on the version specific exe file and choose properties
5. Click on the compatibility tab and verify “run in compatibility mode is not checked”. If it is, uncheck it.
6. Click OK
7. Right Click on the QBw32.exe file which is in this folder and choose properties
8. Again, verify it's not set for compatibility mode, and then click OK
9. Open QuickBooks again and try to run reports.
1. Close QuickBooks
2. Right click on the QuickBooks shortcut and choose properties
3. Click on the "Open File Location" (or “find target”) button, which will open the folder containing the version specific executable QBW32Premierxxx.exe or QBW32Pro.exe depending on your version of QuickBooks.
4. Right click on the version specific exe file and choose properties
5. Click on the compatibility tab and verify “run in compatibility mode is not checked”. If it is, uncheck it.
6. Click OK
7. Right Click on the QBw32.exe file which is in this folder and choose properties
8. Again, verify it's not set for compatibility mode, and then click OK
9. Open QuickBooks again and try to run reports.
Instead of exporting the data, print to a comma separated value file or tab delimited file.
- Click the print icon at the top of the report,
- click the radio button next to the pull down box that states "ASCII text file"
- click the down arrow on the pull down box and choose either comma separated value file or tab delimited file
- hit print, name the file and save it to your desktop
Open the file with Excel. If you have Excel open you will need to select open files of all types in the open file dialogue box to see the file on your desktop. Excel's wizards will recognize the delimiters within the file.
The advantage to this method of moving data into Excel is that you avoid all of the spacer columns and rows that Intuit builds into the QB reports. It makes it much easier to manipulate date.
- Click the print icon at the top of the report,
- click the radio button next to the pull down box that states "ASCII text file"
- click the down arrow on the pull down box and choose either comma separated value file or tab delimited file
- hit print, name the file and save it to your desktop
Open the file with Excel. If you have Excel open you will need to select open files of all types in the open file dialogue box to see the file on your desktop. Excel's wizards will recognize the delimiters within the file.
The advantage to this method of moving data into Excel is that you avoid all of the spacer columns and rows that Intuit builds into the QB reports. It makes it much easier to manipulate date.
Taken from the Knowledge Base:
An account may have been budgeted for 0.00 and then made inactive. This will cause the amount to appear on reports but not on the budget user interface.
In addition, any activity in the account will cause it to appear on the report even though it is not on the budget.
An account may have been budgeted for 0.00 and then made inactive. This will cause the amount to appear on reports but not on the budget user interface.
In addition, any activity in the account will cause it to appear on the report even though it is not on the budget.
You can show this by modifying the Open Sales Order by Item report and exporting it to Excel to add the totals.
1. Click on the Reports menu
2. Highlight Sales
3. Select Open Sales Order by Item
4. Click on the Modify Report button
5. Select the Filters tab
6. Select the Transaction Type filter, and choose the option for “Multiple Transaction Types”
7. Check-mark Invoice, Sales Receipt and Sales Order
8. Click OK
9. Select the Posting Status Filter, and choose Either as the option
10. Click OK
This should give, for each item, the quantities on invoices, sales receipts, and sales orders for the period selected. You can get the total of these quantities if you export the report to Excel and modify it.
1. Click on the Reports menu
2. Highlight Sales
3. Select Open Sales Order by Item
4. Click on the Modify Report button
5. Select the Filters tab
6. Select the Transaction Type filter, and choose the option for “Multiple Transaction Types”
7. Check-mark Invoice, Sales Receipt and Sales Order
8. Click OK
9. Select the Posting Status Filter, and choose Either as the option
10. Click OK
This should give, for each item, the quantities on invoices, sales receipts, and sales orders for the period selected. You can get the total of these quantities if you export the report to Excel and modify it.
1. In the Report window, click Modify Report.
2. In the Modify Report window, click the Filters tab, and then select what you want to filter for from the list of filters.
3. Fill in the fields that appear.
4. (Optional) Select additional filters and fill in their fields. Additional filters narrow the scope of the report further.
5. Click OK.
6. (Optional) Click Memorize to save your filter selections. This lets you create similar reports without having to re-enter the settings each time.
2. In the Modify Report window, click the Filters tab, and then select what you want to filter for from the list of filters.
3. Fill in the fields that appear.
4. (Optional) Select additional filters and fill in their fields. Additional filters narrow the scope of the report further.
5. Click OK.
6. (Optional) Click Memorize to save your filter selections. This lets you create similar reports without having to re-enter the settings each time.
To create a report showing expenses that will not be reimbursed, you must first associate them with a customer. To track these expenses, create a fictitious customer (named "Unbilled Expenses," for example) and apply all expenses that will not be reimbursed to that customer on checks and bills.
To create a report of these expenses:
1. From the QuickBooks Reports menu, choose Custom Summary Report.
2. Click Customize.
3. From the Columns drop-down list, select Total only.
4. From the Row Axis drop-down list, select Income statement.
5. Click the Filters button.
6. From the Account drop-down list, choose Expense and other expense accounts.
7. Enter the appropriate dates in the Date
8. From the Add filter drop-down list, choose Name, and then select the name of the fictitious customer that was set up for non-reimbursed expenses.
9. Click Apply, and then click OK.
To create a report of these expenses:
1. From the QuickBooks Reports menu, choose Custom Summary Report.
2. Click Customize.
3. From the Columns drop-down list, select Total only.
4. From the Row Axis drop-down list, select Income statement.
5. Click the Filters button.
6. From the Account drop-down list, choose Expense and other expense accounts.
7. Enter the appropriate dates in the Date
8. From the Add filter drop-down list, choose Name, and then select the name of the fictitious customer that was set up for non-reimbursed expenses.
9. Click Apply, and then click OK.
The Unbilled Costs by Job report is designed to show costs from bills, checks, and credit card charges that have been assigned to jobs and marked as billable, but have not yet been transferred to an invoice, statement charge, or cash sales receipt for that job. Time activities do not show on this report.
To view a report with unbilled time:
1. From the QuickBooks Reports menu, choose Jobs, Time & Mileage, and then choose Time by Job Detail.
2. To view only unbilled information:
a. Click Modify Report at the top of the report window.
b. Click the Filters tab.
c. In the Filter list, select Billing Status.
d. To the right, select the Unbilled option.
e. Click OK to view the report.
To view a report with unbilled time:
1. From the QuickBooks Reports menu, choose Jobs, Time & Mileage, and then choose Time by Job Detail.
2. To view only unbilled information:
a. Click Modify Report at the top of the report window.
b. Click the Filters tab.
c. In the Filter list, select Billing Status.
d. To the right, select the Unbilled option.
e. Click OK to view the report.
This describes how to create a report showing unbilled cost, hours amount, and type of hourly wage used. This report is not prebuilt in QuickBooks but can be created by modifying the Unbilled Costs by Job report.
To create this report, please do the following:
1. Go to the QuickBooks Reports menu, choose Jobs, Time & Mileage >Unbilled Costs by Job.
2. Click Modify Report.
3. On the Display tab, select Payroll Item and Qty.
4. Click OK.
5. Memorize report when prompted.
This report will show information on number of hours, cost, hourly wage, labor burden for a specific job by an employee, and all costs associated with a job.
To create this report, please do the following:
1. Go to the QuickBooks Reports menu, choose Jobs, Time & Mileage >Unbilled Costs by Job.
2. Click Modify Report.
3. On the Display tab, select Payroll Item and Qty.
4. Click OK.
5. Memorize report when prompted.
This report will show information on number of hours, cost, hourly wage, labor burden for a specific job by an employee, and all costs associated with a job.
To identify the customers who have not done business with you in the past year, you can use the following report:
1. Click on the Reports menu and choose Custom Summary Report.
2. In the Modify Reports window, under the Display tab, in the Dates field, select the desired time period during which you'd like to see customer activity (for instance Last Calendar Year).
3. In the “Display columns by” field, select a unit of time - it can be the same unit of time selected for the Dates field (for instance, Year).
4. In the “Display rows by” field, select Customer.
5. Click on the Advanced button at the bottom, and change Display Rows from Active to All and then click OK.
6. Click OK to run the report.
The report will display all of your customers, and will show you the dollar amount of business that they have done with you for the time period selected. Any customer who has not done any business with you will show 0.00.
To list only the customers with a 0.00 balance, export the report to Excel and use the Autofilter feature. To do this:
1. Click on Export from the report window.
2. In the Export Report window, select the Advanced tab.
3. Check the Auto Filtering checkbox.
4. Click on Export.
5. Once the report has exported to Excel, you can click on the dropdown for Total and select 0. The report will now display only the customers who have $0.00 activity for the time period.
1. Click on the Reports menu and choose Custom Summary Report.
2. In the Modify Reports window, under the Display tab, in the Dates field, select the desired time period during which you'd like to see customer activity (for instance Last Calendar Year).
3. In the “Display columns by” field, select a unit of time - it can be the same unit of time selected for the Dates field (for instance, Year).
4. In the “Display rows by” field, select Customer.
5. Click on the Advanced button at the bottom, and change Display Rows from Active to All and then click OK.
6. Click OK to run the report.
The report will display all of your customers, and will show you the dollar amount of business that they have done with you for the time period selected. Any customer who has not done any business with you will show 0.00.
To list only the customers with a 0.00 balance, export the report to Excel and use the Autofilter feature. To do this:
1. Click on Export from the report window.
2. In the Export Report window, select the Advanced tab.
3. Check the Auto Filtering checkbox.
4. Click on Export.
5. Once the report has exported to Excel, you can click on the dropdown for Total and select 0. The report will now display only the customers who have $0.00 activity for the time period.
If a customer has an invoice for $100, and a credit memo for $100, they will have a zero balance. However, unless you apply that credit memo to the invoice, you will find that customer has an open balance, and will show up on reports they normally would not.
To resolve this, go into the receive payments screen and select your customer. Apply any available credits to any outstanding invoices. You should then no longer see that customer on the report.
To resolve this, go into the receive payments screen and select your customer. Apply any available credits to any outstanding invoices. You should then no longer see that customer on the report.
You may need to resort your customer list. To do this:
1. Open your customer center
2. High-light any customer and right-click them
3. Choose resort list
That should put all of your reports back into alphabetical order.
1. Open your customer center
2. High-light any customer and right-click them
3. Choose resort list
That should put all of your reports back into alphabetical order.
Turn off the print spooler before you click on the reconcile now button. Turning off the Print Spooler should allow successful reconciliation and the ability to print the reconciliation reports. Follow these steps to turn off the Print Spooler in Microsoft Windows XP and Microsoft Windows 2000:
1. Right-click My Computer and select Manage to open the Computer Management window.
2. Click Services and Applications to expand the list.
3. Click Services.
4. Right-click Print Spooler, and then click Stop.
Remember to start the print spooler again after completing the reconciliation.
1. Right-click My Computer and select Manage to open the Computer Management window.
2. Click Services and Applications to expand the list.
3. Click Services.
4. Right-click Print Spooler, and then click Stop.
Remember to start the print spooler again after completing the reconciliation.
1. From the Reports menu, choose Accountant and Taxes. Then choose Transaction Detail by Account.
2. In the Transaction Detail by Account window, select a date range and choose how you'd like the transactions sorted (for example, by Date).
3. On the report buttonbar, click Modify Report.
4. Select the Filters tab.
5. From the list of filters, select Online Status.
6. From the Online Status drop-down list, choose Online Sent and then click OK.
2. In the Transaction Detail by Account window, select a date range and choose how you'd like the transactions sorted (for example, by Date).
3. On the report buttonbar, click Modify Report.
4. Select the Filters tab.
5. From the list of filters, select Online Status.
6. From the Online Status drop-down list, choose Online Sent and then click OK.
This report lists all online transactions that have been processed within the selected time period.
Creating a report that shows payments and the invoices and deposits they are linked to.
1. In QuickBooks, go to Reports
2. Select Banking from the Reports menu
3. Open a Check Detail Report
4. Click Modify Report
5. Select your Date Range
6. Select the Filters Tab
7. Remove all Existing Filters
8. Filter for Account = All
9. Filter for Transaction Type = Payment
10. Filter for Detail Level = All Except Summary
11. Select the Header/Footer Tab
12. Change Report Name to Payment History Report
13. Select OK.
14. Memorize Report by selecting the button at the top of the report.
Note: You can also successfully filter this report for specific customers as well. In addition if you filter for Detail level = Summary Only it will only show linked deposits.
This report assumes all payments post to Undeposited Funds, if some payments post directly to the bank account you would want to add those accounts to the account filter using multiple accounts select both undeposited funds and accounts payments deposit to.
1. In QuickBooks, go to Reports
2. Select Banking from the Reports menu
3. Open a Check Detail Report
4. Click Modify Report
5. Select your Date Range
6. Select the Filters Tab
7. Remove all Existing Filters
8. Filter for Account = All
9. Filter for Transaction Type = Payment
10. Filter for Detail Level = All Except Summary
11. Select the Header/Footer Tab
12. Change Report Name to Payment History Report
13. Select OK.
14. Memorize Report by selecting the button at the top of the report.
Note: You can also successfully filter this report for specific customers as well. In addition if you filter for Detail level = Summary Only it will only show linked deposits.
This report assumes all payments post to Undeposited Funds, if some payments post directly to the bank account you would want to add those accounts to the account filter using multiple accounts select both undeposited funds and accounts payments deposit to.
QuickBooks uses three distinct symbols to represent the three states of a transaction:
- Cleared, but not yet reconciled - an asterisk
- Reconciled - a checkmark
- Matched to an online bank statement - a lightning bolt
- Cleared, but not yet reconciled - an asterisk
- Reconciled - the letter X
- Matched to an online bank statement - the letter M
Question: How can I reduce the size of my file?
Answer:
The QuickBooks Clean up Company Data feature (called Condense & Archive in earlier versions of QuickBooks) may not decrease the size of the data file on the hard drive although it does remove the same list members and transactions as the Condense & Archive feature in prior versions of QuickBooks.
You may be able to use the Portable Company File feature to compress your company file. This method can recover space in data files that was previously occupied by deleted transactions and may be used as a follow up to the Clean Up Company Data wizard. Certain types of transactions (such as Inventory transactions) cannot compress by any method. Results will vary based on the condition and contents of individual company files.
Note: Creating a portable company file will not damage data; however, you must back up your company file before compressing it using this method.
Unlike the Clean up Company Data feature, creating a portable company file does not automatically back up and archive the existing company file. also, portable company files do not automatically preserve connections to QuickBooks features that use a separate data store (such as Financial Statement Designer, Fixed Asset Manager, Loan Manager and Shipping Manager). Please refer to this article for instructions on how to manually restore these connections.
Step 1: Back up your company data file.
1. From the QuickBooks File menu, select Back Up.
2. From the Back Up Company File tab, select the appropriate back up name and location.
Important: Do not overwrite an existing back up.
3. Make sure that Verify data integrity option is selected.
4. Click OK to run the backup.
Note: For more information on data file back up procedures, please refer to this article.
If QuickBooks finds a problem when verifying data during the back up procedure, please refer to this article.
Important: Do not continue the back up or compression process with damaged data because this may cause irretrievable data loss.
Step 2: Create the portable company file.
1. From the QuickBooks File menu, click Portable Company File, and then click Create File.
2. Click OK to begin creating the file.
3. Specify a name and location for the file to be created, and then click Save.
4. Click OK to the message that the file has been created.
Note: If you receive a message that file has not been created, try creating the file again and make sure that it is created on a local drive. Network locations may not work. Once the file has been created it will have a .QBM extension and will be much smaller than the original company file.
Step 3: Close and rename the original company file.
This step ensures that the original company file is not overwritten when the .QBM file is re-opened.
1. From the QuickBooks File menu, select Close Company.
2. In the No Company Open window, select Open an existing company.
3. Right-click on the original (.QBW) company file, and then select Rename.
4. Type a new company name (such as [companyname]_Old_[date].QBW), being sure to keep the .QBW extension.
5. Click on any blank space in the open file window, and then click Yes to confirm the new file name.
6. Click Cancel to return to QuickBooks without re-opening the company file.
Step 4: Open the portable company file.
1. From the QuickBooks File menu, click Portable Company File, and then select Open File.
2. Browse to the location of the file and select the .QBM file that you created in the preceding procedure.
3. Click Open.
4. Wait for the progress bar to finish, and then click OK to the message that the file has been opened successfully.
Answer:
The QuickBooks Clean up Company Data feature (called Condense & Archive in earlier versions of QuickBooks) may not decrease the size of the data file on the hard drive although it does remove the same list members and transactions as the Condense & Archive feature in prior versions of QuickBooks.
You may be able to use the Portable Company File feature to compress your company file. This method can recover space in data files that was previously occupied by deleted transactions and may be used as a follow up to the Clean Up Company Data wizard. Certain types of transactions (such as Inventory transactions) cannot compress by any method. Results will vary based on the condition and contents of individual company files.
Note: Creating a portable company file will not damage data; however, you must back up your company file before compressing it using this method.
Unlike the Clean up Company Data feature, creating a portable company file does not automatically back up and archive the existing company file. also, portable company files do not automatically preserve connections to QuickBooks features that use a separate data store (such as Financial Statement Designer, Fixed Asset Manager, Loan Manager and Shipping Manager). Please refer to this article for instructions on how to manually restore these connections.
Step 1: Back up your company data file.
1. From the QuickBooks File menu, select Back Up.
2. From the Back Up Company File tab, select the appropriate back up name and location.
Important: Do not overwrite an existing back up.
3. Make sure that Verify data integrity option is selected.
4. Click OK to run the backup.
Note: For more information on data file back up procedures, please refer to this article.
If QuickBooks finds a problem when verifying data during the back up procedure, please refer to this article.
Important: Do not continue the back up or compression process with damaged data because this may cause irretrievable data loss.
Step 2: Create the portable company file.
1. From the QuickBooks File menu, click Portable Company File, and then click Create File.
2. Click OK to begin creating the file.
3. Specify a name and location for the file to be created, and then click Save.
4. Click OK to the message that the file has been created.
Note: If you receive a message that file has not been created, try creating the file again and make sure that it is created on a local drive. Network locations may not work. Once the file has been created it will have a .QBM extension and will be much smaller than the original company file.
Step 3: Close and rename the original company file.
This step ensures that the original company file is not overwritten when the .QBM file is re-opened.
1. From the QuickBooks File menu, select Close Company.
2. In the No Company Open window, select Open an existing company.
3. Right-click on the original (.QBW) company file, and then select Rename.
4. Type a new company name (such as [companyname]_Old_[date].QBW), being sure to keep the .QBW extension.
5. Click on any blank space in the open file window, and then click Yes to confirm the new file name.
6. Click Cancel to return to QuickBooks without re-opening the company file.
Step 4: Open the portable company file.
1. From the QuickBooks File menu, click Portable Company File, and then select Open File.
2. Browse to the location of the file and select the .QBM file that you created in the preceding procedure.
3. Click Open.
4. Wait for the progress bar to finish, and then click OK to the message that the file has been opened successfully.
Answer:
The Verify Data utility detects many types of data damage. The utility looks at the data and then logs any errors it finds in a file named Qbwin.log. This log file is contiguous, so every time you verify, rebuild, condense, or update your data, any integrity issues found will be appended to the end of the file. It is common for the Qbwin.log to become very large.
One easy way to identify only current errors in the data file is by renaming the Qbwin.log file, located in your QuickBooks directory, to Qbwin.old. QuickBooks will create a new Qbwin.log file to store the results of the utility you ran most recently. Search for the file to rename it.
There are various situations that indicate damage in your data file. Run Verify to check for damage under the following conditions:
The Verify Data utility detects many types of data damage. The utility looks at the data and then logs any errors it finds in a file named Qbwin.log. This log file is contiguous, so every time you verify, rebuild, condense, or update your data, any integrity issues found will be appended to the end of the file. It is common for the Qbwin.log to become very large.
One easy way to identify only current errors in the data file is by renaming the Qbwin.log file, located in your QuickBooks directory, to Qbwin.old. QuickBooks will create a new Qbwin.log file to store the results of the utility you ran most recently. Search for the file to rename it.
There are various situations that indicate damage in your data file. Run Verify to check for damage under the following conditions:
- You receive errors such as Invalid Protection Faults or Fatal Errors when running QuickBooks.
- You notice discrepancies on reports, such as invoices or bills that are posting with a negative value. Do not forget to check for the correct dates and report basis (cash versus accrual) when troubleshooting report discrepancies.
- Payments that have been deposited show up in the Payments to Deposit window.
- Balance sheet reports are not showing all accounts.
- There are names missing from lists.
- You are missing transactions.
- You would like to run a well-data checkup to make sure the data is "healthy."
To run the Verify utility:- From the QuickBooks Window menu, choose Close All.
-
From the File menu, choose Utilities, and then choose Verify Data.
- If the Verify completes with the message QuickBooks detected no problems with your data, your data is clear.
- If the Verify completes with the message Your data has lost integrity..., there is damage in the file, and QuickBooks will display a message with instructions for running the Rebuild Data utility to attempt to repair the damage:
- Before starting the Rebuild process, note the file information in the Product Information window for future reference (press F2 to open the Product Information window).
- If the file is on a network, it should be copied locally before running the Rebuild Data utility.
Important: The Rebuild Data utility should never be run across a network. - Click Yes at the prompt to make a backup of the data file. Rename your data file to avoid overwriting the existing data file.
Important: Do not overwrite your existing backup file.
The Rebuild Data utility will run as soon as the backup completes, and it should only be run once. - When the Rebuild process has finished, close your company file and then reopen it in order to refresh the lists in the file.
- Run the Verify Data utility again to check for remaining damage.
- If you would like to view the Qbwin.log file before running Rebuild:
- With your QuickBooks company file open, press the F2 key on your keyboard to display the Product Information window.
- Press Ctrl+2 on your keyboard to open the Tech Help window.
- In the Tech Help window, click the Open File tab.
- Double-click Qbwin.log, and then press Ctrl+End on your keyboard to move to the bottom of the document.
- Gradually scroll up through the document until you see: Begin Verify Log. You will see the file path for your company, along with the date and time that the Verify ran. Any errors found will be listed between Begin Verify Log and End Verify Log.
You may want to print the Qbwin.log file, or you can copy the relevant portion of it to another document, and then print it.
- If the Verify that was run after rebuilding the file indicated that there is still damage, you can try restoring a recent backup of your company file. Make sure that you do not overwrite your existing company file. From the File menu, choose Restore. Any information entered in the company file since the backup was made will need to be manually reentered after you restore.
- Once the backup is restored, run the Verify utility again to ensure that the restored file does not contain damage. If the Verify indicates damage, you can run the Rebuild utility one time on the restored file, and then check it again with Verify.
- If the restored file is still damaged, or if you do not have a recent backup to restore, Intuit may be able to recover your data. Please contact QuickBooks Technical Support to speak with a Data Services Specialist. There is a fee for data recovery services.
User Access Rights Problem: Windows XP and Windows 2000 users must have Power Users or Administrator group rights in order to run QuickBooks.
Please contact your system administrator about being granted these rights.
Answer:
IMPORTANT: The following procedures are intended ONLY for the system administrator, preferably a Microsoft Certified Systems Engineer (MCSE). If you are not that person, please contact your system administrator for assistance.
These steps are intended to allow users with restricted or limited users access to basic QuickBooks functions without granting them Power User or Administrator privileges. If users who already have Power User or Administration privileges are receiving this error message, please refer to this QuickBooks Knowledge Base article.
Intuit strongly recommends that you create a current System Restore Point or System State Backup prior to making any of the changes listed below. The listed adjustments to the permissions are specifically targeted to QuickBooks. Always exercise extreme caution when editing the registry.
Helpful Links:
Use System Restore to Undo Changes if Problems Occur
Back up System State data
System administrators can now grant restricted or limited users access to QuickBooks without granting them Power User or Administrator privileges. The following configuration will allow restricted users to use all basic QuickBooks functions; however, advanced functions such as QuickBooks Update or Payroll Updates still require Power User or Administrator access.
1. Create a local group account called QuickBooksUser (or other preferred name).
2. Add the desired Group or User accounts to the newly created group members.
3. Edit permissions to Allow: Full Control for QuickBooksUser in the Access Control List for the following files and registry keys: File System:
C:\Program Files\Intuit (This is the default folder; adjust the folder name as appropriate for custom installations.)
C:\Program Files\Common Files\Intuit Registry:
HKEY_LOCAL_MACHINE\SOFTWARE\Intuit
HKEY_CLASSES_ROOT\QuickBooks.CoLocator
HKEY_CLASSES_ROOT\QuickBooks.CoLocator.1
HKEY_CLASSES_ROOT\CLSID\{E53C85D6-E6D9-4BCF-A623-72062A99AA7F}
Note: In most cases, the instructions above suffice to allow full QuickBooks functionality based on the permissions of the QuickBooks user. In certain instances, an administrator may want to grant permissions to each of the keys individually for security reasons. A list of each of the individual keys can be found here.
Note: Domain administrators may wish to create a group policy or security template for propagation in the domain instead of creating a local group.
Please contact your system administrator about being granted these rights.
Answer:
IMPORTANT: The following procedures are intended ONLY for the system administrator, preferably a Microsoft Certified Systems Engineer (MCSE). If you are not that person, please contact your system administrator for assistance.
These steps are intended to allow users with restricted or limited users access to basic QuickBooks functions without granting them Power User or Administrator privileges. If users who already have Power User or Administration privileges are receiving this error message, please refer to this QuickBooks Knowledge Base article.
Intuit strongly recommends that you create a current System Restore Point or System State Backup prior to making any of the changes listed below. The listed adjustments to the permissions are specifically targeted to QuickBooks. Always exercise extreme caution when editing the registry.
Helpful Links:
System administrators can now grant restricted or limited users access to QuickBooks without granting them Power User or Administrator privileges. The following configuration will allow restricted users to use all basic QuickBooks functions; however, advanced functions such as QuickBooks Update or Payroll Updates still require Power User or Administrator access.
Note: In most cases, the instructions above suffice to allow full QuickBooks functionality based on the permissions of the QuickBooks user. In certain instances, an administrator may want to grant permissions to each of the keys individually for security reasons. A list of each of the individual keys can be found here.
Note: Domain administrators may wish to create a group policy or security template for propagation in the domain instead of creating a local group.
Where should I save my company file
To store your company files, you can use the recommended (default) location or choose another location. We recommend that you do not store your company files in the Program Files folder.
Note: If you already have a company file in the Program Files folder, QuickBooks will assist you in moving your company files to a recommended location when you install QuickBooks and when you first open your company file.
Why is Program Files no longer a recommended location for storing company files?
To accommodate upcoming operating systems, the use of the Program Files folder is limited to QuickBooks program files. If you store your company files in the Program Files folder and you update your operating system, you will be required to enter the Windows Administrator's password when working in company files.
Recommended (default) folder location used by QuickBooks for company files
As the default, QuickBooks uses the following location when creating new company files or moving existing company files:
C:\Documents and Settings\All Users\(Shared) Documents\Intuit\QuickBooks\Company Files.
Note: Windows XP users will see the folder "Shared Documents" when browsing (clicking folders) but QuickBooks and Windows will display the folder only as "Documents" in paths and addresses.
To store your company files, you can use the recommended (default) location or choose another location. We recommend that you do not store your company files in the Program Files folder.
Note: If you already have a company file in the Program Files folder, QuickBooks will assist you in moving your company files to a recommended location when you install QuickBooks and when you first open your company file.
Why is Program Files no longer a recommended location for storing company files?
To accommodate upcoming operating systems, the use of the Program Files folder is limited to QuickBooks program files. If you store your company files in the Program Files folder and you update your operating system, you will be required to enter the Windows Administrator's password when working in company files.
Recommended (default) folder location used by QuickBooks for company files
As the default, QuickBooks uses the following location when creating new company files or moving existing company files:
C:\Documents and Settings\All Users\(Shared) Documents\Intuit\QuickBooks\Company Files.
Note: Windows XP users will see the folder "Shared Documents" when browsing (clicking folders) but QuickBooks and Windows will display the folder only as "Documents" in paths and addresses.
How do I find my company file or my most current company file?
To find your company files:
1. Searchfor all QuickBooks files using *.qbw as the Named criteria and My Computer as the Look in criteria. (Instructions for your version of Microsoft Windows may vary; refer to Windows Help for assistance or additional information.)
2. When the search completes, make note of the location in the In Folder column, the Size and Date column. Disregard and sample files.
Note: If the search results do not display an In Folder or Size column, select Details from the Windows View menu.
3. If you have multiple files listed in the search results, you will want to determine which data file is the most current. To do this, view the Size and Date columns.Often, but not always,the largest file size would be the most current.The Date column will tell you the last date the file was touched. However, if you just tried to log on to an older file with a password,this file will have a current date.
To find your company files:
1. Searchfor all QuickBooks files using *.qbw as the Named criteria and My Computer as the Look in criteria. (Instructions for your version of Microsoft Windows may vary; refer to Windows Help for assistance or additional information.)
2. When the search completes, make note of the location in the In Folder column, the Size and Date column. Disregard and sample files.
Note: If the search results do not display an In Folder or Size column, select Details from the Windows View menu.
3. If you have multiple files listed in the search results, you will want to determine which data file is the most current. To do this, view the Size and Date columns.Often, but not always,the largest file size would be the most current.The Date column will tell you the last date the file was touched. However, if you just tried to log on to an older file with a password,this file will have a current date.
No, it is not possible to merge two company files. If you start a new company, list information can be exported from another company and imported into the new one, but merging is not possible.
(Please see the QuickBooks Help files for more information on starting a new company, and exporting and importing lists.)
(Please see the QuickBooks Help files for more information on starting a new company, and exporting and importing lists.)
No, QuickBooks company files are not backward compatible.
Example - If you open your data file in QuickBooks 2006, then you will only be able to open it in QuickBooks 2006 or higher version of QuickBooks after that point.
Example - If you open your data file in QuickBooks 2006, then you will only be able to open it in QuickBooks 2006 or higher version of QuickBooks after that point.
There are many reasons why we would need to move a QucikBooks data file. Should we find ourselves faced with that task you can find out more information on how to move a file by clicking here.
If you've lost, forgotten, or don’t know the administrator password
needed to access your company file, you can recover the password by clicking here.
needed to access your company file, you can recover the password by clicking here.
No.
International versions of QuickBooks are not compatible with the USA version of QuickBooks or visa versa.
International versions of QuickBooks are not compatible with the USA version of QuickBooks or visa versa.
Products and Services
Question: Can I convert my PeachTree data to QuickBooks?
Answer: Yes. you are currently using Peachtree® accounting software, you can use the free Peachtree® to QuickBooks Conversion Tool to import business data, balances, and open transactions into QuickBooks so you can continue running your business where you left off.
You can download the Peachtree® to QuickBooks Conversion Tool here.
If you use another small business accounting program such as MYOB®, or have further questions regarding the Peachtree® to QuickBooks Conversion Tool, please contact the QuickBooks Data Conversion Team at 1-800-816-9304.
Answer: Yes. you are currently using Peachtree® accounting software, you can use the free Peachtree® to QuickBooks Conversion Tool to import business data, balances, and open transactions into QuickBooks so you can continue running your business where you left off.
You can download the Peachtree® to QuickBooks Conversion Tool here.
If you use another small business accounting program such as MYOB®, or have further questions regarding the Peachtree® to QuickBooks Conversion Tool, please contact the QuickBooks Data Conversion Team at 1-800-816-9304.
Here's a quick little questionnaire to help you decide. Answer a few simple questions and we'll let you know which version best suits your needs.
How do I share Customer Manager data with other users using the Depot file?
Multiple users at your business can share Customer Manager data, including contact names, projects, and items from history, such as notes and calls, documents associated with specific customers, and so on. Users share data using a special file called a Depot file.
You can find a helpful article by clicking here.
Multiple users at your business can share Customer Manager data, including contact names, projects, and items from history, such as notes and calls, documents associated with specific customers, and so on. Users share data using a special file called a Depot file.
You can find a helpful article by clicking here.
How do I export the names from the Names list to another application?
You can export all or some of the contacts from your names list to a spreadsheet application, such as Microsoft(R) Excel(R), by saving your names to a file format called .CSV (comma separated value).
You can find detailed instructions here.
You can export all or some of the contacts from your names list to a spreadsheet application, such as Microsoft(R) Excel(R), by saving your names to a file format called .CSV (comma separated value).
You can find detailed instructions here.
How do I back up Customer Manager data?
Backup copies are important insurance - if you lose data for any reason, you can restore the data from your backup copy. In Customer Manager, backup occurs automatically:
Your backup is placed in a folder called Backup, which is located in your QuickBooks Customer Manager folder, or the same folder where the Customer Manager database resides.
Customer Manager backs up your database automatically and overwrites existing backups. It is recommended that you back up data manually on a consistent basis, so you have alternative backup files from which to restore from. Currently, there is no way to schedule backups at a specific time, change how often backup takes place, or change the location where automatic backups are saved.
You can find a the Knowledge base article here.
Backup copies are important insurance - if you lose data for any reason, you can restore the data from your backup copy. In Customer Manager, backup occurs automatically:
- At the time you begin the import or sync process.
- At intermittent times.
Your backup is placed in a folder called Backup, which is located in your QuickBooks Customer Manager folder, or the same folder where the Customer Manager database resides.
Customer Manager backs up your database automatically and overwrites existing backups. It is recommended that you back up data manually on a consistent basis, so you have alternative backup files from which to restore from. Currently, there is no way to schedule backups at a specific time, change how often backup takes place, or change the location where automatic backups are saved.
You can find a the Knowledge base article here.
How do I import Data from QuickBooks to Customer Manager 2.0?
When you import or bring QuickBooks data into Customer Manager, you choose options that determine what type of data is imported from QuickBooks (such as whether you want to import just customer data or customer data and vendor data), import the data, and then resolve data conflicts, if needed.
You can find the knowledge base article by clicking here.
When you import or bring QuickBooks data into Customer Manager, you choose options that determine what type of data is imported from QuickBooks (such as whether you want to import just customer data or customer data and vendor data), import the data, and then resolve data conflicts, if needed.
You can find the knowledge base article by clicking here.
How do I Synchronize Data between QuickBooks and Customer Manager V2.5?
When you synchronize (sync) QuickBooks data with Customer Manager, you choose options that determine what type of data is synchronized with QuickBooks (such as whether you want to sync just customer data or customer data and vendor data), synchronize the data, and then resolve data conflicts, if needed.
You can find the knowledge base article by clicking here.
When you synchronize (sync) QuickBooks data with Customer Manager, you choose options that determine what type of data is synchronized with QuickBooks (such as whether you want to sync just customer data or customer data and vendor data), synchronize the data, and then resolve data conflicts, if needed.
You can find the knowledge base article by clicking here.
How do I import Data from Microsoft Outlook to Customer Manager?
When you import or bring Microsoft(R) Outlook(R) data into Customer Manager, you determine how the data in fields from Outlook maps to fields in Customer Manager, import the data, and then check to make sure the data in Customer Manager imported the way in which you wanted it to.
You can find the knowledge base article by clicking here.
When you import or bring Microsoft(R) Outlook(R) data into Customer Manager, you determine how the data in fields from Outlook maps to fields in Customer Manager, import the data, and then check to make sure the data in Customer Manager imported the way in which you wanted it to.
You can find the knowledge base article by clicking here.
How do I import Data from Microsoft Outlook to Customer Manager 2.5?
When you import or bring Microsoft(R) Outlook(R) data into Customer Manager, you determine how the data in fields from Outlook maps to fields in Customer Manager, import the data, and then check to make sure the data in Customer Manager imported the way in which you wanted it to.
You can find the knowledge base article by clicking here.
When you import or bring Microsoft(R) Outlook(R) data into Customer Manager, you determine how the data in fields from Outlook maps to fields in Customer Manager, import the data, and then check to make sure the data in Customer Manager imported the way in which you wanted it to.
You can find the knowledge base article by clicking here.
Where do I find the Customer Manager version 2.0 Knowledge Base?
You can the find the Customer Manager version 2.0 Knowledge Base by clicking here. Once there you will find many resources to assist you with troubleshooting Customer Manager.
You can the find the Customer Manager version 2.0 Knowledge Base by clicking here. Once there you will find many resources to assist you with troubleshooting Customer Manager.
Where do I find the Customer Manager version 2.5 Knowledge Base?
You can the find the Customer Manager version 2.5 Knowledge Base by clicking here. Once there you will find many resources to assist you with troubleshooting Customer Manager.
You can the find the Customer Manager version 2.5 Knowledge Base by clicking here. Once there you will find many resources to assist you with troubleshooting Customer Manager.
In Customer Manager v2, an error occurred where some files became bloated, which gradually caused the system to become slower and slower. This issue was fixed in the R5 patch.
For new databases that were created after the R5 patch was available, this problem does not occur. For databases that were created prior to the R5 patch, you can find a solution to this problem by clicking here.
For new databases that were created after the R5 patch was available, this problem does not occur. For databases that were created prior to the R5 patch, you can find a solution to this problem by clicking here.
Want to know what changes were made to Customer Manager with the release of the 2.5 version click here to view the release notes.
The template folder and backup files are not moved when the Customer Manager database is moved from the location - c:\program files\intuit\quickbooks customer manager\. You must move these files manually.
You can find the steps on how to move these items by clicking here.
You can find the steps on how to move these items by clicking here.
Currently, Customer Manager and Client Manager Version 2.0 may not work properly when installed on Microsoft(R) Windows(R) Vista(TM). Intuit does not provide technical support when Customer Manager or Client Manager is installed on Windows Vista.
You can find more information by clicking here.
You can find more information by clicking here.
1. From the QuickBooks Customers menu, choose Receive Payments.
2. Apply the actual payment the customer made to the customer's invoice.
3. From the Banking menu, choose Make Deposits.
4. If the Payments to Deposit window opens, select the credit card payment you would like to deposit now and click OK.
5. In the Make Deposits window, select the bank account for the deposit.
6. Click anywhere below the last payment in the list to add an entry. (If the list is full, click anywhere in the list and press Ctrl+Ins to add another entry).
7. In the From Account column, select the expense account from the pull-down list to be associated with the merchant account fees.
8. Enter the amount of the fee as a negative number in the amount field.
9. Choose Save & Close.
2. Apply the actual payment the customer made to the customer's invoice.
3. From the Banking menu, choose Make Deposits.
4. If the Payments to Deposit window opens, select the credit card payment you would like to deposit now and click OK.
5. In the Make Deposits window, select the bank account for the deposit.
6. Click anywhere below the last payment in the list to add an entry. (If the list is full, click anywhere in the list and press Ctrl+Ins to add another entry).
7. In the From Account column, select the expense account from the pull-down list to be associated with the merchant account fees.
8. Enter the amount of the fee as a negative number in the amount field.
9. Choose Save & Close.
This error occurs when you have special characters in the submit credit card screen. Special characters can include the ampersand sign (AB & C Company). Remove these special characters and the transaction should process without error.
You can only void a transaction the same day the original sale was processed.
QuickBooks is setup to use Undeposited Funds as a default account that credit card transactions are deposited to. This account allows you to use several different features in your QuickBooks software. When funds are deposited into Undeposited Funds, QuickBooks will place them into a window called "Payments to Deposit" that will open on top of your "Make Deposits" window when you are trying to push a deposit through. This will allow you to check which transactions have been posted to your bank account by clicking on the Get Funding Status button. You would select which transactions are in the batch for that day and push the deposit through. This will record a total deposit amount which list all included transactions and will match your bank statement deposit and the listing of batches on your merchant statement.
At this time, this feature is not available through this service. QuickBooks Merchant Service accounts are for the processing of credit cards only (for QuickBooks software), and debit cards, gift cards, and credit cards (for Point of Sale software).
Yes, you can receive payments without creating an invoice; however, the software will warn you each time you take a payment without having an existing invoice. The reason for this is because QuickBooks is setup to be accounting software and when it is warning you, it is trying to balance out to show you the most accurate information. If you are going to invoice the customer in another program and account for the transaction there, you can bypass the warning and continue the transaction. Another option you have is to process the transaction in the QuickBooks Manager or Virtual Terminal Plus. These are both real time virtual terminals that will allow processing of transactions. The Manager will run reports for you of what has been processed and the terminal will only process transactions that are available to download to your QuickBooks data file in 1-2 business days. Usually, this download will create invoices for you, but if accounted for in another program, you can just choose not to download them.
Yes, the easiest and most accurate report you can use for this is to use a "Quick Report" for your customer. If you open your Customer Center and right click on the customer you are looking for, it will give you a sub-menu. At the very bottom is an option for a "Quick Report: customer name". Select this option and it will always pull up history for "This Month to Date." You can change this to "All", or a specific timeframe and hit the "Refresh" button at the top on the menu bar. This will show you an entire history for the customer, including invoices, payments, sales receipts, general journal entries, and credit memos.
Unfortunately, being that we are not a recognized credit bureau we can not. We are unauthorized to release a copy of your credit report to you that we obtained when you applied for your Merchant Account. Information on obtaining a free copy is listed on the Visa.com website at the following link:
http://usa.visa.com/personal/student/credit_101/credit_history.html?it=search#anchor_3
http://usa.visa.com/personal/student/credit_101/credit_history.html?it=search#anchor_3
This receipt is the only copy of the credit card number you as the merchant should have on file. The reason why it prints out on the merchant copy is so that you have a record of the card number, expiration date and approval code. It works as though it is a credit card terminal and the system prints a merchant copy and a customer copy. If you were to ever submit a return for your customer, you would need to use this record to refer to back to in order to complete the return transaction. Even though QuickBooks retains a truncated card number in the receive payment window, it remains truncated and you would not be able to refer to the receive payment window for information to push through a return. Your QuickBooks data file is secure using the truncation, as required by Federal Law. The information that you received from Innovative Merchant Solutions regarding keeping the information secure is a reminder Visa and MasterCard compliance of retaining card information. If you wish not to keep this record, you will need to destroy it prior to disposal. Should you need to return funds to your customers, you will need to contact them, retrieve the information and verify against the sale that the card is the same.
A chargeback is when a merchant processes a credit card, and after processing it, the merchant's customer submits to their bank that the merchant's transaction is was not authorized. Customers can dispute transactions for a number of reasons. Some examples are that the card may have been stolen and used to purchase merchandise, the customer may have been dissatisfied with service or product, or simply that they do not recognize the business information provided on their credit card statement. Should you ever receive correspondence from Innovative Merchant Solutions regarding a chargeback or inquiry on a transaction, please contact us as soon as possible to resolve the issue, as you have a limited amount of time to respond before you are no longer able to dispute it.
The reason why you are not able to get a match when entering a P.O. Box is because all AVS verifications are only at this time able to verify zip codes and address numbers. Therefore if you put in a P.O. Box or a street name before the number, you will get a failed match on AVS.
The Address Verification System (AVS) is a security feature and will only search ZIP codes assigned by the United States Postal Service. The 5-digit ZIP code that is on the cardholder's account at the card issuing bank is what is verified when you enter this information while processing. Because international cards do not have a 5-digit USPS ZIP code, the system will not check for AVS match and will come back requesting a valid 5-digit ZIP code. You can either; enter your own ZIP code and know when it comes back as a mismatch, or you can call the card issuing bank and get a voice authorization for a valid AVS match, that way you know the information provided is valid.
Bankcard companies only allow us to have merchants that process in the 50 United States.
Use the Merchant Service Center's deposit report to see 6 months of deposit history and to research what transactions make up a deposit. The Merchant Service Center is a free tool for all QuickBooks Merchant Services merchants and can be accessed from within the QuickBooks client or anywhere you have Internet access.
To learn more visit: http://www.quickbooksms.com/qbmsportal
To learn more visit: http://www.quickbooksms.com/qbmsportal