How to back up your important QuickBooks data
- Click on File
- Click Back Up
- Complete the location where the file will be backed up (i.e. floppy disk in A: or other disk)
- Click the Back Up button
Seven Ways to Search QuickBooks
Over time, your QuickBooks company can grow in size to the point that it becomes difficult to find specific transactions. For instance, let's say that you hire a new employee, and want to order another desk to match the ones in your office.
You vaguely remember the last time that you ordered a desk, but can't remember which vendor, or how much you paid. In this article we'll discuss seven ways that you can search QuickBooks to find transactions such as this, or when necessary, determine if a transaction was deleted.
Fast access to company files you have used recently
Use the Open Previous Company option found on the File menu to give you fast access to company files you have used recently
Deleting invoices off the "Select Invoices to Print" window.
Here's how you delete some of those old invoices that have been hanging around. This is a common problem in QuickBooks. Here's the fix - for each entry that is showing up in your Reminders list under "Invoices to Print", double- click on it. This action should take you to the invoice itself. Once here, remove the check mark in the box in the lower left hand corner that says "to be printed", then click "Save and Close". This invoice should no longer show up in the "Invoices to Print" list.
Filtering a Report - Selecting most of the items from a list
When filtering reports in QuickBooks you may want to select most of the items on a particular list, but not all items to appear on your report. First choose the "selected" option from the list (selected accounts, selected names, etc). Normally you would check each item that you want to appear on your report. However, if you want to check all the items on the list, click the first item and do not release the mouse button. While holding down the mouse button, slide the mouse pointer down just below the list. When QuickBooks is done all of the items on the list will be checked. Release the mouse button. Now you can manually click the items to remove the ones that you do not wish to include in your filter.
Hiring Summer Employees? QuickBooks Can Track Their Time
QuickBooks offers capable tools for tracking the items you sell, but it's also quite a competent time-tracker. If you pay employees based on the hours they work, QuickBooks can ease your bookkeeping burden. Tracked time can flow to both invoices and payroll, helping you pay employees and collect on services provided to customers. Before you start tracking time, you'll need to turn on the related tools. Click Edit | Preferences, and then Time & Expenses. Click on the tab titled Company Preferences.
Save Time for Summer by Memorizing Transactions
Unfortunately, your work with QuickBooks doesn't end just because it's summer, the weather's great, and school's out. But there are ways to minimize your time spent managing your money and maximize your time at the beach. Memorizing transactions is one such way. When you memorize a transaction, QuickBooks remembers all of the relevant details and either processes it automatically or reminds you that it's due. A memorized transaction could be bills that show up in the same amount every month, like your Web-hosting payment, or obligations that change regularly, like your utility bill. You can specify the amount due if it's static, or leave the amount open if it regularly changes, making this feature very flexible and easy to set up.
Is It Time to Adjust Your Pricing? How QuickBooks Can Help
Changing the prices of your company's services and inventory items can solve one of two problems, depending on why you're looking for a solution. Say your materials suppliers have upped their prices. You may choose to increase your affected products to maintain your profit margin. Or maybe an item or service has not been moving well. A drop in price might trigger improved sales. Those examples, of course, are simplifications of what needs to be a thoughtful, studied process. They're critical business decisions that should be made with the guidance from your trusted ProAdvisor. We're not experts in just QuickBooks - we also understand the flow of profit and loss, and we can be valuable allies in your battle for continued growth. We'll explore the tools that QuickBooks offers to help simplify price changes once your decisions have been made. They're not overly difficult to use, but we want to ensure your intentions are carried out accurately. And there are related inventory issues that may be impacted by your modifications.
Turn Over a New Cliche: Adopt Best Practices
Turn over a new leaf. Make a New Year's Resolution. Make a fresh start. Get your ducks in a row. All familiar cliches, but their message is valid: At this time of year, you probably feel like renewing your commitment to running a more successful, productive business. There are numerous ways to do this, but you might consider adopting the concept of best practices (if you haven't already). Most industries have them, primarily larger businesses. Best practices are a set of operational guidelines that are expected to produce a favorable outcome. Run your business using these techniques or methods, and you're likely to be more successful. Accounting has best practices. While they're not carved in stone, sticking with some tried-and-true, common-sense procedures will likely lead to increased efficiency. Perhaps adopting some or all of them will make a difference in your business. QuickBooks can help.
Using the Add/Edit Multiple List Entries Feature
Data entry and modifications in QuickBooks can be tedious. Beginning with QuickBooks 2010 Pro Edition and above, that job got a lot easier. The Add/Edit Multiple List Entries tool does just what its name implies: It lets you add entries to your lists of customers, vendors, services, inventory parts, and non-inventory parts. It also makes changing one or several of them quick and easy.
Using this feature, you can:
- See customized views of your list data
- Enter missing information
- Create new entries from duplicates of existing ones
- Do a mass change of a whole column
- Copy and paste records from Excel
There are a myriad of applications for this tool. You could use it, for example, when you're changing Preferred Vendors for a group of items and you don't want to edit each individual item record. Or, when the area code for select customers or vendors has changed. You could use it if you're adding an inventory item that's just slightly different from another, or when your accountant tells you to change the name of an account.
Tracking Bills in QuickBooks, Worth the Effort
Next to payroll, paying bills is probably your least favorite task in QuickBooks. You don't have to use this feature -- you can keep stacking bills on your desk, scrawling the due dates on a paper calendar, and writing checks.
If you're still operating this way, though, you're missing out on the numerous tools that QuickBooks offers to track your accounts payable, including the ability to:
- Enter bills as they come in
- Set reminders for bills due
- Pay bills easily
- Locate a bill or payment quickly
- Enter bills as (or after) you receive items
- Link bills to purchase orders
- Have instant access to a bill's status
Classes or Types? When To Use Them in QuickBooks
QuickBooks' standard reports are critical to understanding your company's past, present, and future. But the program also offers innovative tools that can make them significantly more insightful and comprehensive.
QuickBooks offers two simple conventions that let you identify related data: classes and types. Classes are used in transactions. Types are assigned to individual customers, vendors, and jobs.
For example, you might use classes to separate transactions that relate to different departments, locations, or types of business. A construction company might want to track classes using New Construction, Remodel, and Overhead. Your customer types might help you isolate groups by characteristics like Industry or Geographical Location.
QuickBooks Tips And Tricks: Make it Yours
No matter which version of QuickBooks you're using, there are always ways to make your workday easier. As with any software, we tend to learn the features we need and not much more. But small changes in the way you operate can add up to significant time savings and more accurate files. If you jumped into QuickBooks without a thorough introduction, consider these tips.
Modifying Reports: Better Insight Into Past, Future
If you make one resolution about improving your accounting procedures in 2012, it should be this: Make extensive use of the tools that QuickBooks offers for report modification. Comprehensive, meticulously-shaped reports that flow out of your carefully-constructed records and transactions are your reward for pounding on the keys every day, conscientiously recording income and expenses.
QuickBooks supplies you with a wide variety of pre-formatted reports whose modification options can help you do focused, critical analysis of your financial data. The right set of numbers will help you understand your history and plan for the future more effectively.
Note: The reports discussed and pictured here shows only one possible set of customization options. There are many variations. We can answer your questions.
Portable Productivity: Smartphones Do Invoices, Expenses, Time Billing
Backup or Portable Company File? How to Decide
When you think about it, it's pretty amazing that Intuit is able to pack the lion's share of your financial data into one giant company file. Certainly makes it easier to separate from QuickBooks and move when necessary.
There are actually three options for saving and relocating that file. You know about backups, since you should be producing them religiously. You generate them so that if QuickBooks -- or your computer itself --- stops working or your file becomes corrupt, you can re-create the entire environment. Portable company files are more limited, and are best used when you want to save your file to a temporary location and/or email it to someone else.
You would only use an Accountant's Copy, of course, when you want us to check your progress. We'll work with you on setting this up.
QuickBooks Can Do Much More Than You Think
You've undoubtedly created reports that were so lengthy that you got tired of scrolling up and down to find totals for each individual section. QuickBooks lets you collapse and expand reports to see primary totals only, but this command affects the entire report.
If you want to just collapse a section or two, here's how you do it. As an example, go to Reports | Company & Financial | Balance Sheet Standard. In QuickBooks 2012, you'd click the Excel button (your version may say Export). Indicate that you want to create a new worksheet and click Advanced.
Spring Cleaning: Streamlining QuickBooks 2013
Although Intuit did a great job of giving QuickBooks' home page a fresher, more open� look in its 2013 versions, maybe some of your screens have become unnecessarily cluttered. Perhaps your QuickBooks company file needs some attention as well. By taking a few minutes to do some �spring cleaning� you'll have a tidier workspace, and you'll save time and frustration. The following suggestions will help you do just that.
Simplify, Accelerate Common Tasks with QuickBooks 2014
If Intuit named its desktop versions of QuickBooks by the version number rather than the year we'd be in version 20-something by now. QuickBooks, still the preferred software for small businesses, keeps getting smarter in its annual upgrades. Rather than pile on tons of new features in its upgrades, for many years now, Intuit has concentrated on making it easier for you to access the tools and data that are already there.
QuickBooks 2014 is no exception. Its combination of small-but-effective changes makes it easier to get in and do what needs to be done quickly and then get out and move on to activities that will help build your business.
Receiving Payment from Customers in Quickbooks
Undoubtedly, there are some QuickBooks tasks that are more enjoyable than others. It's no fun paying bills, for example, and making collection calls on unpaid invoices can be downright unpleasant.
But you probably don't mind recording payments after all of your hard work creating products or providing services, sending invoices or statements, and generating reports to make sure you're on top of it all.
QuickBooks offers more than one way to document customer remittances, and it's important that you use the right one for the right situation.
5 Ways to Accelerate Your Receivables in QuickBooks
If you asked five small business owners to name the top three roadblocks they face in their quest for ongoing profitability, it's likely that all five would point to slow payments.
It's everyone's problem. Accounts receivable requires constant monitoring. As satisfying as it can be to dispatch a group of invoices, you know that it's going to take some work to bring in payment for at least some of them.
By using QuickBooks' tools and complying with accounting best practices, you'll be more confident during the invoicing stage that what you're owed will actually be in your bank account in a reasonable amount of time. Here are five things that we suggest.
Spring-Clean Your QuickBooks Company File
Come spring time, most people are eager to throw open the doors and windows, and do some spring cleaning. It's a good time to "spring clean" Quickbooks as well.
It's not difficult to see when your home needs cleaning, but QuickBooks company file errors are harder to detect, including:
- Performance problems
- Inability to execute specific processes, like upgrading
- Occasional program crashes
- Missing data (accounts, names, etc.)
- Refusal to complete transactions, and
- Mistakes in reports.
8 QuickBooks Reports You Should Run Regularly
You send invoices because you sold products and/or services. Purchase orders go out when you're running low on inventory, and there are always bills to pay, it seems like. All of this activity is, of course, important in itself, but all of your conscientious bookkeeping culminates in what's probably the most critical element of QuickBooks: your reports.
Reports can tell you how many navy blue sweatshirts you sold in March, what you paid for health insurance premiums in the first quarter, and how much you bought from your favorite vendor last month. They're very good at drilling down to get the precise set of numbers you need.
But carefully customized and properly analyzed reports can do more than tell you how many golf clubs to order and when it's time to switch phone services. They can help you make the business decisions that will help you take your growing company to the next level. There are several that you should be looking at regularly, some of which you can interpret easily and use in your daily workflow. We'll help you with the interpretation of the more complex financial reports.
Who Owes Money?
That's probably a question you ask yourself every day. You don't necessarily have to run the A/R Aging Detail report every day, but you'll want to run it frequently. It tells you who owes you money and whether they've missed the due date (and by how many days).
5 Ways You Can Use QuickBooks' Income Tracker
One of the reasons that QuickBooks appeals to millions of small businesses is because it offers multiple ways to complete the same tasks, which accommodates different work styles. Say, for example, you wanted to look up a specific invoice. You could:
- Go to the Customer Center and select the customer, and then scan through the list of transactions,
- Use the Find feature (Edit | Find), or
- Create a report.
There's also another way you can get there if you have a recent version of QuickBooks: the Income Tracker.
Billing for Time in QuickBooks: An Overview
If your small business sells products, you know how precisely you must track your starting stock numbers, ongoing inventory levels, and your reorder points. QuickBooks provides tools to help with this process, but human factors can sometimes throw off your careful counts.
Fortunately, QuickBooks is remarkably flexible when it comes to recording the time your employees spend on customers and jobs. You can enter information about a single activity -- either billable or unbillable -- and/or document hours in a timesheet. A built-in timer (the "Stopwatch") helps you count the minutes automatically; you can also type them in manually.
One Work Session
All versions of desktop QuickBooks include dialog boxes designed to help you enter all the details related to a single timed activity. To get there, either open the Employees menu and select Enter Time | Time/Enter Single Activity or click the down arrow next to the Enter Time icon on the Home Page and choose Time/Enter Single Activity.
Depositing Payments in QuickBooks: The Basics
Depositing Payments in QuickBooks: The Basics
Satisfying though it may be to enter all of those customer payments manually on a paper deposit slip, it can also be tedious and time-consuming. The more successful in business you are, the more time and care it takes.
Whether you accept cash, checks, or credit/debit cards, QuickBooks has tools that help you streamline the process of moving the funds into your physical bank accounts. In fact, part of your job is done when you enter the payments on the Receive Payments or Sales Receipt screens.
An Important Decision
When you record a payment in QuickBooks, you can enter it in one of two ways. Ask us if youâre not certain which one best suits your business.