QuickBooks 2009 R9 has just been released and it contains major updates to the underlying QuickBooks database structure (Sybase). It includes a patch to the underlying QuickBooks database that further improves data stability in significant ways. Specifically, QuickBooks 2009 R9 will take advantage of a new Sybase SA10 patch.
While QuickBooks is already remarkably stable, we estimate this patch will remove many remaining data issues in whole or in part. The update will also improve speed of execution for heavy users, as well as improve performance in selected reports. Beyond the database updates, the release addresses a large number of specific issues (see list below).
However, unlike other updates in recent history, this update will not be backwards compatible with earlier releases of QuickBooks 2009 so make sure you update all your installations. You'll also be required to backup your company file prior to updating it to R9.
It'll be going out live as an automatic update on December 1st so start planning now.
The following changes and improvements were made to QuickBooks Pro 2009, QuickBooks Premier 2009, and Enterprise Solutions 9.0 in releases R9.
The View/Export Changes for Client screen no longer contains changes entered in a previous Accountant's Copy.
Toggling between skus no longer causes QuickBooks to close unexpectedly when Office 2007 is installed on the same computer.
The Accountant's Copy feature now supports the Client Data Review "Reviewed" mark.
Client Data Review created by the accountant is now exported from Accountant’s Copy.
The accountant user is prevented from creating invoices from time and expenses data. In Accountant's Copy, the menu item 'Invoice from Time & Expenses' will not be displayed when this preference is turned on by the client.
Import of Accountant's Copy no longer fails when importing Payment Item amount in Credit memo/Refund.
QuickBooks no longer displays an unrecoverable error when adding or deleting a group item in some Accountant's Copy (.QBA) file.
Using the notepad to enter notes for a customer in the middle of creating an invoice will no longer cause custom field data previously entered on the invoice to disappear.
QuickBooks will no longer display an "Action Cancelled" page when attempting to open Receive Payments or Create Sales Receipts on a computer with no internet connection.
QuickBooks no longer closes unexpectedly when creating an Estimate for a customer.
The QuickBooks support website now links to the correct version of the Synch Contacts tool. This allows users to download and install the new version so that QuickBooks will no longer display the message: QuickBooks Contact Sync 2.0 has encountered errors. Please close this dialog and restart sync."
QuickBooks is now able to access URL containing special characters such as ampersand [&].
Backup and Restore
QuickBooks will no longer shut down with an unexpected error when rebuilding or backing up a QuickBooks company file that previously displayed the unexpected error.
Backup file size is no longer doubled if the backup is saved in the QuickBooks letter templates folder.
QuickBooks will now correctly backup files that have a file name longer than 64 characters.
Vendor Notes are now available from the Vendor Center.
Company File Upgrade
QuickBooks will now check the file for integrity before attempting to update it.
Upgrading files from QuickBooks versions prior to 2006 will no longer fail with an unexpected or fatal error.
Database Resolved the Error -6032, -158: "An error occurred when QuickBooks tried to access the company file" when converting a company file from 2006 to 2009.
Entering memorized transactions no longer fails when estimates are added to memorized txns (auto enter).
QuickBooks will now display the (-6000, -82) and the (-xxxx, -301) errors much less often.
Enterprise Solutions and Premier Accountant Edition no longer incorrectly states that Unit of Measure is not available in your version of QuickBooks when viewing certain help topics.
Help topics for Credit Card Protection have been updated.
Intuit Statement Writer
When using Intuit Statement Writer selecting multiple rows & using Excel command of Insert no longer causes copying of account name and values where they should not be.
Intuit Sync Manager
Incremental syncs via sync manager will now complete successfully.
Lists Resolved an issue where Name Lists were not displaying.
Creating a refund now uses the selected currency as part of the criteria when auto-selecting a bank account for the check.
General Journal transactions in files with Multi Currency activated can now be modified as needed.
Statements that include detailed information from Invoices now show the currency without a dollar sign when the currency is not USD.
Currency information is no longer missing when Customer or Vendor Information is printed from within the centers.
When a transaction is edited while another user is in the Home Currency Adjustment window, the Home Currency Adjustment can no longer be saved without checking the file to see if existing transactions have been changed.
Realized gain/loss from a refund check created from a credit memo now posts to the Realized Gain/Loss report.
User without modify access to currency list can no longer download exchange rates.
Blank targets are no longer added to transactions after clearing & selecting a customer/vendor.
Setting a Discount without applying a payment with different exchange no longer causes an out of balance transaction.
Credit Memos applied to Invoices with different exchange rates no longer throw off sales tax amounts.
Changing the exchange rate on a Journal Entry paid by a bill credit now updates the exchange gain/loss.
Remaining Credit (Home) on transaction tab in customer center no longer displays amounts in negative.
Expenses tab now properly displays Bill Credit + Credit Card Refund w/ figures 12 digits or more.
Realized gain/loss from Credit Card charge linked to a Bill will now post to realized gain/loss report.
Creating an Invoice from a Sales Order at a different exchange rate (from currant list) no longer creates an out of balance Invoice.
Changing customer currency on sales receipt with items no longer displays the Edit Item Rate message twice.
The Beginning Balances in the Locate Discrepancies and Undo Last Reconciliation screen are no longer in a foreign currency.
QuickBooks no longer crashes when importing an Accountant's copy that involves creation of a gain/loss account with multi currency on.
Currencies with exchange rate lower than 4 decimal places now print properly when printing the list.
Editing Exchange rate on a Credit Card Refund linked to a Credit Card Charge now updates the exchange gain/loss.
Editing the Exchange rate on a Credit Card Refund linked to a Bill Credit now updates the exchange gain/loss.
When applying ARRefundCreditCardAdd through the SDK to a multicurrency account, the balance total is now updated.
Editing the exchange rate on an auto-recalled bill no longer generates an out of balance transaction.
The currency field is now grayed out when Quick-Adding a job to a customer that already has a currency set.
QuickBooks now posts a warning message instead of unexpectedly closing (error code 15361 28781) when an attempt is made to deposit home currency amounts to a foreign bank account.
QuickBooks will no longer display unrecoverable error 14775 when creating or sending payroll.
The Send Payroll confirmation report in QuickBooks now shows the employee and amounts.
QuickBooks now allows the next year's rate to be entered on payroll items that are created after July 1st.
When a liability check has two detail lines for the same item and amount, both are now applied.
QuickBooks no longer incorrectly calculates the Withholding taxes incorrectly if the effective date of a withholding tax change is not at the beginning of a tax quarter or year, and the system date is prior to the effective date of the withholding tax change.
Employee Organizer no longer creates duplicate state withholding items.
QuickBooks now warns when an employee is added with a Social Security number already in the employee list.
Payroll: Assisted Payroll
Can now change the Paid Through date on a non-tax liability payment once sent if on the Assisted Payroll Service.
PDF Converter is no longer lost when upgrading to a new operating system.
Remote Desktop users accessing QuickBooks via terminal services are now able to save to pdf on Windows Server 2008 – 64 bit.
The background color will no longer turn black when saving a file as a PDF.
The PDF printer driver is now called version 3.0.
Can now print properly on Vista 64 bit OS pre SP1.
QuickBooks Online Banking
QuickBooks Online Banking new account setup can now be completed when there is a PIN change required.
Payee names containing & are now displayed correctly.
The left hand side of the online banking screen is no longer black when no transactions are present on Windows Vista.
QuickBooks will no longer allow a non-USD currency bank account to import online transactions.
Using the Open option after logging into the bank's website through QuickBooks will no longer display the "No new transactions" dialog when transactions are available
QuickBooks should no longer download duplicate transactions when a web connect file is imported a second time.
A credit card payment now defaults to Credit Card Credit instead of Credit card Payment. It will now have "CC CRED" instead of "TRNSFR" in the Chart of accounts. The radio buttons have also been reordered to show CC Credit first and then, CC Payment on the Right Hand Side of the Online Banking Side-by-Side screen.
The error "Alias already exists" is no longer displayed when changing a downloaded alias to another QuickBooks name.
The up and down arrow keys will now allow movement to the next transaction in the left hand side of the Side-by-side online banking screen.
When adding split lines to downloaded transactions in the Side-by-side online banking window, tabbing into the next field now highlights the existing text or puts the field into edit mode so it can be changed by typing without clicking on the selected field again.
The right hand and left hand sides of the online banking screen will no longer be out of sync after adding an online banking transaction from the Add Multiple feature.
QuickBooks no longer selects the 'Deposit Online Banking transaction' radio button when the 'Record a QB deposit' button should be selected after cancelling adding a new account in the online banking screen.
QuickBooks will no longer display the Unexpected Error C=51 when using the Online Banking feature if names in the company file contain non-printable characters.
QuickBooks will no longer unexpectedly close when some renamed and matched transactions are processed with Finish Later while the manual match screen is open.
QuickBooks no longer closes unexpectedly when multicurrency is turned on and you quickadd a name in the Online Banking register.
QuickBooks will no longer display the message that "Payee named [Vendor Name] detected" or, "This payee is already an online payee – please select a non-online payee." when a bank updates its name or merges with another bank.
QuickBooks will no longer allow a non-USD currency bank account to be setup for Online Banking or Online Services.
QuickBooks no longer displays "Error: CleaningDownloadedPay in some use cases that were not fixed in prior releases.
Company files that do not have Multi Currency enabled will no longer filter the Undeposited Funds and Open Invoice transactions from the Online Banking screens.
Payees that are not setup as USD currency are not pre-filled in the online banking screens.
When there are unprintable characters in the the names used for Online Banking a warning is displayed and the Add Multiple screens do not open because the names cannot be used.
No longer get an Unexpected Error c=47 when accessing the online banking register view after updating a file from Pro to Premier.
QuickBooks Online Billing
Downloaded QuickBooks Billing Solutions payment creation no longer fails for payments with a discount and sub-account.
QuickBooks will no longer close unexpectedly with an error while reconciling when the service charge account or interest account have been deleted.
QuickBooks will no longer display an error and close unexpectedly when accessing the General Ledger report.
QuickBooks will no longer display an Out of Memory message when running the Audit Trail report for all dates.
Are now able to properly open memorized list reports after updating company files.
Having the preference "Show Lowest Sub-Account" and duplicate sub names no longer causes an error in when running the Budget to Actual report.
The report is now displayed when selecting an industry specific job cost report.
The report is now displayed when selecting the Sales Tax Liability report.
QuickBooks will no longer display the Out of Memory error when running reports that use a very large number of transactions.
SalesReceiptMod is no longer Accepting Invalid details of PriceLevel for an Item without showing any error
Unit of Measure is now coming up in ItemGroupQuery , ItemGroupMod ,ItemGroupAdd Response.
QuickBooks no longer displays the severe error: "MauiMain:IsIEPresentfailed. Exiting…" when launching QuickBooks on a Windows 7 computer that has Internet Explorer disabled.
QuickBooks now displays a message instead of closing unexpectedly when trying to login to some company files.
Credit Total on Bill Credit History is now aligned properly when displaying more than 8 characters.
Users and Permissions
The customer credit card data stored in QuickBooks will no longer become corrupted in certain circumstances where the Admin password was changed.
The External Accountant user will no longer be restricted from using the Reconcile feature. It may be necessary to rebuild the company file after updating to R9 or later for this change to take effect.
Ruth Perryman is the president of The QB Specialists. She consults with thousands of clients nationwide, troubleshooting issues related to QuickBooks and online payroll. Ruth is an Intuit Solutions Provider, a member of Intuit’s Trainer/Writer Network and a Certified Advanced QuickBooks ProAdvisor. She is also certified in QuickBooks Enterprise and QuickBooks POS/Point of Sale.
Online payroll for only $25.99/month. Try it free until April 2010! Instant paychecks, direct deposit, electronic tax payments & completed forms. Call 800-707-0940 or visit www.theQBspecialists.com for more details.
Managing customer relationships just got easier and more efficient with Customer Manager from Intuit Inc. The new service allows small businesses to keep and track all their customer information in a single place, making it available when and wherever they need it.
Customer Manager, built on the Intuit Partner Platform, is available as an online service and mobile application. It provides access to up-to-date, important information, letting small businesses spend less time searching for data and more time focusing on customers.
Customer Manager for Mobile provides access to important details for business owners and employees while outside the office. They can search for contact information, see past due balances, add and view notes, or see a map of a customer’s address. The service is designed to work on popular smartphones. It currently supports BlackBerry Curve 8520, 8300 and 8800 series, and Intuit is actively working with other smartphone manufacturers to roll out on additional devices.
“Small businesses rely on the strength of their relationships with customers to grow. This is especially important in today’s economy, as all businesses look for ways to both keep their current customers happy and acquire new ones,” said Angus Thomson, vice president and general manager of Intuit’s Grow Your Business division. “Until now, there has not been a solution in the market that truly meets small businesses’ needs. Customer Manager fills this gap. We designed it to work how small businesses really work – to make it easy for them to provide great service, keep growing and be as successful as possible.”
Get Organized and Save Time
Small businesses tend to keep customer information in multiple locations, according to recent Intuit research. These can range from a notepad or wall calendar to an Excel spreadsheet or e-mail contact list – often limiting access to one person at a time.
Customer Manager provides several features to help small businesses save time by organizing their customer information all in one place. Its top features include:
“When a customer calls us for information it doesn’t matter where I am located. I can immediately pull up their information and leave notes for tracking purposes,” said Joy Allgood, sales and marketing representative of Dental South Inc. in Gainesville, Ga. “Being able to have instant access to important information, such as item numbers and POs, means we don’t have to dig through files and it saves us a lot of time and money.”
Improve Collaboration and Be More Productive
Today’s small business owners and employees also tend to wear several hats, bringing many of them in contact with customers. Customer Manager helps small businesses be more productive by providing several collaboration tools so after communicating with a customer, the same information will be ready and available for the next employee to provide a seamless experience. These include:
Pricing and Availability
Small businesses can sign up for a free 30 day trial of Customer Manager at http://customermanager.com. Following the free trial, the service is $9.95 a month with access for up to five users. This includes support for unlimited contacts, mobile access and all other features.
About Intuit Inc.
Intuit Inc. is a leading provider of business and financial management solutions for small and mid-sized businesses; financial institutions, including banks and credit unions; consumers and accounting professionals. Its flagship products and services, including QuickBooks®, Quicken® and TurboTax®, simplify small business management and payroll processing, personal finance, and tax preparation and filing. ProSeries® and Lacerte® are Intuit’s leading tax preparation offerings for professional accountants. The company’s financial institutions division, anchored by Digital Insight, provides on-demand banking services to help banks and credit unions serve businesses and consumers with innovative solutions.
Founded in 1983, Intuit had annual revenue of $3.2 billion in its fiscal year 2009. The company has approximately 7,800 employees with major offices in the United States, Canada, the United Kingdom, India and other locations. More information can be found at www.intuit.com.
Intuit, the Intuit logo and QuickBooks, among others, are registered trademarks and/or registered service marks of Intuit Inc. in the United States and other countries.
Don’t forget that much of the information required on the 990 isn’t financial information contained in QuickBooks. Because of this, I usually recommend using QuickBooks reports instead of worrying having a direct import into the 990. If you’re using QuickBooks for Nonprofits, there’s a Statement of Functional Expenses (990). If not, you can use a Profit & Loss by Class report.
No matter what you decide, it’s critical that your classes are setup correctly to mimic the 990 information – at the very least you’ll need these three:
And if you have any temporarily or permanently restricted funds, these six:
You can add additional sub-classes if you want to track particular programs, restricted funds, grants, etc.
- Follow the proper flow for processing transactions (Create Invoices -> Receive Payments and Enter Bills -> Pay Bills). Do not enter anything directly into your checking register.
- Use undeposited funds to batch your deposits so they match your bank statement.
- Do not enter credit card purchases on a bill or check. Setup a credit card account, enter your charges in the Banking menu and reconcile monthly when you receive your statement
- Be careful setting up items – one-side items should almost always post to an account that is increased with credits (revenue, liability, equity). In addition, two-sided items should normally use an account that are increased with debits for the expense side (cost of goods sold, expenses, assets)
- If you accept credit cards, sign up for Intuit merchant services. If you use an outside service, reconciling your checking account will be a nightmare each month
- If your bank offers it, sign-up for online banking. If it doesn’t, consider switching banks.
- If you have employees, select one of Intuit’s payroll services. Do not use an outsourced payroll service – entering it properly is complicated even for simple payroll. It’s virtually impossible if you’re doing job costing. Unless you have payroll expertise and are extremely organized, Assisted Payroll is the best way to go.
- Set closing dates – at the very least once a year after you submit your taxes
- If you have multiple users, setup separate log-ins and don’t share passwords. Avoid logging in as Admin except for the times you need to do something only Admin can do.
- Unless you know what debits and credits are, do not attempt to enter journal entries without professional help
Winners of the 2010 Awesome Add-ons for QuickBooks were announced today at the Next Generation Accounting Solutions Conference in Orlando, Florida, an annual event that showcases businesses management tools and technologies, and offers educational resources to consultants and accounting professionals who serve business clients.
Awarded annually, the Awesome Add-ons recognize software programs, web-based applications, and services that help enhance QuickBooks by giving users additional tools for managing their businesses. Winners are selected by The Sleeter Group, the nation’s premier network of small business technology consultants.
Add-on programs are essential to many small and mid-sized businesses, providing them with functions and capabilities specific to their industry. They improve such key areas as inventory, time and project tracking, invoicing, e-commerce and other functions, helping the companies be more efficient, productive and profitable.
We continually study the growing marketplace of hundreds of technologies and services that enhance QuickBooks,” said Doug Sleeter, founder and president of The Sleeter Group. “It’s amazing to see how the ecosystem of add-on solutions has grown and thrived over the years, particularly for industries where QuickBooks may not have all of the features or workflows needed.”
To qualify for the Awesome Add-on honor, technologies must seamlessly integrate with QuickBooks, and offer superior design, ease-of-use, and conformance with appropriate accounting standards. The Sleeter Group analyzed 82 products this year and chose nine winners.
This is the sixth year The Sleeter Group has presented its Awesome Add-ons awards. Winners receive crystal awards, and in addition, Doug Sleeter explained that the winners receive mention on the Sleeter Group Web site and in the Sleeter Group monthly newsletter, they are mentioned in various media publications including AccountingWEB and CPA Technology Advisor, and they receive consideration to become VAR partners within the Sleeter Group, where they can position their products to be sold and serviced by Sleeter Group consultants.
The 2010 Awesome Add-ons for QuickBooks are:
- Alocet Incorporated, for Method Integration, a web-based platform for QuickBooks that allows users to create customized, online business management systems with real-tim syncing to their QuickBooks data.
- ExpenseWatch.com, for its self-named online system that gives small businesses automated tools for managing their spending processes, while ensuring that spending policies are enforced.
- MISys, Inc., for MISys SBM Shop Floor Control, which gives manufacturers enhanced tracking features for managing work tools, production centers, shop operations and manufacturing capacity.
- Netfira, for Connect Commerce, an ecommerce solution offering secure, real-time applications for both sellers and buyers, giving each party access to more accurate data that can be automatically integrated into their accounting system.
- Propelware, for Autofy, which reduces data entry tasks by synchronizing business records between desktop and enterprise software, online data sources, ecommerce systems and mobile devices.
- Qvinci Software, forthe Qvinci business management system, which aggregates data from QuickBooks and Excel, providing a dashboard view of financial information with forward-looking tools, drill down, early warning indicators and graphical data representations.
- Sharefile, for its self-named online collaboration suite that lets users create custom-branded, secure portals for exchanging business files with clients and coworkers.
- Virtual Software, for Virtual Time + Expense, an online platform that simplifies the preparation, approval and accounting processes for timesheets and expense reports, and includes features for time, class and project tracking.
- XpandedReports, for ExpandedReports for QuickBooks/Fishbowl, a comprehensive and flexible reporting tool for business using QuickBooks or Fishbowl Inventory that helps consultants produce and customize reports for clients, filling the gaps left by standard reporting options.
In addition to these companies, the Sleeter Group recognized incMagic search as a “New Product to Watch.” The system provides easy-to-use search functions within QuickBooks that lets users quickly search across any data in the program.
The Sleeter Group is a nationwide community of experts who provide technology consulting services to small business owners, offering training programs and seminars, and publishing QuickBooks reference materials and textbooks used by more than 100 colleges in the United States. All trademarks are the property of their respective companies.
If you need additional assistance, please call our QuickBooks technical support line at 888-351-5285. We are here to help you get the most out of QuickBooks!
There's a nifty little History button at the top of most transactions that will show you linked transactions. For instance, deposit transactions would normally show either payments or sales receipts on this list. Simply click on the linked transaction to see where it was booked. Keep in mind – you may have to view the history several transactions deep before you finally get to the revenue account used. For instance, deposits use undeposited funds linked to payments. Payments use accounts receivable linked to invoices. Invoices show the revenue account.
Here’s the normal flow:
Customers > Create Invoices:
Increases accounts receivable (debit)
Increases revenue (credit)
Customers > Receive Payments:
Increases undeposited funds (debit)
Decreases accounts receivable (credit)
Banking > Make Deposits:
Increases checking account (debit)
Decreases undeposited funds (credit)
When done correctly, the debits/credits for accounts receivable and undeposited funds balance to $0 leaving just an increase in revenue and an increase in the checking account balance. Instead, this is what often happens:
Customers > Create Invoices:
Increases accounts receivable (debit)
Increases revenue (credit)
Customers > Receive Payments:
Increases undeposited funds (debit)
Decreases accounts receivable (credit)
Deposit directly into Register:
Increases checking account (debit)
Increases revenue (credit)
In this case accounts receivable and the checking account are correct, but undeposited funds and revenue are overstated.
Now that Twitter is no longer letting users post the same tweet twice, at the risk of losing your account (gasp!), we have compiled a list of the QuickBooks Tips & Tricks we’ve tweeted in the past for easy reference. Hope you enjoy them!
1 $0 transactions are the key to correcting some errors – just enter a negative line to $0 it out
2 Always enter credit charges in Banking-Enter Credit Card Charges. Reconcile monthly, then pay bill
3 Always pay payroll taxes/benefits at Employees> Payroll Taxes & Liabilities. Do not use Write Check
4 Always pay sales tax at Vendors > Sales Tax. Do not use Write Checks or enter directly in register
5 Always use first name/last or last name/first to make sure you don’t have multiple vendor accounts
6 Change your default email text when sending forms at Edit > Preferences > Send Forms
7 Change your default sales tax code at Edit > Preferences > Sales Tax > Company Preferences
8 Check item mapping for errors at Lists > Item List. Right-click to customize columns
9 Check out Intuit’s free downloadable memorized reports and Excel templates http://ad.vu/p4va
10 Check payroll mapping for errors at Lists > Payroll Item List. Right-click to customize columns
11 Click the magnifying glass next to Find in Customer & Vendor Center to search by account #, zip, etc.
12 Color code your bank accounts to easily see which one to use at Edit > Change Account Color
13 Ctrl/Home takes you to the beginning of any register, Ctrl/ End takes you to the end
14 Ctrl/I quickly brings up the Create Invoice screen
15 Ctrl/J quickly brings up the Customer Center
16 Ctrl/W quickly brings up the Write Checks screen
17 Customer list out of order? Right-click on any customer and select Re-sort List
18 Customize reports by selecting Modify Reports & playing around with the display columns and filters
19 Customize your item list so your COGS account is shown by right-clicking & selecting Customize Columns
20 Easily manage your sales tax codes at Lists > Sales Tax Code List
21 Forgot your Admin password. Recover it here http://ad.vu/erzc
22 Get a list of all the other transactions related to a transaction by clicking on the History button
23 Have a large balance in undeposited funds? Revenue seems too high? Contact us for help
24 Have a lot of bills you’ve already paid on your Pay Bill list? Expenses too high? Contact us for help
25 Have multi-users? Make sure each user has their own login name and do not share passwords
26 If you use Create Invoices, you must use Receive Payments. Don’t skip to Make Deposit
27 If you use the Enter Bills function, you must Pay Bills instead of Write Checks when making a payment
28 It’s a good idea to creating/restore a portable file from time-to-time
29 Keep lots of windows open? Select View > Open Windows List to easily toggle between them
30 Make sure your data file matches your tax return. If needed, memorize & reverse the adjusting entries
31 Merge duplicate names in any of your Lists by editing the name of one to exactly match the other
32 Modify Time by Job Detail report to show unbilled time – change the filter Billing Status to unbilled
33 Most popup warning messages reduce errors . Turn them back on at Edit > Preferences > General
34 Need a multi-year budget? Use Estimates, but be sure to use items instead of expenses on transactions
35 Never let your inventory items go negative. Haven’t got bill yet? Receive the item before selling it
36 Opening equity balance should = $0 after setup. If yours isn’t, contact us for help
37 Payroll works best when all payroll activities are performed within the payroll menu
38 Popup messages driving you crazy? Turn them off at Edit > Preferences > General
39 Press F2 to check if DB File Fragments is > 5. If so create/restore a portable file or defrag your HD
40 QuickBooks will do the calculating in any number field. Just use + – * / like a regular calculator
41 Reconcile bank/credit card accounts every month, or you can’t be certain you’ve entered all expenses
42 Reduce fraud by requiring transactions be saved before printing Edit>Preferences>General>Company
43 Review the Voided/Deleted Transaction Summary report periodically to check for suspicious activity
44 Sales Tax works best when managed through the Vendors > Sales Tax menu
45 Set a closing date after closing out your year/filing your tax return at Company > Set Closing Date
46 Set custom pricing for different customers/jobs with Price Levels
47 Setup user login/pw’s to track additions, changes, deletions made by employees via Audit Trial report
48 Show past due amount on invoices Customize>Additional Customization>Footer>Customer Total Balance
49 Something missing from your menus or driving you crazy? Edit your preferences at Edit > Preferences
50 Spend time exploring each item on your menu bars, from left to right. You’ll find many useful tools
51 Spend time exploring/setting preferences at Edit>Preferences. Admin must change Company Preferences
52 Starting in 2006, the audit trail is always on. Use an earlier version? Turn it on Edit > Preferences
53 Synch customer& vendor contact info with Outlook: http://ad.vu/erzb
54 The quickest & easiest way to find transactions is Ctrl/F
55 The sample files are invaluable learning aids. Close your file and click on Open a Sample File.
56 To help avoid data corruption, always backup your data file using File – Save Copy or Backup
57 Too many windows open, easily close them all at once at Window > Close All
58 Upfront retainers & deposits aren’t income until they’re earned. Book them to a liability account
59 Use Alt/F4 to quickly exit QuickBooks
60 Use Ctrl/A to quickly bring up your chart of accounts
61 Use Ctrl/R to go to the transaction register
62 Use Ctrl/T to quickly bring up a list of your memorized transactions
63 Use Ctrl/W, then Ctrl/L in the Pay to the Order of line to get to the Names List
64 Use Ctrl+Y to see the debits and credits behind any transaction
65 Use Open Invoice report to cleanup unapplied credits/payments. Open the invoice, select Apply Credits
66 Use Reminders to track tasks and other important info. Company>Reminders>Set Preferences to choose
67 Use the Reconciliation Discrepancy report so spot changes made to a previously reconciled account
68 Use Time Sheets to create invoices, transfer time info to payroll & even pay independent contractors
69 Use Unpaid Bills report to cleanup unapplied credits/payments. Open the bill and select Set Credits
70 Use View > Add “…” to Icon Bar to add your favorite screens & reports to your icon bar
71 Using classes? Always assign a class to every transaction. Add an overhead class if necessary
72 Using customer:jobs? Always assign a job to every transaction. Add an overhead customer if necessary
73 Using Undeposited Funds to group your deposits so they match your bank statements
74 You can also create SO’s & PO’s from Estimates. Click the little arrow to the right of Create Invoice
75 You can automatically enter recurring EFT’s. Edit > Memorize Check and select Automatically Enter
76 You can import/export custom forms in Lists > Templates
77 You can import/export most memorized reports at Reports > Memorized Reports > Memorized Report List
78 You can import/export your chart of accounts, customers, vendors, items, etc. at File > Utilities
79 You can void, delete, duplicate, or memorize invoices, bills, journal entries, etc. in the Edit menu
Intuit has announced that it will only QuickBooks 2010 will be supported in the Windows 7 environment. All older versions of QuickBooks will not be supported in Windows 7. Due to this and the fact that we’ve experienced considerable trouble with QuickBooks and various add-ons after we upgraded to Windows 7, we recommend that everyone think twice before doing the same.
We do have to admit, however, they we have a very complicated QuickBooks setup. Because, for the most part, QuickBooks is not backwards-compatible we have four versions of QuickBooks Premier (2007-2010), four versions of QuickBooks Enterprise (v7.0-v10.0) and four versions of QuickBooks Point of Sale/POS (v6.0-v9.0) installed. Even more importantly, as it turns out, we chose to upgrade instead of do a clean install because we just couldn’t stand the thought of having to re-install all of our programs again. This was one of the selling points of Windows 7, right?
Well, we ended up having to uninstall/re-install all of our QuickBooks versions anyway – and we still don’t have QuickBooks Enterprise 10.0 working correctly. So our recommendation is to wait until you buy a new computer before tackling this upgrade. Then at least you’ll have a good reason to re-install all of your programs.
In the meantime, we will continue supporting all non-sunsetted versions of QuickBooks regardless of your operating system. Just note that Intuit’s techs will no longer be one of our resources if you’re using Windows 7 and an earlier version of QuickBooks.
Here’s more information from Intuit’s website:
- Will my version of QuickBooks be compatible with Windows 7?
The only version of QuickBooks that is compatible with Windows 7 is QuickBooks 2010 (Pro, Premier, and Enterprise Solutions). Although QuickBooks 2009 and earlier versions will install successfully on Windows 7, Intuit’s technical support for Windows 7 is limited to QuickBooks 2010 products only.
- If I have QuickBooks 2009 on Windows 7, can I still call Technical Support?
You can still contact Intuit’s Technical support if you are using a supported version of QuickBooks on Windows 7. However, if your version of QuickBooks is older than 2010, (2007, 2008 or 2009), you will be informed by the Support Agent that your verson is not supported on Windows 7. You may be directed to specific knowledgebase articles on the QuickBooks Support web site that are available to assist you in resolving your issue.
- I have sunsetted versions of QuickBooks. What will happen if I upgrade to Windows 7?
Intuit’s Service Discontinuation Policy states that sunsetted versions of QuickBooks are not supported. For this reason, Intuit’s technical support will not be available to assist with issues you experience. Intuit does not recommend using sunsetted QuickBooks versions on Windows 7.
- Are there any known defects or conflicts using QuickBooks on Windows 7?
The following issues have been identified in QuickBooks 2007, 2008, 2009 and 2010 in the Pro, Premier and Enterprise editions:QuickBooks will not open
Google Desktop crashes
QuickBooks has encountered a problem printing to PDF
Printer not activated error -20
Script error when using Live Community search
Google Desktop doesn’t index files
- How is Windows 7 different from Windows Vista?
Windows 7 is based on Windows Vista so it is almost identical in appearance and navigation. Any troubleshooting techniques that you would use with a Windows Vista machine will work on Windows 7. For more information on what is new in Windows 7, visit the Windows 7 Home page.
For the second year in a row, the most exciting new feature is the Client Data Review tool found in the Accountants editions of QuickBooks Premier and QuickBooks Enterprise.
I don’t normally push my clients to upgrade unless their version is 3+ years old. But last year, Intuit introduced a new Client Data Review feature for accountants which allows us to troubleshoot and correct client data entry errors with a few clicks of a button. Common data entry errors that used to take me hours to correct can now be done in minutes!
If you’ve ever had to hire a QuickBooks ProAdvisor or CPA to cleanup your data file, this upgrade is going to more than pay for itself. And don’t delay – client data review only works on the data entered in 2009 or 2010, so the sooner you upgrade the sooner you can start saving money!
But this isn’t the only reason to upgrade. Intuit’s really been listening to our needs this year, and they’ve added many new features – big and small – that will make your bookkeeping a lot easier!
Sometimes it’s the little things that make the biggest difference to you day-to-day life. Several handy little features were released with little fanfare, but are sure to be crowd pleasers. We’re already hooked and find ourselves missing them when we work on pre-2010 files.
- You can finally print electronic signatures on checks! Yeah!!!
- There’s a nifty little Save button at the top of transactions so you can now save partially completed forms.
- You can now highlight row on your bank reconciliations
- There’s a cool new vendor filter feature in Pay Bills
New! Add/Edit Multiple List Entries
This is our favorite new feature! Entering large amounts of List data is now as simple as copy & pasting. Quickly enter or edit multiple Items, Customers, and Vendors so you can make changes faster and more efficiently than ever. It’ll be a huge time-saver for us, which translates into savings for our clients. It’s so easy to use you’ll probably no longer even need our help!
- Enter Items, Customers, or Vendors data using an improved table format
- Copy and paste lists from Microsoft Excel into QuickBooks lists
- Edit one list entry then easily copy the changes to many
New! Intuit Check Solution for QuickBooks
We’ve been using Check Solutions for several months now, and We love being able to process ACH checking account debits! However, it wasn’t integrated with QuickBooks 2009 which meant we had to manually re-enter each payment and deposit in QuickBooks. We yearned for the easy payment download and automatic deposit match-up found with Intuit Merchant Services, so we are thrilled to discover that it’s now integrated in 2010. We would’ve upgraded for this feature alone. If you accept a lot of checks, you should really check it out. Now you can accept checks electronically from the comfort of your desk. Scan (or key enter) checks into QuickBooks and the funds are automatically deposited into your bank account.
- Save time depositing checks and skip trips to the bank
- Scan up to 50 checks per minute
- Payments are automatically matched to invoices
- Funds are usually available the next business day
New! Intuit Go Payment
While we’re on the subject of payment solutions, we recently signed up for Intuit’s new Go Payment service for our iphones. You can now get paid on the spot by accepting credit card payments using your mobile phone. How exciting is that!
- Process any major credit card
- No need to purchase additional equipment
- Get authorization in seconds – no need to write down payment information
- E-mail or text message electronic receipts to clients directly from your phone
New! QuickBooks Document Management
We’ve been very happy with SmartVault, but will probably switch to using Intuit’s built-in Document Management tool now included in 2010. You can now electronically “paperclip” your documents to QuickBooks transactions to stay organized and save time. Organize receipts, contracts, statements and more by attaching electronic or scanned files to any customer, vendor, employee, account, or transaction. NOTE: we’ve been told it doesn’t work with all scanners yet, so make sure to check to make sure your scanner is supported before making the switch.
- Store receipts, statements and more online (in the internet cloud) for easy sharing
- Easily attach documents to any customer, vendor, employee, account or transaction
- Scan dozens of documents at one time – simply insert blank pages in between and QuickBooks creates individual files
- Keep important documents at your fingertips and backed-up online
- Streamline collecting and matching documents from clients to specific transactions
New! Favorites Menu
We’ve been putting our favorites on our Icon Bar for years, and we’re running out of room! Create shortcuts and get there faster. Get one-click access to your everyday tasks using the Favorites Menu:
- Add shortcuts directly to specific functions
- Personalize favorites for each user
- Access the Favorites Menu from anywhere in the QuickBooks
Improved! Online Banking
Personally, we love the new online banking interface but many people who have been using it for several years had a hard time getting used to it. Once again, Intuit is listening and now you get the best of both worlds – choose between the previous Online Banking experience from QuickBooks 2008 (register view) or the re-designed Online Banking Center (side-by-side view)
Improved! Company Snapshot
The Company Snapshot has been redesigned and it’s a step in the right direction, but it doesn’t compare to the add-on reporting tools out there (our personal favorite is Qvinci). But you can get an instant view into the bottom line with more at-a-glance reports featuring easy-to-read graphs. See data from multiple years side-by-side for a quick comparison.
- Customize which snapshots appear using simple drag and drop functionality
- Select from 5 new reports: Year-over-year expense comparison, Year-over-year Income and Expense Comparison, Income Breakdown, Expense Breakdown, and Top Customers
- Drill down on the data behind the graphs with just a click
Improved! Report Center
The Report Center has also been redesigned. Spend less time hunting for the right report. Find it quickly and easily by previewing a full-size sample report before running it. No more looking at tiny thumbnails.
- Use the search box to find reports using plain English
- View recently-run reports –QuickBooks even remembers your custom settings
- Get a shortcut to reports you use most by creating “favorites”
Improved! Forms Customization
Make all your QuickBooks forms look like they came from YOUR company. Promote your business by presenting a consistent, professional look across all your QuickBooks invoices and forms
- Easier and faster to add your logo, select fonts and colors, and customize the shading and borders of data grids – changes are applied globally
- Select from new, free professional designs to make your invoices and other forms stand out from the competition
- Connect to a community of professional designers who can create or enhance a custom logo for your business
Improved! Installation Enhancements
Get up and running quickly and easily. Installing QuickBooks 2010 is easier than ever for both new users and upgrades with our installation improvements. NOTE: we’ve had some problems installing QuickBooks 2010 after upgrading to Windows 7. If you experience problems, you may want to consider doing a full install of Windows 7 instead of upgrading.
- Simplify installation choices with a New Installation Manager
- Choose from Express and Custom installation options
- Reduces installation steps for upgraders by copying existing configuration
Improved! Clean Up Company Data
Reduce the size of your QuickBooks file. Maximize efficiency with the Clean Up Company Data wizard and condense older transactional data into summary roll-forward numbers
Improved! Online Banking
Get the best of both worlds– choose between the previous Online Banking experience from QuickBooks 2008 (register view) or the re-designed Online Banking Center (side-by-side view)
We are absolutely thrilled to announce that Intuit has selected us to give away six Not for Resale (NFR) copies of QuickBooks Premier for Accountants 2010 to our loyal readers and followers. How awesome is that!
We are also finalizing an amazing discount that will be available for a limited time, most likely November 16-30, 2009, so watch for the details on that too.
Intuit wanted to see how creative we could be with this giveaway and since we have followers all over the internet we wanted to give it a social media bent. So we decided to give away a copy to one of our lucky followers on our favorite sites:
- Since we LOVE Twitter and our 27,000+ followers (and counting) the first copy will be randomly given away to one of @ruthperryman‘s followers on November 30, 2009. While there, don’t forget to follow the rest of our team @brandonkluge, @kevinakluge and @qbspecialists.
- Several months ago, we started a QuickBooks Tips & Tricks group on LinkedIn, but it’s been a bit neglected due to our fascination (some might say obsession) with Twitter. We really love the idea of people having one place to go for all their QuickBooks tips, so in addition to our own blog feed we’ve added feeds from several other great QuickBooks blogs, including ones written by Charlie Russell, Mike Block, Bruce Anderson, and Selwyn van Rooyen. So the second copy will be randomly given away to one of our LinkedIn QuickBooks Tips & Tricks group members on November 30, 2009. Once you join, you can also easily connect with Ruth by selecting the group for “How do you know Ruth”. While you’re there, feel free to post some news or start a discussion.
- Sad to say, our FaceBook fan page has suffered a similar fate, but we promise to give it a lot more love over the next few months. We’ve even figured out how to post our blog and Twitter feed, which was no easy task! So the third copy will be randomly given away to of our FaceBook The QB Specialists fans on November 30, 2009.
- Of course, we can’t forget our loyal newsletter subscribers! You guys have been with us through thick and thin while we played around with our settings to get it just right. So the fourth copy will be randomly given away to one of our newsletter subscribers on November 30, 2009.
- We extremely committed to the idea of building a local support group for accounting professionals who provide consulting, training, and support for QuickBooks here in the Sacramento area. So the fifth copy will be randomly given away to one of our Sacramento ProAdvisor yahoogroup members. This is a place where members can trade ideas, learn about solutions, and cross-refer clients – and let’s face it, sometimes we just need a friendly shoulder to cry on. It’s a private group so you will need to prove you are a QuickBooks accounting professional who works or lives in the Sacramento area before your membership can be approved.
- Lastly, we’re really excited about attending next week’s Sleeter Conference in Orlando, FL. If you are going to be there, we would love to meet you! During the open exhibit times, we’ll be at Qvinci booth (B-15) and Ruth’s husband, Randy, will be taking the conference photographs (check out his work at Randy’s Fine Art Photography). Stop by and introduce yourself or send us an email to let us know you will be there and we will be on the look out for you! And don’t forget to check out Qvinci, a fabulous QuickBooks and Excel reporting tool that was just distinguished as one of Sleeter’s “Awesome QuickBooks Add-ons” for 2010. The sixth and final copy will be randomly given away on November 12, 2009 to one new guru who registers with us during the conference.
No purchase is necessary to win. Good luck – we hope you all have as much fun with this contest as we’re going to have!