QuickBooks 2012: Wrapping up The Rest

Written by Charlie Russell

Finishing up on my series of articles on QuickBooks 2012, here is a last round of different things that have been added or improved in Quickbooks 2012. This is a mishmash of various features, including:

  • One Click Transactions
  • Contributed Reports
  • Batch Timesheets
  • Help and Search Improvements
  • Enterprise Multiuser
  • Find & Select
  • Transaction tab
  • Memorized transactions
  • No Company Open
  • Batch Invoices for Time & Expense

One-Click Transactions

A new Create button/menu has been added to the Create Estimates, Create Sales Orders and Create Invoices window that brings together some features that were found in multiple buttons or in scattered menus, as well as adding a new feature in some cases.

Create option

Just about all of these features have been available before, but now there is one simple Create button that lets you create a derived transaction or item with just one click of the button. The options will vary depending on the window you have open. I’ve only found this in the three order windows that I listed above.

The most welcome addition, for me, is the addition of Credit Memo for this Invoice. With one click you can create a credit memo that is a duplicate of the invoice that you are looking at. This feature will be VERY welcome by many people. I like this addition!

Contributed Reports

This is a concept that has been around in various forms for some time, but now it is being emphasized, as well as being reconfigured to be more useable. QuickBooks has given us the ability to create customized report templates for some time now – and in the QuickBooks 2012 Report Center you can now share your report templates with others, and download report templates that other people have created. We’ll see how well this works once a large number of people start to post reports.

Here is the Report Center, with a new tab for Contributed reports. You can filter by Industry, select by Category (on the left side), sort by rating, who submitted, newly submitted and other options.

Contributed Reports

If you hover the mouse over a particular report you can see a number of options for acquiring and rating the report. You can run it instantly, and then Memorize it to keep a copy locally. You can mark it as a Favorite and then find it again later in the Favorites tab.

I DO HAVE SOME CAUTIONS HERE! Some reports are set up to use features that you might not have installed. If that is the case you may get a warning that tells you that you can’t run this report, which is a nice feature. HOWEVER, I’m worried that the warnings may take people down a path that they don’t want to go. For example, one report I selected displayed this warning:

Report Warning Message

The problem is, if you turn on Multiple Currencies, you cannot turn that feature off if you don’t like the results. I wish that they told you that here. Yes, you ARE warned about this at a later point IF you try to enable Multiple Currencies, but I would like that kind of info right at the initial point. Perhaps I worry too much…

Batch Timesheets

If you enter weekly timesheets, and you have a situation where a number of employees or vendors are performing the same tasks, this can be a timesaver. In the Name dropdown of the timesheet there are new options to add Multiple Names.

Batch Timesheets

This opens a window that lets you add multiple names, and the timesheet will be applied to all that you select.



Help and Search Improvements

There are a number of changes in this area.

A search box is added to the icon bar, and you can use it to search either your company file or the help file.

New Search

If you are searching your company file, in my initial tests I found that this was much faster to get the initial window to open. A small improvement. The search results window has bee reorganized to add the column on the left side as shown here.

Search Results

If you are searching Help then there are a number of changes. A window opens that provides you with a number of selections for obtaining help, as shown on the right side of the screenshot below. If you click on a help topic, a second window opens. One annoying thing for me – if you close one of the windows, the other doesn’t close, so you have to click on both of them to close them.


Some of the answers that are listed in the first window will come from the Intuit Community Forum. If you click on the link then the left window shows the answer from the forum, without actually taking you there in a browser. This is a very different arrangement than what we had before. We no longer have a preference setting to control how the linkage to the Intuit Community Forum works, which is probably good as one of the very common questions was “how do I turn that thing off”. It is managed in a better way now, I think (have to play with this some more).


Enterprise Features

These features are only found in QuickBooks Enterprise.

Multi User

There are many operations in QuickBooks that you can only perform in single user mode. QuickBooks Enterprise is more flexible than QuickBooks Pro and Premier, in that it allows more operations in multi user mode. With QuickBooks 2012 some additional operations have been added to this list:

  • You can make a deposit in multi user mode.
  • You can set a Closing Date in multi user mode.
  • You can Re-sort “Lists” in multi user mode.

Find and Select

Sometimes it is nice to be able to add a number of items from the item list to a transaction. In Enterprise V11.0 the Adjust Quantity/Value on Hand window had an Add Multiple Items button that was very handy. Now, in Enterprise V12.0 this feature is renamed Find & Select Items and it is available when creating Invoices, Sales Orders and Sales Receipts.

Find & Select Items

Choosing Find & Select Items opens a window that lets you add multiple items easily. There are some nice search features here. Note that you can also see the quantity on hand in this window, which is a very nice feature.

Find & Select Item


Is This a New Feature? Well, sort of…

There are several things that have been listed as “new” features in QuickBooks 2012 that may puzzle some people. Haven’t we already seen these?

Well, yes, SOME of you have already seen the features I’ll list here. There is a subscription version of QuickBooks Pro and Premier, called the “Plus” program. Instead of purchasing QuickBooks outright, you subscribe to it for a monthly fee. You get access to a number of online features (see this article for the details of the Plus program), and you get incremental updates to QuickBooks during the year that other users do NOT get. What adds to the confusion is that QuickBooks ProAdvisors ALSO get these new features. So, SOME people have seen features that OTHER people have not, and with QuickBooks 2012 these “Plus” features from 2011 have been added as regular features. Hope that makes sense!

So, here are some features that EVERYONE may get (depending on your version of product), that are new to SOME of you…

Transaction Tab

If you use the right hand “pane” in transactions Intuit added a “History” tab, with information about the specific transaction you are looking at. Originally found in the Plus edition in the 2011 R6 update.

Transaction Tab

Memorized Transactions

This was a nice addition – now if you have memorized transactions that are due to be entered you get a list of them in this window, so you can see the details. Also, there are a few additional How Often options, like “every two months” (this is new in 2012). Originally found in the Plus edition in the 2011 R6 update.

Memorized Transactions


No Company Open

If you Close the company file, you get the No Company Open window. It shows you a list of previously opened companies to select from. There are two improvements here (originally released in the Plus edition in the 2011 R7 update).

No Company Open

First, notice that there are several columns here that we didn’t have before. Last Modified and File Size, which can be very helpful. If you hold the mouse over a company file name you will see the full path and name of the file, which is useful.

In addition, notice the Edit List link just under the Open button. THIS IS REALLY GREAT – it lets you remove a company file from this list. Before this we had to do some complicated steps of setting a list size to 1, then back up, to clear the file (or editing an INI file), which was inconvenient. Now you just click the link and delete any file from the list that you don’t want. This does not delete the file, it just removes it from this list. VERY NICE!

Remove company from list

Batch Invoice for Time and Expenses

A work flow improvement if you are invoicing multiple customers for billable time and expenses. Before, you could only create a single invoice at a time. Now you have the ability to view billable transactions for multiple customers all in one screen. Originally found in the Plus edition in the 2011 R6 update.

Batch Invoice for Time and Expenses


Is That All????

I’ve been pushing a lot of articles out over the past few weeks, I hope that you have found them informative and helpful. QuickBooks 2012 is being sent out to end users now, so I expect that we’ll start to hear a lot of talk about the new and improved features.

Is that all? Well, probably not. There are always little things that crop up that we didn’t discover early on. I’m always surprised that Intuit doesn’t have a comprehensive list – they essentially rely on outside reviewers and writers to generate these kinds of lists for them, and it can be a major chore. I’ve not listed EVERY change I found – there are things like a switch to a different version of Microsoft .NET, many changes in menus (name changes, moving things from one menu to another), some changes relating to the Shipping Manager, and an integration with Salesforce. Things that I haven’t gone into, that might or might not crop up later. But I hope that I’ve covered the main features.

I don’t think it is going to be very long before I’m going to be talking about the next revisions to the 2012 product, either. Some updates are just around the corner.

I would like to thank all of the folks at Intuit for putting up with my incessant questions and prodding. Special thanks to Woody Adams (Radio Free QuickBooks) and Laura Madeira (ACS – and a great blog).

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About the author

Charlie Russell

Charlie Russell has been involved with the small business software industry since the mid 70's, and remembers releasing his first commercial accounting software product when you had an 8-bit microcomputer with one 8 inch floppy disk drive. He has a special interest in inventory and manufacturing software for small businesses. Charlie is a Certified Advanced QuickBooks ProAdvisor with additional certifications for QuickBooks Online and QuickBooks Enterprise, as well as being a Xero Certified Partner. Charlie started blogging about QuickBooks in 2008 (Practical QuickBooks) and has been the managing editor and primary writer for the Sleeter Report since 2011. Charlie can be reached at charlie@ccrsoftware.com

Visit his CCRSoftware web site for information about his QuickBooks add-on products. He is also the author of the California Wildflower Hikes blog.


  • Your screen-shot for ‘Create Invoices’ has a paid invoice, with the date below the PAID stamp. Is this new for 2012, or don’t have this option in Pro?

    • Interesting question, Anita.

      “New” is sometimes hard to pin down.

      If you look at my review of the 2011 release at http://qbblog.ccrsoftware.info/2010/10/quickbooks-2011-other-changes-ive-noticed/ you will see that my screen shot shows the date stamp. And, if I go back to my own copy of the 2011 product right now, I get the same thing.

      However, I’m running the ProAdvisor versions. These versions may have features that aren’t found in the normal retail versions UNLESS you have a “Plus” subscription (see http://www.sleeter.com/blog/2011/02/quickbooks-plus-subscriptions/).

      I do recall a number of people remarking in the Intuit Community Forums that they didn’t have the date stamp in QB 2011.

      I can’t test this, as I don’t have a “retail” version of QB 2011 or QB 2012, I only have the special ProAdvisor version. I’ll guess that the date stamp is something that ProAdvisors and Plus subscribers had last year. And my guess is that ALL of the retail versions for QB 2012 will now have this, as that is how Intuit does things. “Plus” features for one year get rolled into the regular release for the next year.

  • Another good change Intuit made was to include the Invoice/SO/PO number in the Subject Line of an Email.

    In 2011, if a sales order is emailed, the subject line says “Sales Order from Your Company Name”

    In 2012, the subject line says “Invoice 123455 from Your Company Name”

    This was a widely requested feature on the Quickbooks Products Feedback forum. Good to see Intuit responded to the feedback.

  • I wish I could edit my previous posts!
    I am a terrible proof reader.

    My previous post should have said –
    In 2012, the subject line says “Sales Order 123455 from Your Company Name”

  • Thanks, Charlie, for all your great articles!

    To expand on your comments/screen capture for memorized transactions, now (was this after one of the updates?!) you can select the automatic transactions you want to add. This will be a big help for several of my clients.

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