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QuickBooks Accountant 2014

September 10, 2013 | By | 21 Replies More

Lets take a look at changes to QuickBooks Accountant 2014, as well as other issues of interest to the accounting professional.

Changes in QuickBooks Accountant 2014

Intuit continues to add features to QuickBooks Accountant as a part of their effort to make this version a more powerful tool for the accounting professional.

There are a few smaller changes, plus one potentially BIG change:

  • Client Collaborator: This is a very interesting feature that will help improve communications between the client and the accountant. It is a way to exchange messages from within QuickBooks that relate to specific QuickBooks issues. It is important enough that I’m going to devote an entire blog post to it, later in this series.
  • Reclassify Source Account: This is an enhancement to Reclassify Transactions Tool in the Client Data Review feature. It allows you to batch change transactions “written from” the wrong account.
  • Batch Enter Transactions: This was a new feature in QuickBooks 2013 and it has been VERY popular with accounting professionals. This year they have expanded it to allow the entry of Bills & Bill Credits as well as Invoices & Credit Memos, which are very welcome additions.
  • Send Journal Entries to QuickBooks Mac 2014: This allows an accountant in QuickBooks Accountant (Windows) to use the send general journal entries function to update a Mac client.

Reclassify Source Account

This is an enhancement to the Reclassify Transactions tool in the Client Data Review feature. It allows you to batch change transactions “written from” the wrong account.

This takes a little bit of thought to see how this works.

Using a check as an example, you have a from account (the checking account) and one or more to accounts (the detail expenses, or the items). The Reclassify Transactions tool has only allowed you to reclassify the to account up until now.

Let’s show you how this works in QuickBooks 2013, with a fairly simplistic and contrived example (sorry about that).

Here’s a check that I wrote. I messed up big time. It is a check to our insurance company. However, I use the savings account and made it out to the office supplies expense. Oops.

So, I had a bad day at the office

Here’s the check in the reclassify transactions tool of the Client Data Review (CDR). I’ve selected expense accounts on the left, and All for show transactions on the right. You see the check listed twice, but I can only select the office supplies line – the “to” account. At the bottom, I’ve selected the insurance expense account to use to reclassify this transaction.

Reclassify "TO" account in QuickBooks 2013

If I click Reclassify then this will correct the check to post to insurance expense, but the check will still be coming from the Savings account. So that is only half the battle.

There are no other options in this window that will let me correct the “From” account to be checking.

QuickBooks 2013 Reclassify Options

Now let’s look at the same thing in QuickBooks Accountant 2014. I have the same check, with the same mistakes.

If I select expense accounts in the View dropdown, it looks pretty much the same. I can only change the expense account.

QuickBooks 2014 Reclassify TO

However, if I select Balance Sheet Accounts on the left, and Written from selected account (reclassify FROM) on the right, I now have the option of changing this from savings to checking.

QuickBooks Online Accountant 2014  Reclassify From

This is a nice addition. Keep in mind that normally you are going to be using this tool if you have to manipulate a large number of transactions at one time. Lets’ say, for example, that I’ve written 50 checks from the wrong account – I can reclassify them all here easily. Prior to this I could only reclassify the “to” account, not the “from”.

Batch Enter Transactions

This was a new feature in QuickBooks 2013 and it has been VERY popular with accounting professionals. It allows you to enter a large number of transactions in a spreadsheet-like format – you can even use it to paste transactions in from Excel. In 2013 you could use this to enter checks, deposits and credit card charges/credits.

This year Intuit has expanded this feature to include Bills & Bill Credits as well as Invoices & Credit Memos, which are very welcome additions.

QuickBooks Accountant 2014 Batch Enter Bill and Bill Credit

 

QuickBooks Accountant 2014 Batch Enter Invoices & Credit Memos

Send Journal Entries to QuickBooks Mac 2014

QuickBooks for Mac doesn’t have an “Accountant” version. There are accountants who are supporting their QuickBooks for Mac clients by “round-tripping” between the client Mac product and their own Windows product (QuickBooks Accountant). QuickBooks Accountant 2014 will make this process a bit easier.

The normal process (as I understand it, it is something I’ve not done myself), is:

  • The client makes a QBB backup of their file (Backup to QuickBooks for Windows in the file menu).
  • The accountant restores that file on their Windows system using QuickBooks Accountant.
  • The accountant makes whatever adjustments and changes necessary.
  • The accountant creates a Mac file using the option in File/Utilities.
  • The Mac user restores that file.

QuickBooks Accountant 2014 adds another option to this process, the ability to Send General Journal Entries back to the Mac client. Intuit introduced the Send General Journal Entries feature in QuickBooks Accountant 2013, which allows you to create a “journal entry” file that you can send to the client to update their file. Now you can do this from your Windows product to send GJE’s back to the Mac client. Of course, you still have to retrieve the QuickBooks file from the Mac client – but now you have the option of just sending GJE’s back to them.

  • If all your work with the client file are just GJE’s, then you can avoid the whole step of sending back the entire company file for them to restore. This saves a conversion step, AND it means that the client can continue to work with their file while you are examining your copy. Just send them GJE’s to adjust their file.
  • If you are doing more complicated work (which can’t be done just with GJE’s) then you have the option of sending the file back to the client, and then you have the ability to do additional adjustments via GJE at a later time.

Keep in mind that the Send General Journal Entries function is very flexible. It can send more than just the journal entry – it has the ability to add list records that might be needed for the GJE also.

This seems like a useful improvement if that is your working environment.

QuickBooks Accountant Plus

I mentioned this in my first QuickBooks 2014 article, I want to make sure that everyone understands what this is. “QuickBooks Accountant Plus” is a new term this year, but for a concept that has been around for a bit. Note, though, that there may be some confusion over some aspects of this if you aren’t paying attention to the details.

QuickBooks Accountant Plus is a program where you can purchase QuickBooks Accountant on a subscription basis. You pay a monthly (or annual) fee and you get a number of services. This has been available since September 2012, although it hasn’t been called that in the past. You get the price locked in for a year and get the next version of QuickBooks Accountant automatically, as long as you keep paying your subscription fee.

This is NOT the QuickBooks ProAdvisor Program (which has a pay-monthly option also), as it doesn’t include all the other benefits that you get as a part of that program, and it doesn’t open the door to getting any QuickBooks Certifications.

The QuickBooks Accountant Plus subscription program is being expanded this year. If you don’t want the cost of the full QuickBooks ProAdvisor Program, you can subscribe to QuickBooks Accountant Plus. You get:

  • A copy of QuickBooks Accountant, which is the version that lets you work with clients who have Pro and Premier. This does NOT get you a copy of Enterprise Accountant, QuickBooks for Mac, or QuickBooks Online.
  • Automatic update to the latest version of QuickBooks Accountant after it is released, as long as you continue to pay your subscription fee (as before).
  • A subscription to the Accountants Copy File Transfer service, which you can use to exchange Accountant’s Copy files with your clients via a web service.
  • Access to the new Client Collaborator feature that provides you with the ability to communicate with your client from within QuickBooks.

Note that support is not included, although it is available for an additional fee.

So, Intuit is ramping up this lower level program for people who just want to work with the Pro and Premier level of clients, who don’t want all of the added benefits of the QuickBooks ProAdvisor Program (PAP), and who want to keep their costs low. It makes sense to me, I do run into quite a few accounting professionals who say that they have no interest in the Mac, Enterprise and Online products that the PAP gets you.

One thing that I found a bit confusing at first, if you are a current member of the QuickBooks ProAdvisor Program you are essentially getting the QuickBooks Accountant Plus product, with many additional benefits and features. It is important to note this because there are times when you’ll see people at Intuit say that “this is a feature in QuickBooks Accountant Plus” – and what they really mean is “this is a feature in QuickBooks Accountant Plus and the ProAdvisor version of QuickBooks Accountant” – which is too long to say each time.

QuickBooks Professional Bookkeeper

This edition of QuickBooks was introduced in June of 2012. It is a version that is less capable than QuickBooks Accountant, but available at a slightly lower price. To be honest, this was a “ho-hum” edition to me. If you are a bookkeeper, I still think you should be using the more capable QuickBooks Accountant version. The price difference wasn’t that great. Perhaps if you have a very large firm and you want to save money by providing all your bookkeepers with a lower cost version, it might make some sense (but why not try to negotiate a discount on QuickBooks Accountant instead?).

Well, this product is being discontinued. I have to say, I don’t miss it. I have run into very few people who used it.

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Category: Product Reviews, QuickBooks Tips/Tricks, Software Updates

About the Author ()

Charlie Russell is the founder of CCRSoftware. He's 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 a one-floppy disk drive system, loading the program from one floppy and then replacing that with the other floppy to hold the data. 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. He also is a Xero Certified Partner. Visit his CCRSoftware web site for information about his QuickBooks add-on products. Charlie can be reached at [email protected] He is also the author of the California Wildflower Hikes blog Connect with Charlie at Google

Comments (21)

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  1. Chris Rice says:

    Ok, now I am really confused.

    If I buy or subscribe monthly the QBs Accountant Plus 2014 desktop (not Pro Advisor Accountant Program) I will get all the full features as you described here… All 8 versions of the product from Enterprise, Premier, Pro, etc.; no support but can be purchased for an additional fee.

    Am I understanding this correctly… I am ready to purchase but getting caught up in the NEW changes… I don’t not want the online versions. So at least I know that much!! :-)
    Chris Rice
    404-543-4764

    • Chris, my apologies, I didn’t make this crystal clear. I’ve updated the article to make this clearer.

      If you subscribe to QuickBooks Accountant Plus, you get JUST the QuickBooks Accountant product – which lets you work with Pro and Premier clients. This does NOT get you any other QB product – not the Mac, not the Online, not the Enterprise version. If you work with a variety of clients who might have something other than Pro or Premier, this isn’t going to work for you.

      You also don’t get the opportunity to get a QuickBooks Certification, and you won’t be listed in the “Find A ProAdvisor” site. You don’t get discounts on addon products, or most of the other ancillary features that come with the ProAdvisor account.

      I hope that clarifies the issue, if not then let me know!

  2. Rich Haynes says:

    What I’d really like to see one of these years is to have the ability in the Accountant’s Version to click on a button in any transaction and see the Audit Trail. Trying to find a transaction using the Audit Trail report and filtering out stuff just takes too long and often doesn’t produce what I am looking for. Don’t know if anyone else has that problem.

    • Interesting idea, Rich. What are you looking for when doing that? Keep in mind that for many transactions you have reports like a Quick Report, Transaction History and Transaction Journal – but those all provide different kinds of information.

      • I’m not Rich Haynes, but I’ll reply to the why…
        Sometimes I want to see the original transaction and more specifically, the who and when. You lose that in the transaction history. And I may want to see each data change, specific progression. If I’m in audit trail I’m in sleuthing mode trying to figure out what and why. Especially with third party syncs.

        The issue is that when anything changes the who/when stamps change and if the last person only changed the memo it doesn’t help at all. Only the audit trail shows status change and what happened to what field when and by whom.

        I would LOVE that button Rich suggested.

  3. Charlie, I saw another post that v 2014 has a new WIP reporting ability. I’ve been asking for this in the Professional Services edition for a long time. Can you tell me more? Does it give a true WIP report that show both the dollar value of hours unbilled as well as expenses and costs?

    • Denise, I’ll admit up front that I’m not a job cost expert. “true WIP report” can be interpreted in different ways. I will have an article that goes into more detail on the new reports (and other features relating to job costing) early next week.

      Keep in mind that the new reports are only available in Enterprise, not Premier.

  4. Diane Offutt says:

    Charlie,

    I just downloaded QB 2014, Accountant’s Version. LOVE it!

    Thank you for your articles on the newest additions to the program.

    Do you know when The Sleeter Group will be offering the QB Consultant Guide for 2014. I find their guide a priceless reference tool.

  5. Twila James says:

    Just like Chris Rice. I also do not want the online version and was told by an Intuit rep that the plus was the online quickbooks version. True?? I would like the plus version if the QB software is the desktop version.

    Please respond. Thank you.

  6. Twila James says:

    Thank you so much for your help.

  7. Jamie Nicely says:

    Hi Charlie,
    If I subscribe to the “accountant Plus” edition I am concerned that when 2015 comes out it will replace the 2014 version on my desktop. I regularly run into new clients whose files are in an older version and updating them is not an option for one reason or another. Will I be able to keep the 2014 version when 2015 is released with the subscription service?
    Thank you in advance.

    • Jamie, that is a VERY good question. I don’t have the “official” answer at this time. My understanding is that you won’t be forced to replace the 2014 version with the 2015 version, that you can have both in your system, but I have to check on that.

      • Jamie Nicely says:

        Thanks Charlie. Just let me know if you find the answer.

        • Jamie, the official answer is that you CAN do parallel installations, so that you can have the older and the newer version still active. If you have completed a year of the subscription and you decide to not continue, you can keep the product that you had, but the “services” (client collaborator, etc) won’t be available. So it works out well.

  8. Mike says:

    I have many transactions (vendor bills) that are in prior periods (2011 & 2012) and need to know how to void them without changing ending balances in prior periods. I have QuickBooks Premier 2012 and read your article (re: 2014 QB Plus) while trying to find a solution. I am also considering 2014..as an immediate purchase.

  9. Quickbooks Help says:

    Hello,

    I have the same question as Mike above regarding voiding bills from previous periods. I need to void numerous bills without affecting prior periods. I am operating off of Quickbooks pro edition 2010

    • Same question as I gave to Mike above – Why do you need to void them? Bills affect the accounts for the period they were entered in. Voiding them will change the accounts for that period. There are different ways to deal with this depending on the details of what you are trying to accomplish.

      However, it is difficult to go into details in blog comments like this. You really should work with an accounting professional who understands QuickBooks, who can look at your situation and work out the best approach.

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