Below is a list of all our knowledgebase articles

“As of Report Date” on A/P and A/R Reports
Mar 13, 2004 8:43 pm
What report can I print out from Quickbooks that will tell me which specific transactions comprise the accounts payable balance at the end of last year?

About QuickBooks Files and Extensions
Apr 11, 2006 3:31 pm
What are all the different file extensions that QuickBooks uses and which version of QuickBooks will open a particular data file?

Accountant's Review
Mar 13, 2004 8:43 pm
What is a QBX file? What is a QBA file? What is an AIF file? How can I work with the Accountant's Reveiw copy in QuickBooks? My client sent me a their file, but I cannot open it in QuickBooks. Why not?

Accountant's Review Orphaned
Mar 13, 2004 8:43 pm
I have a client with a problem involving the accountant's review copy. Last year the client created an accountant's copy for me to use to prepare the tax return. After I made the year-end adjustments, I gave them back to the client on disk, but the client did not import the accountant's changes. For this year's tax return, I would like to work with the clients QBW file, updated with the changes I made last year plus this year's data. I cannot seem to import the changes into the QBW file. According to Intuit, he should be able to merge the accountants changes (AIF file) with the main (QBW file) by choosing File--Accountant's Review--Import Accountant's Changes. Unfortunately, "Import Accountant's Changes" is grayed out and he cannot select this command.

Accountant's Review compatibility with Client
Mar 13, 2004 8:43 pm
I loaded an accountant’s copy on my computer from a client. QuickBooks said his file was an older version and to work with it I had to update it to my version. We both have QuickBooks pro 99. Will I be able to import the changes I made?

Adjusting Inventory
Apr 6, 2006 12:46 pm
A client has been using the inventory feature (incorrectly, until now) in QBs Premiere Accountant 2005. That is, she has been selling items out of inventory but never receiving items she has ordered into QBs. I've been trying to adjust these negative item balances through the "Adjust Quantity/Value on Hand" window. However, I end up with a huge negative balance in the Inventory Adjustment Account. Can you suggest a way I revise the inventory item balances to reflect the current reality, and clear the Inventory Adjustment Account? Thanks for you help.

Allocating Percentage of Payroll to Different Classes
Mar 13, 2004 8:43 pm
In addition to allocating regular payments to classes they also allocate payroll to classes. Our goal is to allocate a standard percentage of each employee’s gross and benefits to the classes. For a salaried employee I have not been able to set up different percentages to the classes. The employee setup screen keeps splitting the salary evenly between all classes, whereas I need 55% to go to class 1 and 45% to go to class 2. Currently, I have set it up using the timesheets feature to specify how much of the week is spent in each class but this means I have to do a weekly timesheet for each employee for each week of the year. The employees spend the same amount of time in each class all year long. It would sure be a lot quicker if there is a way to do a timesheet for a period longer than one week or if there is any other way to set up a default percentage of payroll to go to each class on a 55%/45% basis. (There are actually 12 classes. I just used two in this e-mail to keep it simple).

Annoying Message when Printing
Sep 10, 2004 11:17 am
After installing Windows XP Service Pack 2, when you print to a Network Printer, Windows displays a message at the bottom of the screen "This document was sent to the printer". To remove this annoying message, follow the steps below.

Apply Deposits to Multiple Jobs
Mar 13, 2004 8:43 pm
My client has 2 customers that make prepayments. Both are owned by the same company, and they want to transfer the credit balance (excess deposit) from Co. A to Co. B. What is the best way to do this?

Archiving Part of a File
Apr 8, 2004 1:15 pm
Is there any way for me to archive part of my QuickBooks file. For example, I’d like to archive the last 2 years into a separate file and then have only my current year in my new file. How can I do this with QuickBooks?

Assigning costs to COGS - Pass-throughs
Mar 13, 2004 8:43 pm
I am reading your instructions for above subject (June 2000 newsletter)which I found on your web site. Step 5 of this procedure concerns entering a bill, using the Expenses tab, charging Cost of Goods Sold (COGS) and assigning a customer name. When I do this (or any time I have assessed a charge to a COGS account) I find that 1. Costs remains on Unbilled Costs by Job Report and cannot be cleared. I consider this a loose end, untidy housekeeping. 2. If I did want to charge a customer, when I create an invoice or cash receipt, this amount is not listed in the Time/Costs window. 3. As no invoice icon appears on the bill/check, one is not able to "X" the invoice charge. Because of the reasons above, I avoid assigning any customer name to a COGS account on the expenses tab of a bill or check. I would like to know your thoughts on this.

Balance Sheet by Class
Mar 13, 2004 8:43 pm
Since you can get a P&L report by class, it seems logical that you would be able to get a Balance Sheet report by class. You could imagine a Balance Sheet with several columns, one for each of your classes. Each column would report the portion of the balance in each account that "belonged" to each class. This would be particularly useful if you had several locations and you wanted to track inventory by location.

Balance Sheet out of balance
Mar 13, 2004 8:43 pm
Under some circumstances, a cash basis Balance Sheet will not balance, even though the file says it's not corrupted. Use this method to troubleshoot the problem.

Bank Reconciliation doesn't balance
Mar 13, 2004 8:43 pm
When I do our Bank Reconciliation the opening balance per QuickBooks doesn’t match the Bank Statement. We used to use the auto fix in the beginning assuming the amount was off because of uncleared checks from the original setup. However a year later the amount is still consistently off.

Beginning Balance on Bank Rec is wrong
Mar 13, 2004 8:43 pm
My client paid a bill with a check instead of a bill pay. In order to fix it I paid the bill with the same info. This created a second check in the register. Then I deleted the original check. It worked fine except the original check had cleared the bank. I manually cleared the replacement check in the check register and now realize that it screwed up my beginning bank balance. How should I have done this and how do I fix the bank balance?

Can QuickBooks Enterprise Handle 4000 Inventory Items?
Mar 13, 2004 8:43 pm
I am trying to find a referral for a pottential client who needs a 5 users inventory/distribution mangement software product. The client has over 4000 Inventory items. Will the Enterprise QB version handle this situation??

Can QuickBooks Pro and Non-Pro trade files?
Mar 13, 2004 8:43 pm
I have a client that has purchased QuickBooks 99 and our office version is QuickBooks Pro 99. The client wanted the setup done by our office, which I have just finished, not thinking about the difference in versions of 99 vs Pro, can I back up the set up and load into the clients 99 version?

Change Address on Work Orders
Mar 13, 2004 8:43 pm
I have a client that I am working with that is using the "Estimate" feature and using the printed estimate as a Work Order for the installation crew. QuickBooks automatically uses the Billing address on the Estimate and does not give a choice to use the Shipping address. The shipping address needs to be on the Work Order not the billing address. I have only found (3) ways to change the address. The first is to override the address on the estimate but then it has to be changed again when the estimate is creates the invoice for billing purposes. Another way is to setup a custom field in the customer record for "Installation Address". The last is to use a custom field on the estimate but since there is only (1) custom field available this limits the information needed on the estimate. Do you have any suggestions?

Change format of Balance Sheet and P & L Statement
Mar 13, 2004 8:43 pm
We were wondering if there is a way to change the format of the balance sheet and/or profit and loss statement within QuickBooks. For example if a client has several cash accounts can they be combined and printed as one item on the balance sheet?

Changing Sales Tax Rates
Mar 13, 2004 8:43 pm
How do you suggest dealing with new sales tax rates when they change? If I create a new item, will I have to edit all existing customers' default rate to that item? If I edit the existing sales tax item, do you foresee any conflict with having all the history of sales tax merged into that item?

Consignment Inventory
Jul 27, 2005 9:20 pm
New set up for a client who owns an antique and floral business. Most of the antiques are from consignment vendors who don't get paid until the item is sold. My client would like to be able to keep track of the individual items that come in on consignment from the various vendors. 1. Can I set up some sort of inventory type account to keep track of each of the items individually so that when they are sold I can deduct the item from the consignment items that are currently on hand? (I know that you are not fond of using the QuickBooks inventory feature.) 2. If I can't use the inventory feature, would trying to set up something using the items list work? The problem here is that there would be well over 100 items. Is this a good idea?

Converting from DOS QuickBooks
Mar 13, 2004 8:43 pm
I have a question about a client that uses QuickBooks DOS ver 2.0. I am ready to update her to QuickBooks 99. Will I be able to automatically convert her data files or is there a interim process that I need to go through?

Converting from Peachtree to QuickBooks
Mar 13, 2004 8:43 pm
Is it possible to convert Peachtree to QuickBooks without starting over? Can you please respond with any suggestions or any computer programs that may do that?

Copying Data between QuickBooks Files
Mar 13, 2004 8:43 pm
I have a new client that runs a large service station. On 12/31/98 the CPA prepared Financial Statements and a list of AJE's. None of the AJE's have been entered in client's books. The client has written all of his checks, payroll, paid the payroll liabilities and Sales Tax. He has not entered any income. My hope was that I could enter the '98 balances from the Financial Statements on my computer as beginning balances, and then copy the data he has entered from his computer to mine, sort of on top of my beginning balances and then enter all the other data to bring the books up to date. The QuickBooks tech that I spoke to said I couldn’t transfer his data to my computer. Is that right or do you see a better answer?

Cost Associated with Billable Time
Mar 13, 2004 8:43 pm
Have an item called "Copy" setup as follows: Service item, Performed by Sub/owner etc. Cost $35.00 Sales Price $70. Expense and Income accounts setup appropriately. Issue: Enter 10 hrs for an employee and tie the time to a customer/job and the "Copy" item above to be billed on a cust invoice. Create the invoice and pull in the time entered above and save the invoice. When a P&L by Job report is run the expected revenue ($700.)appears however the cost ($350) does not. Is it the type of item being used or can QB not capture the cost associated with the sale of this item in this scenario. In other words the cost of an item determined by a time sheet entry associated with a customer job. The time information is not used for payroll calculation due to timing issues, the client does use QB for P/R.

Creating Import (IIF) Files
Mar 13, 2004 8:43 pm
I have a question regarding importing data from a CSV file from our current billing program. I can build an .iif file from my CSV file. It contains name (first and last - not separated) address, phone, client no., and balance due. What titles do I use for the top row and left hand column? My first attempt did not work well. I can send you a copy of the file if you'd like.

Creating Import files
Mar 13, 2004 8:43 pm
I received a call which centers on IFF files. A client of mine uses an Excel spreadsheet to gather sales information and then they manually prepare invoices for billing. They do their books on QuickBooks and would like to download the Excel spreadsheet information into A/R. How does the Excel spreadsheet need to be formatted in order to accomplish this? What are the procedural steps involved?

Customer is also Vendor
Mar 13, 2004 8:43 pm
I have a situation where one of my customers is also my vendor. There are balances in both AR and AP. Is there a procedure to reduce both AR and AP until one of them is zeroed-out? i.e..credit/debit memos. e.g. AR shows ABC, Inc. owes us $1,000. AP shows we owe ABC, Inc. $500. AP periodically sends us bills for our purchases, which we enter as bills. How do we show the current and old bills paid with its AR balance and reducing AR at the same time?

Export Lists from QuickBooks
Mar 13, 2004 8:43 pm
With QuickBooks Pro 99, do we have the ability to export all of the customer info to Microsoft Access? If so, do your consultants have any pros or cons using QuickBooks and Access?

Exporting Item List to ASCII File
Mar 13, 2004 8:43 pm
We are currently using QuickBooks Pro Version 5, but are changing to a "Point of Sale" system. The first things we wanted to transfer are the Item lists. If I select Export and Item List, several file extensions present themselves. I would need all the data in the ASCI II format, which wasn't listed. Is there a way for me to transform the format of the data files the way they are in QuickBooks to ASCII?

Factoring A/R
Mar 13, 2004 8:43 pm

First Time Setting up QuickBooks for a Client
Mar 13, 2004 8:43 pm
Since this is my first QuickBooks consulting job, what recommendations do you have that would result in a satisfying end result for both client and consultant?

Getting started with FTP to transfer files over the Internet
Mar 13, 2004 8:43 pm
I’m interested in using FTP to transfer files between my computer and my client’s computer. What do I need and how do I get started?

Health Insurance for 2% owner of an S corp.
Mar 13, 2004 8:43 pm
How do you handle the cost of health insurance provided by the company tp 2% stockholder's?

How to Manually Install a Patch
Mar 13, 2004 8:43 pm
I have a client who downloaded the R3 update to her computer. All went well. They use it in multi-user mode. When I tried to install the update on the other computers, I got the following message:RTPatch Error; Neither command line parameter specified is an existing directory.

Importing Data into QuickBooks
Mar 13, 2004 8:43 pm
My client has a franchise that requires them to use proprietary software (Safe and Sound 2000) to report back to them. The franchiser has also written an importing link to QuickBooks using the .iif convention to create general journal entries. My client is using QuickBooks Pro 99 and has successfully imported the data as general journal entries. I was not with the client when they transferred the data. The problem is that the amounts post only to general ledger, itemized balance sheet and profit and loss detail reports, but do not post to trial balance, standard profit and loss or standard balance sheet reports. The QuickBooks program has detected no problem with data integrity using the utility/verify data command. Can you help me?

Importing Data into QuickBooks from Other Programs
Mar 13, 2004 8:43 pm
A client of mine has the program Quick Sell 2000, which is a POS program, based on Microsoft Access. He is insisting that, since his program vendor says it works, I can convert information from that program to QuickBooks. I have struggled with this trying to make it work, but I don't have the knowledge to do it or else it's just not working. You said that it was not practical to transfer and you suggested that he enter the information manually into QuickBooks each day. This works for me. However, I need to have written confirmation from an expert with QuickBooks in order to convince him. I thought you said it would be in the "Consultant's Reference Guide" but I cannot locate it. Could you tell me where to look?

Importing Lists from an Old File
Mar 13, 2004 8:43 pm
We have an established business set up in QuickBooks already and our company has recently started doing business in the UK. We now need our QuickBooks system to show the UK transactions separate from the US transactions since UK is in pounds sterling and US is in dollars. We have a UK bank that we use, so there is no conversion factor to contend with if we keep the books separate. How do I do this? Do I set up a "new company" in QuickBooks with the UK chart of accounts? I would want to duplicate everything we have in our US version. Is there a "copy" and "paste" feature to help, or must I enter everything from the ground up? Am I going in the right direction? Also, we will soon be expanding to Germany and France, so I'll need to do the same for those currencies as well.

Income Tax Preparation Report in 2003
Mar 13, 2004 8:43 pm
The Old Behavior of the Income Tax Preparation Report (in ver 2002 and below): - Double-clicking on line items in the report displayed the "edit account" screen and you could change the income tax line. The New Behavior: - The report now has an amount column that displays the totals for the year in each account. - Double-clicking on line items in the report displays a transaction detail report for that line. - This eliminates the ability to find unassigned tax lines and assign them. The report was changed in 2003 so that tax preparers could quickly view each account, the amount, and the tax line to which it post when exporting to tax programs (such as Pro Series).

Incorrect Sales Tax Liability
Mar 13, 2004 8:43 pm
Sales tax liability in "pay sales tax" screen is less than the liability on the G/L. The G/L is correct. I see I can increase the amount to be paid to cover the correct liability, but I do not see how I can fix them to make them agree afterwards. Any suggestions?

Installing QuickBooks Versions and Updates
Mar 13, 2004 8:43 pm
We process several clients on QuickBooks pro 6.0 and 99. After receiving a version update from Intuit, I encountered a problem. Every time I exit 6.0 or 99 it tells me that there is an update waiting to be installed. I have installed this several times. Also, QuickBooks will not let me use payroll applications because a recent update to the tax table is waiting to be installed. Please help.

Inter-Class Transfers
Mar 13, 2004 8:43 pm
I have a client who has several locations around the country, all bookkeeping in one corporation. He wants to be able to charge for inter-departmental services. (i.e. if work is done by his Florida office for the Indianapolis office, he wants to be able to "bill" the Indianapolis department (set up currently by classes) for the Florida work. I have thought about making journal entries in QB to accounts called "Intra-Company Income" and "Intra-company Expense", but this almost requires consolidation entries at Year-end and at any time his board wanted to see financials (which is every month). Other than tracking these Intra-company "ghost" charges outside of QB, this is the only way I can come up with. Do you have any suggestions?

Inventory & Bill of Materials
Mar 13, 2004 8:43 pm
Does QuickBooks Pro work with kits or bill-of-materials in inventory?

Inventory and POS systems
Mar 13, 2004 8:43 pm
Do you have any recommendations for a POS system?

Inventory vs Non-Inventory
Mar 13, 2004 8:43 pm
I have a new retail customer (Ace Hardware store), that we will be installing QuickBooks. Our question involves his inventory. At this time he is using a custom program that will crash 1/1/00, so main motivation for QuickBooks is compliance. He does not track his inventory piece by piece, but by 12 departments (they will become his items). However he manages his inventory by dollar amount and reduces it by a percentage of the sale. For example, Department 1 (58%) has sales of $100 today; he will now reduce his inventory by $58. How can I set up an Invoice/Daily Sales form to record the sales in each department and also reduce his inventory? Should I even use the Inventory feature, or could I use the new link to Excel to accomplish this. I would like to do as much as possible in QuickBooks, but at this time he would be open to other software if necessary.

Inventory…or not?
Mar 13, 2004 8:43 pm
I have a client who owns a recycling center. Some of the products brought in, he pays for and puts into inventory. Other items are donated. He said QuickBooks does not allow him to put in an inventory item with a zero cost. Even if he puts it in at .01, it throws his costs way off. What else can he do?

Invoice Recap Statements
Mar 13, 2004 8:43 pm
I bill my customers all month long, and at the end of the month I wrap up all invoices and they are to pay me for all these invoices by the 15th of the following month. No discounts. Some customers have interest on overdue accounts. I have some customers that don't pay. One such customer owes me for July and August and some invoices that are "current" billed in this month of Sept. I cannot get a statement to show "current". It's always blank. I need to print statements any day of the month I choose that will correctly show these terms on a statement. I've tried various ways to show "current", "1-30 days past due", and "31-60 days past due" with no luck. I won't bore you with all that I've tried (date driven +standard + with various due dates – before -after, within etc.) Would you show me how I can accomplish this in QuickBooks 99?

Journal Entries
Mar 13, 2004 8:43 pm
After attending your seminars and working with various client problems I am in the habit of steering people away from journal entries in QuickBooks, especially in cash, A/R, A/P and payroll...My co-worker has a different perspective - when he works on client's books he wants an obvious trail and the journal entry is the best format. I don't disagree with that, but I always thought it lacked flexibility and "came back to bite" if you weren't careful. He says its completely flexible now and interchangeable with other types of transactions even in the modules.. So he does journal entries to void stale checks, journal entries to adjust A/R accounts and act like credit memos, journal entries in A/P. He is a very good accountant, and of course this works for the CPA firm, I worry that it can mess things up for the in-house bookkeeper if they don't know how to handle it.

Linking Payments to Existing Invoices
Mar 13, 2004 8:43 pm
Hi - You were such a terrific help with my invoicing problem that I thought I'd ask another question. I receive payments and apply them to invoices on a regular basis and normally when I enter them they apply to the invoice and the invoice disappears from my open receivables report. I have one payment however, that I am pretty sure I entered just like all the rest, but this one didn't seem to apply to the open invoice. Instead, my Open Receivables report shows the invoice for $12,000 and the payment of $12,000, with a balance of zero. What can I do to make the payment apply to the invoice so the whole thing disappears from my report.

Lost Password
Mar 13, 2004 8:43 pm

Manually Reconciled, but QuickBooks is still off
Mar 13, 2004 8:43 pm
I have reconciled a client's books by hand through 10/31/xx. The beginning balance in the reconciliation window is totally wrong. How can I make this thing reconcile so the client can use it in the future?!?

Memorizing Splits as Percentages
Mar 13, 2004 8:43 pm
When allocating costs to classes using QuickBooks Pro is there any way to memorize standard percentages as opposed to dollar amounts? They previously used Quicken and in that program were able to memorize percentages as well as dollar amounts.

Multiple Classes on one Invoice
Mar 13, 2004 8:43 pm
Is there any way to assign two classes to the same invoice?

Non-Profits - Tracking Fundraising Income/Expense by Fundraiser
Mar 13, 2004 8:43 pm
I have just started using QuickBooks. I am an independent bookkeeper for several non-profits. I am having some real problems trying to set up some of the specific reports I need for not-for-profit clients. How can I customize the reports more than QuickBooks allows? Specifically, I need to report for different fundraiser projects in the P&L Format for each fundraiser. If I can't get this one area worked out, it looks like I will have to abandon the QuickBooks software and buy higher up, which I hate to do because of the time invested in learning the new software, mostly (also the expense.) Can you suggest anything?

Paying Commissions
Mar 13, 2004 8:43 pm
I have a client who is using QuickBooks 2003 Contractors Edition. They have a number of sales reps who are paid 45% commission on all sales that are paid each month. These same sales reps also take a $100 draw against their commissions for each new job they bring in. The sales reps receive a 1099 at the end of the year for all commissions paid. They receive no other income from my client. My question is this. How can I help my client to setup these sales reps so that the commission can be calculated (minus whatever draws they have taken for the month)? Should they be setup as employees, with no taxes withheld on the commissions, but the commission rate is set to 45%? How do I create one report that will show the sales for each sales rep, breaking each sale down so that each sale shows the actul percentages that are used to calculate the commission for that specific sale, and also showing all draws taken for the month? My client would prefer to be able to do this on one report that is given to each sales rep with their commission check for the month. An example might be helpful here. Customer XYZ made a purchase of $10,000 for roofing repair work. $1,000 is taken from the $10,000 for overhead. $3,400 is taken from the $10,000 for materials. $1,600 is taken from the $10,000 for Labor costs. $750 is taken from the $10,000 for miscellaneous expenses related to the job. This leaves a total of $3,250 (as profit), from which the commission is paid to the sales rep. The sales rep took $400 in draws (for new business he/she brought in for during the month). The commission should be $1,462.50 - $400.00, for a net commission of $1,062.50. My client wants to be able to create one report (if possible) in QuickBooks that will show this type of information for each job that a sales rep receives commission on. Can this be done, and if so, how is it done?

Pretax Deductions and the W-2 – Dependent Care & Section 125 plans
Mar 13, 2004 8:43 pm
A client of mine was concerned that the W-2 was printing an amount for total wages (box 1) that was larger than the medicare wage amount (box 5). After analyzing the report, I was able to determine that the amount was off by the Pretax insurance amount. The social security wages (box 3) and medicare wages (box 5) were correct, reduced by the pretax insurance deductions. However, total wages (box 1) includes this insurance amount. I have tried everything in the payroll item field to extract the amount from total wages. How do I get total wages, tips and other compensation to print on the W-2's and W-3, reduced by the pretax deductions?

Printing Check Register
Mar 13, 2004 8:43 pm
A client has used the 'Print Register' from 'File,' for several versions now, to print out their check register in ascending order by date and check number with detail splits. This report gives them the running balance in their checking account. With the 99 update, what appears on the screen is not what's printing out. I've pulled up the same report on my computer here (for another client) and on the screen I'm viewing a register in ascending order, sorted by date and check number. When the report prints it's in date order, but not check order number. I've tried customizing different reports but can't come up with what the client needs. They need a check register in ascending order with detail on splits and running checking balance.

Profit and Loss Report By Department/Class
Mar 13, 2004 8:43 pm
We have one company with one chart of accounts but two stores (or departments). How can I get a P & L for each store (or department)?

QB Pro Timer on Mac?
Dec 12, 2005 11:41 am
The QuickBooks Pro Timer does not work on the Macintosh.

Quantity Based Sales Tax - Tiered Sales Taxes - Excise Tax
Mar 13, 2004 8:43 pm
Since you cannot modify the amount of sales tax charged at the bottom of sales forms in QuickBooks, this solution shows how to add sales tax items directly on the body of sales forms.

Question – A/R when using Daily Sales Recaps
Mar 13, 2004 8:43 pm
I spoke to you the other day regarding retail businesses and entering data from their cash register in QuickBooks. What is the best way to handle A/R in QuickBooks, but is a part of the daily entry we need to do? (i.e. fleet charges for automobile service shop)

Question – QuickBooks or Quicken?
Mar 13, 2004 8:43 pm
I wanted to give you some feedback from my last QuickBooks engagement. I decided to let the client participate in the set-up jointly, so they would feel a part of the effort and see the benefits of the program. Since the locatioin was out of town (about 60 miles), I spent most of the morning and afternoon (5* hrs) in their office. When I left I think they were overwhelmed. It appears they only want to use the program as a daily book and check register (we do their monthly write-up). My question is, can the program only be used in this way, or are we better off looking at Quicken or MS-Money? They are unlikely to ever use the G/L features or financial statements.

Question – Y2K issues
Mar 13, 2004 8:43 pm
Which version of QuickBooks should I be using to ensure compatibility with Y2k?

QuickBooks 2006 (and above) in a Networked Environment
May 21, 2007 4:07 pm
In our firm, we have several client QuickBooks files, and several professionals who access the data files. We rarely need multi-user access to any of the data files. I heard I can set QuickBooks 2006 (and above) up on a server and have clients access it remotely, is this true? I also heard you can access QuickBooks over the Internet now. Is this true?

QuickBooks Freezes up
Mar 13, 2004 8:43 pm
I need some help to resolve a problem for a client using QuickBooks. Everytime he goes into the bank rec module, the computer freezes. You can terminate QB without a hard reboot. I checked the integrity of the data and did a rebuild without eliminating the problem. I uninstalled and reinstalled QBs. The problem still exists. How can I resolve this problem ?

QuickBooks Maximums
Mar 13, 2004 8:43 pm
I would like to know if a new client of mine is suitable for QuickBooks Pro using their Job Cost feature. Background information: This is a new company (a corporation) that is taking over (buying the assets) an old company. I am involved in setting up the new company in QuickBooks and am concerned that QuickBooks may not be able to handle the volume. The company sells sporting goods and sporting attire. The sporting attire is custom sold with silk screening and embroidery. The old company has been using QuickBooks Pro (v.6) with Job Costing to trace jobs using a pre-assigned work order number. The company typically has 150-200 sales (new jobs) a month. Each job usually incurs three different types of costs (product cost, silk screen or embroider costs and freight). Can QuickBooks Pro Job Costing feature adequately handle 200 new jobs a month? If not, what would you suggest?

QuickBooks Pro 99 R1, R2 & R3 Compatibility
Mar 13, 2004 8:43 pm
We have installed QBPro99 version R1. A client has version R2. If we upgrade to R3 will we be able to load & return to clients R1 & R2 version data files?

QuickBooks file crashes when opened
Mar 13, 2004 8:43 pm
One of my QuickBooks data files crashes every time I try to open it. I suspect that it’s crashing while processing the reminders or the memorized transactions. How can I suppress the processing of the reminders and memorized transactions when opening a file?

QuickBooks for Legal Firms (Law Firms)
May 29, 2008 1:38 pm
One of the trickiest record-keeping tasks for law firms is the proper handling of client monies held in trust. In this chapter, we’ll show how you can handle both client trust activity and the firm’s accounting in the same QuickBooks file. However, if your client has a high volume of transactions in the trust account, and a relatively low volume of transactions for the firm itself, you should consider setting up a completely different QuickBooks file for Client Trust Activity.

QuickBooks for the Macintosh
Mar 13, 2004 8:43 pm
I am a Macintosh QuickBooks user and have learned they are no longer supporting the Mac. I have had my accounting on QuickBooks Pro since 1996. Do you know what most Mac QuickBooks users are doing now? Any suggestions?

QuickBooks for the Macintosh - Payroll
Mar 13, 2004 8:43 pm
One of our clients has QuickBooks Version 4.0 on a Macintosh. We have informed them that they will be unable to use QuickBooks payroll tax table updates for the year 2000. An outside computer consulting firm has told this client that there is a way to go into the tax tables in QuickBooks and update them manually. Is this a possibility for them?

Reconciling sales on the Sales Tax Liability Report
Mar 13, 2004 8:43 pm
I have noticed that the Total Sales on the Sales Tax Liability Report often does not match sales on the P&L or the Sales by Customer or Item Summary reports. Why is this and what can I do to fix it?

Resetting the Bank Reconciliation
Mar 13, 2004 8:43 pm
Is there a way to clear the data in the bank reconcile without making a posting entry to opening balance equity account and leaving only the outstanding items and intransit items out there.

Sales Tax Payable - Accrual vs. Cash Balance Sheet
Mar 13, 2004 8:43 pm
We had a client that recently converted from QuickBooks 99 to QB 2002. They are a cash basis taxpayer. In QB 99 whether we ran the Cash Basis Balance Sheet or the Accrual Balance Sheet, the sales tax payable was the same. However, in this new version the sales tax payable account seems to be different on the Cash Basis and Accrual Balance sheet. For our financial statements we accrue the sales tax and we now have a dilema. When we adjust the sales tax liability we must credit the payable but we can't debit the income because the sales tax is not in the income accounts to begin with. Have you ran accross this problem and how have you handled it?

Setting up Budgets in QuickBooks
Mar 13, 2004 8:43 pm
How can I set up Budgets in QuickBooks so that I can create reports comparing actuals to budgeted amounts?

Sick/Vacation Hours available as of date
Mar 13, 2004 8:43 pm
The Sick and Vacation ‘Hours available as of’ date on a new company seems to be inconsistent from setup to setup. Where does this date come from?

Single Transaction Affecting 2 A/R Accounts
Mar 13, 2004 8:43 pm
I run QuickBooks 6.0 and want to enter transactions for conference registrations and conference expenses. I want to record a transaction that has two (2) accounts receivable entries. The program says that is not possible. The work around is to enter two separate transactions. This is a work around and complicates the actual accounting entries. I would like to be able to make the single transaction with the multiple accounts receivable entries. Is there a way to accomplish this?

Slow Network Performance of Large Data Files in QuickBooks 2006
May 21, 2007 4:09 pm
I am trying to reduce the size of a file for a client with very slow performance in QB 2006. Their file is ~280MB. I tried your suggestion from the Yahoo Sleeter group discussion board of doing the cleanup, then creating a portable file and opening that file. The new file after the round trip to the QBM is just as large as the old one. Have you discovered any other ways to produce a smaller file and/or increase speed in use? The client is using the file on a network. Any light you can shed on this problem would be greatly appreciated.

Sole Proprietorship to Corporation
Mar 13, 2004 8:43 pm
We have a client that incorporated his existing business 1/1/99. We set up a new QB file for him to use on the newly incorporated account. Unfortunately, he did not close out his old bank account and continued to use it even though he is now incorporated. My problem stems from the fact that he started the new QuickBooks file and only wrote one check from the incorporated account which cleared on his January statement. All of the other debits and credits on the Jan. bank statement belong to the "old" DBA account. How can I go about "splitting" the one bank reconciliation on 2 QuickBooks files?

Solving Sales Tax Problems
Jan 23, 2007 1:44 pm
Doug, I have a new client who has been using QuickBooks since 1998 and have problems with their sales tax. I have read your information on correcting sales tax and even though I have done a lot of it before this one has me stumped on how to correct. (without starting a whole new company) 1. The chart of accounts (g/l) shows a large balance compared to what they actually owe. 2. The sales tax (to pay) has a lot of figures that do not agree with anything anywhere - how do I get these off. 3. The sales tax liability report has a third set of figues that do not agree. Is there a way to correct all of this - all checks relating to sales tax have cleared over the years and some of the journal entries that were made were put to shareholders distribution over the years. Any imput that you can give me would be greatly appreciated.

Statements - Showing Due Date
Mar 13, 2004 8:43 pm
In QuickBooks 2003, I create statements for my clients instead of invoices. They are billed monthly for services. The due date is showing up with my transactions on the statements. How can I remove the due date?

Tax Paid on Purchases but Items are Resold
Mar 13, 2004 8:43 pm
How can I track sales tax that I’ve paid on purchases for resale? I sometimes pay sales tax when I purchase items, but then I later resell those items. I want to take a credit on my sales tax return for these taxes. How can I track these purchases?

Taxable Fields not Appearing
Mar 13, 2004 8:43 pm
I recently purchased a copy of your textbook. In the section on setting up new items, the "New Item" screen is displayed with a "Taxable" field next to the "Rate" field. Also, on sales forms, there is a "Taxable" field next to the Sales Price field. Why don’t these Taxable fields appear in my software?

Third Party Sick Pay
Mar 13, 2004 8:43 pm
We have an employee that couldn't work and was receiving third party sick pay. We need to add it to the 941, 940, and W-2, because the liaility was transferred to us for the employer portion. The problem that we are running into is that the insurance company is withholding and paying the employee's portion of FICA and remitting to them the net. When I follow quickbooks instructions for third party sick pay it try's to create a negative check because of the employee's portion of FICA. How do we get it onto the 941, 940, & W-2 without it trying to create the negative check for the employee. Is the only way to do it to adjust the w-2, 940, & 941 manually?

Tracking Jobs in QuickBooks
Mar 13, 2004 8:43 pm
There is a company that is a flooring company with "jobs." Where in the Consultant's Reference Guide does it explain how to set up "jobs" in QuickBooks?

Tracking Jobs in QuickBooks vs. QuickBooks Pro
Mar 13, 2004 8:43 pm
A client of mine has a flooring company. They bought QuickBooks 99 instead of QuickBooks Pro 99, and we were considering recommending that they upgrade to QuickBooks Pro so they have the additional "job" features it provides. What would be the most efficient and cost effective way for them to upgrade?

Tracking Use Tax on Purchases
Mar 13, 2004 8:43 pm
How can I track Use Tax on purchases I make? Occasionally, I purchase items from a vendor that does not charge tax (I have a resale certificate filed with the vendor), but the goods are taxable. Therefore, I need to add the Use Tax to my sales tax payments (and sales tax return), but I don’t know how I can track these purchases. Can you help?

Transfer QuickBooks Files between Mac and PC
Mar 13, 2004 8:43 pm
Is is possible for me to take QB backup files from a MAC and restore them to my PC?

Trouble with Floppy Backup Disks
Mar 13, 2004 8:43 pm
Whenever I try and restore the file from my backup disk it only restores 86% then gives me a message that my file was not restored successfully, but when I backup the same file from my old computer, it backs up successfully. I want to eventually use my laptop and eliminate my 486 but because I can't restore. I'm kind of stuck with my 486... please help!

Uncategorized Income and Expense Accounts
Mar 13, 2004 8:43 pm
I have a question regarding starting a company and entering balances for A/P and A/R through the setup wizard. One of our clients did that and has the uncategorized income and expense accounts. What is the best way to fix that?

Undoing Credits to Invoices
Mar 13, 2004 8:43 pm
How do you undo the application of a credit memo to an invoice? I have a client that wants to go back and un-allocate a credit to an invoice in the receive payment screen.

Use Inventory or Not
Mar 13, 2004 8:43 pm
I was at your seminar in Pittsburgh this year and you recommended that people be careful when using the Inventory function. I have been avoiding the Inventory function for one of my clients, but they do job costing. It appears that in order for the cost of a non-inventory part/item to get to their job costing report they have to specify the job on the purchase of that item. This would not be feasible for this client. Would this be a situation where the inventory would be of value? Currently the number of items is under 1,000.

User Can Still Change or Delete Transactions
Mar 13, 2004 8:43 pm
I am having difficulty in locking an employee from changing or deleting invoices. I have checked the "no" box in the changing or deleting transactions box which says "do you want the user to have the ability to change or delete transactions”, yet when I sign on under this users password I am still able to make changes to the invoices saved as well as delete them. I am wondering if there is something I am doing wrong.

Using Excel to Split Account Number and Account Name
Nov 8, 2004 4:53 pm
When QuickBooks has Account Numbers active, the reports show both account number and account name in one column. When you export that report to Excel (or any other app), the number and name field are combined into a single column. This presents a problem if you want to create account number-based queries, macros, or formatting. To fix this, you can use the "Convert Text to Numbers" command in Excel.

Will QuickBooks work for european countries that use the Euro dollar?
Apr 28, 2005 9:47 am
Will QuickBooks work for european countries that use the Euro dollar?