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Optimizing Your Checking Preferences In Quickbooks

Paying BillsQuickbooks makes the process of sending and receiving payments for your business a breeze. Even without any additional configuration or optimization, Quickbooks will easily take care of these tasks along with numerous other accounting tasks for your business. However, you can make the process even easier by changing some of the default “Checking Preference” settings in your account. To learn more about how to optimize your checking preferences in Quickbooks, keep reading.

So, what’s the purpose of optimizing checking preferences in Quickbooks? The truth is that you can perform all of your accounting tasks without ever touching or changing the setting here, but if you are looking to reduce the amount of time you spend performing accounting work, you should optimize these settings. For starters, Quickbooks loads up the last used account in each new form. If you are creating a form for a different account, you’ll have to manually change this. The checking settings, however, allow you to specify the type of account used for default forms.

Start by selecting the “Preferences” button at the top of your screen followed by the “Checking” option, which is third down from the top. You will then see a new window in the center of your screen with various options and settings related to your Quickbooks checking. The first tab in this new window is labeled “My Preferences.” Go through the different options under “My Preferences” to change the default settings for your Quickbooks checking. You can specify the default accounts for opening new checks, pay bills, pay sales tax and make deposits. As previously states, Quickbooks uses the previous accounts for each of these options unless specified under the “My Preferences” menu. It’s recommended that you select your most used accounts for each of these settings to speed up the process.

After specifying default accounts under the “My Preferences” menu, click on the second tab at the top labeled “Company Preferences.” Doing so will bring up an entirely new set of options associated with your checking.

Some of the options included in the “My Preferences” menu include:

  • Select default account for create paychecks.
  • Select default account for pay payroll liabilities.
  • Option to print account names on voucher.
  • Option to start with payee name on check.
  • Option to warn about duplicate check numbers.
  • Toggle between side-by-side and register mode for downloaded transactions.
  • And more…

How To Add, Delete and Edit Journal Entries

2008 DIARY/PLANNERRecording new journal entries in a Quickbooks account is a breeze thanks to its user-friendly interface. In fact, most new transactions and events are recorded automatically without any necessary action on your part. When an employee creates and sends an invoice to a client, for instance, it’s automatically entered into your Quickbooks account. While most actions such as these are automatically entered, there are others which require manual work. To learn more about adding, deleting and even editing Quickbooks journal entries, keep reading.

In the event that you need to manually record a journal entry into your Quickbooks account, click on the “Company” button at the top middle bar followed by “Make Journal Entries.” A new window will then appear asking for all your information regarding the entry. The process of recording a new journal entry is pretty straightforward; you enter in the account number, debt/credit amount, memo (note: adding a memo isn’t required), name, etc. Once you’ve entered in all of the information for your new journal entry, you can then select either “Save & Close” or “Save & New” at the bottom right of the screen.

Following the steps previously listed will allow you to create new journal entries in a matter of minutes. But how exactly do you edit a journal entry that you already made? If you or someone else made an error on a journal entry, you’ll have to go back and fix it to ensure future problems don’t arise. Start by selecting “Company” and “Make Journal Entries” from the Quickbooks home screen — similar to the steps of recording a new journal entry. Rather than entering the information for a new journal entry, however, you’ll need to locate the entry which requires editing. To do this, click on the “Previous” button at the top left corner of your screen and continue scrolling through the entries until you’ve located the correct one. From here, you can make the necessary changes to fix any errors previously made to the entry. This includes elements like name, account number, credit/debit amount, etc.

You can also delete an entire journal entry with it loaded as well. You should see a Delete Journal command at the top of your screen. Before clicking it, double check to make sure you’ve selected the appropriate entry. Remember, there’s no way to ‘undelete’ a journal entry. Once it’s deleted, it’s gone forever. Alternatively, you can void an entry instead of deleting it.

Tips For Making Quickbooks Run Faster

speed-1Does your Quickbooks seem to run at a snail’s pace? There’s nothing more frustrating than starring at a loading screen rather than performing actual accounting work. The good news is that you typically speed up Quickbooks by making some simple adjustments to it. Whether you have Quickbooks Essentials, Plus, Pro or Premier, there are ways to speed it up. Keep reading for some important tips on how to make your Quickbooks run faster.

Computer Upgrade

One of the most common causes of a slow-running Quickbooks is actually due to outdated computer hardware. So, what hardware specs should you upgrade to improve the performance and speed of Quickbooks? Well, Quickbooks is a memory-intensive operation that will drain your computer’s resources; therefore, it’s recommended that you run Quickbooks with a minimum of 4GB or RAM. In fact, it’s not a bad idea to use 6 or even 8GB of RAM.

In addition to adding more RAM, you can also speed up your Quickbooks by upgrading your computer’s processor. The duel-core i5 or quad-core i7 are both excellent processors that will give your computer a significant boost of power and speed. Of course, not all of processors are compatible with every motherboard, so you’ll need to check to see which processors your computer can hold before purchasing one.

Custom Sorted Lists

While most speed problems are the result of outdated computer hardware, there are some problems which may occur within Quickbooks that results in a slower speed. If you haven’t done so already, open up your Quickbooks account to check the custom sorted lists. Access the area of your Quickbooks that’s experiencing the slowest speeds and look for a diamond on the left-hand side of the “Name” column. If everything is working properly, there won’t be a diamond here. However, if you see a diamond here, you’ll need to remove it by clicking on it.

Create Item List

Did you know that you can merge together inactive items to speed up your Quickbooks account? To do this, simply log into your Quickbooks account and create an item list with all of the inactive products and items that are no longer used by your business. When these items are merged into a list, Quickbooks will have less units to process.

These are just a few steps you can take to speed up your Quickbooks account. If you are still having experiencing exceptionally slow speeds, read the official Intuit.com page on how to speed up your Quickbooks here.

How To Define a New ‘Default’ Invoice Template

quickbooks-logo-2Are you tired of using the same template time and time again to send invoices to your clients? Quickbooks comes loaded with several different invoice templates at no additional cost. Alternatively, users are allowed to create their own template to better meet the needs of their business. Regardless of which template you choose, it’s recommended that you set it as default. Doing so allows you to continue using the new template each time you produce an invoice. Rather than manually digging through dozens of different templates to try and locate the appropriate one, your new template will automatically load for every invoice.

To define a new default invoice template, fire up your Quickbooks account and click on the “Lists” tab in the upper menu. Next, choose “Templates” from the drop-down menu. A new screen will then appear, revealing all of your templates. In addition to invoice templates, you’ll also see templates for receipts, sales orders, etc. Carefully scroll through the various templates until you find the one that you want to use as your default invoice template.

After locating the appropriate template, go through each of the other templates to make them inactive. When all of the other invoice templates are turned off, only your new template will appear for invoices. To do this, right click on each template — with the exception of the one you wish to use as your default invoice template — and select the option that says “Make Template Inactive.” After turning each of the non-used templates off, only your new template should appear when you create an invoice for a client.

In the even that you want to use an ‘inactive’ template, you will need to go back into your Quickbooks account to turn it back on. Thankfully, this is an easy and straightforward process that should only take a minute or so. Once you’ve logged into your Quickbooks account, click on the “Lists” tab followed by the “Templates” option from the drop-down menu (similar to the previous steps). If you look closely at the new menu that appears, you’ll see an option for “Include Inactives.” Check this option to turn back on all of the templates you previously set to inactive. If there are any particular templates you wish to exclude, you’ll have to go back into your account, right click on the appropriate templates and set to inactive.

How To Delete a Customer Payment

Deleting a payment that’s already been deposited in your Quickbooks account is a bit more difficult that standard payments. Since the payment is officially processed, you’ll need to wipe it from your account; otherwise, the transaction will affect your entire balance. The good news is that Quickbooks offers a simple solution to this problem. As long as you follow some basic steps, you can delete a deposited customer payment in minutes; here’s how you do it:

Wrong Customer

Did you accidentally attach the payment to the wrong customer in your Quickbooks account? If so, you will need to create a duplicate payment for the appropriate customer. From the main menu, select “Customers,” followed by “Receive Payment.” Enter in the appropriate amount for the payment and click “Continue” when you are finished. This will attach a duplicate payment to the right customer, but you will still need to go back to delete the payment associated with the wrong customer. Unfortunately, there’s no way to simply transfer a payment from one customer to another.

Deleting The Original Payment

To delete a customer payment, click on the “Customers” menu, followed by “Receive Payment.” You should see a “Receive Payments” window with all of the customer’s previous payments. Scroll through until you find the erroneous payment that needs deleting. Depending on how long ago the payment was sent, you may need to go click on the “Previous” button to find it. Doing so will allow you to search through older payments and transactions associated with the customer.

After locating the payment, click on the “Edit” button next to it and select “Delete Payment.” After clicking “OK,” you will be asked to confirm the deletion of the selected payment. As always, double check the payment to ensure it’s the correct one. Once you’ve verified it’s the erroneous payment, click the confirmation button to save your changes. The payment should now be deleted from your Quickbooks account.

Reconciliations

You can go back and reconcile your Quickbooks account to make sure the deposit was in fact deleted. You can read our previous blog posts about how to reconcile a Quickbooks account, but the process is pretty straightforward. Quickbooks has come a long ways over the years, adding several key features and improvements which are designed to make account reconciliations a breeze. Take a few minutes to go through the process to ensure the original payment was in fact deleted.

How To Enter Expense Bills Into Quickbooks

washington-bill-1Recording all of your business related expenses is one of the most important steps in the accounting process. Whether your business is small, large or anywhere in between, chances are you’ll have expenses to account for. Properly recording these expenses will help you identify exactly how much net profit your business is receiving. Of course, it will also prove to be helpful when the upcoming tax season rolls around. To learn more about the steps to entering expense bills into Quickbooks, keep reading.

When you are ready to enter expense bills, fire up your Quickbooks account and log in as either the administrator or a user with the necessary privileges. Click on the “Vendor Menu” button and select “Enter Bills.” You should now see a drop-down menu with all of your account’s vendors listed. Select the vendor associated with your expense bill. If the vendor is new and not yet added to your account, click the button to enter a new one.

With the appropriate vendor selected, you can now attach a new expense bill. Double check the date of the bill to ensure it’s correct. Taking an extra minute or two to enter the appropriate bill date will make the process easier. In addition, it will also let you or other people working on the Quickbooks account know when the bill is overdue.

As long as you followed the steps previously mentioned, you should now see an “Amount Due” field. Enter in the amount of the expense here and double check the date before continuing.

Depending on what type of expense bill you are setting up, you may wish to add a memo or terms. For most basic expense bills, this isn’t necessary. However, you can add a memo as a reminder for specific transactions and deals. When you are dealing with hundreds or even thousands of expense bills, memos will prove to be highly useful.

Lastly, you will need to fill the account field with all of the appropriate information. Click on the “Expense” tab and select the expense that you previously entered. Make sure the expense is tied to the correct account and click “Save.” If you need to attach the expense bill to multiple accounts, click in another account field and manually enter it here. Your expense bill should now be set up. You can go back and view it from the Quickbooks home screen to ensure it’s attached correctly.

How To Record Non-Sufficient Fund (NSF) Checks From Customers

Stock pictures of checks used as a form of paymentJust because a customer writes you a check doesn’t necessarily mean you will receive the funds. For instance, the customer may not have the appropriate amount of funds in their account, at which point the check will either bounce or be returned with a “NSF” label. Either way, you’ll need to address this issue in your Quickbooks account to ensure the balance is correct. Taking a few minutes to record NSF and bounced checks will allow for a smoother reconciliation process.

I can’t stress enough the importance of recording NSF and bounced checks in your Quickbooks account. If you overlook the critical element, it could result in unaccounted fees to your business account. Once this happens, it can throw your entire balance out of order, making it even more difficult to reconcile your account in the future. The bottom line is that you must record any NSF or bounced checks you receive from customers.

The first step is to log into your Quickbooks account and click on the “List” tab followed by “Item List.” From here, click on the “Item” tab from the drop-down menu and select “New.” Now, click “Type” from the drop-down menu and select “Other Charge.” This will bring up a new box that allows you to manually enter a name for the charge, such as “bounced check.”

Since the customer’s check was bad, select “$0.00” in the amount field. Click on the “Tax” tab and select “Non.” Next, select the “Account” tab from the drop-down box and choose your bank account. If you have multiple business bank accounts, select the one associated with the bad check. If a customer wrote a bad check to business account A, then you’ll want to select business account A. You will then have to choose another name for the bad check. To help keep things organized, it’s recommended that you choose the same, or similar, name as previously used.

Select the “Account” tab from the drop-down menu once again and select the income amount. Most banks use the same fee structure for bounced or NSF checks, so you should find the income amount listed here. In the rare event that it’s not listed here, you can choose “Add New” from the drop-down menu to manually enter in the amount. After the amount is entered, click on “Next” to save the items. The fee associated with the customer’s bad check should now be recorded in your Quickbooks.

Tips For Setting Up Quickbooks Pro

quickbooks-pro-1Still having trouble setting up your Quickbooks Pro? Although the process is fairly easy, some people may run into some problems during the initial setup. To ensure your Quickbooks Pro is configured properly with all of the appropriate settings, you’ll need to follow some basic steps. In this post, we’re going to reveal some tips on how to set up Quickbooks Pro for maximum efficiency.

Quickbooks Pro offers all of the same features as Quickbooks Plus but with a few major upgrades. For starters, the Pro version comes with a built-in search feature that allows users to easily locate reports, accounts or invoice in just a few clicks. If you plan on working with multiple accounts, a search feature such as this is a huge benefit that will ultimately save you time. Quickbooks Pro also features a Collections Center, Batch Invoicing, Check Scanning, and the ability to track time and expenses from client to client.

Installing Quickbooks Pro

Once you’ve purchased Quickbooks Pro and have received the CD software, place it into the computer you wish to use for accounting. Assuming you are using a Windows-based PC, a new window should appear asking you whether you wish to install Quickbooks Pro in “Interview” mode or manually. Interview mode is essentially a simple Wizard program that walks you through all of the steps; therefore, it’s the recommended choice for beginners. On the other hand, experienced Quickbooks users may want to install the program manually so they modify certain features and settings.

If you chose the “Interview” method of installation for Quickbooks Pro, you’ll be asked several questions regarding your business. The first few sections are straightforward and consist of basic information like your company’s name, tax information, dates, industry, etc. Continue to answer the questions asked during setup process. If you run into any difficulty, click the “help” button for more details about the process.

Although passwords are considered optional for multi-user Quickbooks accounts, I highly recommend using them. If there are several people working on your company’s Quickbooks, then you should give each of them a unique password and username. This will allow you to adjust security settings based on their requirements.

After going through the Interview process, you should now have a functional Quickbooks account. Take a few minutes to familiarize yourself with the different areas so you are more comfortable working with it. Also, be sure to check out our blog for more tips and tricks on how to get the most out of your Quickbooks accounting software.

How To Fix Reconciliation Discrepancies

reonciliation-1Performing a reconciliation of your Quickbooks account is necessary to identify any potential typos, errors or miscalculations. No matter hard you try to prevent it, errors are bound to happen when you are performing accounting work in Quickbooks. Thankfully, reconciling your account will identify such errors, allowing you to get your account back in order. Once you’ve identified a discrepancy, though, you’ll then need to fix it. In this post, we’re going to cover the basic steps on how to fix reconciliation discrepancies in Quickbooks.

Run a Reconciliation Report

The first step in fixing a discrepancy is to run a reconciliation report. Doing so will reveal any and all transactions from the last statement up until now that were modified. To perform a reconciliation report, click on “Reports,” “Banking” and “Reconciliation Discrepancy.” You should now have a list of all your accounts. Select the one in question to see all of the recent transaction modifications. Go over each and every transaction to identify which one is incorrect. Depending on the size of your account, this may or may not be an easy process. However, it’s imperative that you carefully analyze these transactions to identify which one is the cause of your discrepancy.

Missing Transactions

Another instance when reconciliation discrepancies occur is from missing transactions. If you or someone else overlooked a specific transaction, your entire Quickbooks account will be thrown out of order. As a result, a discrepancy will appear when you run a reconciliation report. To identify missing transactions, select “Reports,” “Banking,” “Missing Checks,” and then enter in the amount of the transaction (as shown in the discrepancy).

Changed Transactions

Modifying transactions in your account can also cause a reconciliation discrepancy. At the top navigation bar, select “Reports” and “Custom Transaction Detailed Report.” You can then modify the report to better identify which changed transaction is causing the discrepancy. Start by adjusting the start and end date according to when the discrepancy occurred. Next, select the appropriate account along with the amount and select “Run.” This will run a report for changed transactions that may have caused the discrepancy in your reconciliation.

Fixing a reconciliation discrepancy isn’t always an easy task. If you don’t know when or where the error occurred, you may have to do some digging to find it. However, following the steps listed here will help you identify and fix the discrepancy in a timely manner.

How To Export Quickbooks Data in CSV Format

pc-1With its clean interface and countless number of different features, Quickbooks makes business accounting of any size a breeze. Perhaps this is why it remains the world’s leading choice of business accounting software. One of the many useful features it offers is the ability to export account data into a CSV file. As you may already know, CSV is a basic text file with entries separated by commas. The extension CSV actually stands for “comma separated value.” In this post, we’re going to cover the basic steps of exporting data into a CSV file.

Exporting Customer Data

Exporting customer data into a convenient CSV format should only take a few minutes to complete. Start by clicking on the appropriate center containing the customer data you wish to export. You should now see a dropdown box at the top of the screen. Click on the dropdown box and select “Export Customer List.” After selecting Export Customer List, you’ll be given a few different options — you can either add a new worksheet, update a current worksheet, or export to CSV format. Assuming you wish to export this data into CSV, select the last option and click the “Export” button. Select the desired location for your new CSV file and voila, you’ve just exported your customer data!

Exporting Items

Exporting Quickbooks items into CSV format requires a slightly different approach; however, it’s still straightforward and should only take you a few minutes. When you are ready to begin, Choose “Lists” followed by “Item Lists” from your Quickbooks home page. Go back to the dropdown box at the top of the screen and scroll through the available options until you come across “Export All Items.” Select this option and choose CSV format. You can now specify where exactly you wish to export the file, whether it’s on your hard drive, USB flash drive, etc..

Following the steps listed here will allow you to export Quickbooks data into convenient CSV format. Whether you are an experienced Quickbooks user or not, exporting into CSV format is quick and easy. Just open up the desired customer, vendor or item and select “Export” from the dropdown box. If you prefer to use an Excel format rather than CSV, Quickbooks will give you this option as well. Just remember to only choose Excel format if you have a program that’s capable of opening it; otherwise, you won’t be able to read the data.

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