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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.

How To Void a Check In Quickbooks

void-check-1Whether your business is small, large or anywhere in between, you’ll likely come upon a scenario where a check needs to be voided. Quickbooks makes creating checks a quick and easy process that only takes a couple of minutes. However, voided an already created check can be a bit more difficult, especially if you’ve never done it before. If you are still trying to figure this process out, keep reading to learn the steps to voiding a check.

Void or Delete?

Contrary to what some people may believe, voiding does not perform the same functions as deleting. Before performing either one of these actions in your Quickbooks account, it’s important that you fully understand the differences between them. Deleting check will not only prevent the transaction from going through, but it will also erase all of the data associated with it. On the other hand, voiding a check will prevent the transaction from going through while leaving all of the data (client name, date, account number, etc.) intact.

Voiding a Check

To void an already created check, fire up Quickbooks and select the “Banking” menu. From here, click on “Use Register” followed by choosing the appropriate account. This should pull the account tied to the specific check in question. Scroll through all of the checks until you find the one that needs voiding. After opening up the check, you should see an “Edit” button — click it. Along with numerous other options, a “Void” button will appear. Simply click the “Void” button and your check will cease to exist. Any transaction attempts using this check will be returned.

Remember, though, just because a check is void doesn’t mean the client’s details are gone.  The check number, client’s name, amount and date will remain on file in this same location. If you need this information in the future for any reason, simply refer back to the check.

Of course, voiding a blank check can be performed in a similar manner. The only difference, however, is that you’ll first need to create a check with a $0.00 balance. After the check is created and the appropriate client is attached, you can then follow the same steps previously mentioned to void it. After voiding the blank check, you’ll want to click on “Record” so it will go into your history. Sorry if you were expecting more, but that’s all it takes to void a check in Quickbooks!

How To Apply Credit To an Invoice

credit-crunch-1Still trying to figure out how to apply credit to an invoice in your Quickbooks account? Although this is somewhat of a rare occurrence, clients may accidentally overpay their bill. When this happens, you’ll want to go back and credit the respective invoice so the overpayment will factor into their next bill. Quibkooks makes this process quick and easy; the entire process of crediting a client’s invoice should only take a couple minutes. Check below for our step-by-step walkthrough on how to credit an invoice in Quickbooks.

The truth is that most people will never find themselves in a position where they need to apply invoice credits. However, the one time it does in fact come around, you want to be fully prepared to deal with it. Instead of blindly starring at the computer for hours on end, read through this quick guide to learn the ropes of invoice crediting.

After logging into your Quickbooks account, you’ll need to apply the credit to the customer. This will essentially give the customer credit for their overpayment or adjustment. It’s important to note, however, that this is not the same as applying it to the invoice. After giving the customer credit, you will then need to go back and connect it to the respective invoice. Only then will the transaction be complete and accurate.

To apply credit to an invoice, click on the “Customers” tab followed by “Receive Payments.” Next, you’ll want to scroll through the invoices and click on the one that requires adjusting.  Click on the “Discounts and Credits” button at the top of the screen to make the necessary adjustments on the invoice. You should see the amount that was added during the previous step. If not, you can modify the “Amount To Use” column with the correct amount. Double check the amount to ensure it’s correct before proceeding.

After applying the credit to your client’s invoice, you can then save the changes and close out of Quickbooks. Whenever you need to apply invoice credits in the future, refer back to this page for more guidance. The method listed here is the fastest and most efficient way to accomplish this task. Whether you are using a current or older version of Quickbooks, the method for applying invoice credits remains the same. Simply locate the customer and invoice before adjusting the “Discounts and Credits.”

Tips To Improve Your Quickbooks Experience

quickbooks-2Quickbooks is the world’s most popular business accounting software, and for good reason: it’s versatile, inexpensive, easy to use, and it comes with TONS of helpful features to make accounting a breeze. Whether your business is small, medium or large, Quickbooks can handle your accounting needs. There are several different versions of the software, some of which are designed for small businesses while others are designed for larger ones. Here we’re going to take a look at some simple tips to improve your Quickbooks experience.

Tip #1 – Increase Font Size

One of the most common questions Quickbooks users have is how to increase the font size. Depending on your current setup, you may find it difficult to read the small text and numbers in your Quickbooks account. Unfortunately, you can search in every setting available without locating the font size adjustment. This is especially frustrating when you are trying to perform business accounting work and are unable to read the text on your account. So, how do can you increase the font size so it’s easier to read? Instead of looking in your Quickbooks account, you actually need to adjust your operating system settings. Assuming you are using Windows 7 or 8, right click on the desktop and choose personalize. From here, choose display and adjust the text size from small to large.

Tip #2 – Use Shortcuts

Familiarizing yourself with the various shortcuts will make your accounting work ten times easier in Quickbooks. All of the shortcuts work in conjunction with the CTRL key. For instance, CTRL-I automatically creates an invoice; CTRL-F is a transaction finder. If you haven’t done so already, memorize and learn all of the shortcuts available in Quickbooks.

Tip #3 – Cloud Backups

Losing all of your Quickbooks data due to a hard drive crash or system failure could spell disaster for a business. Thankfully, Quickbooks users can back their data up on cloud servers to prevent this from happening. Instead of simply backing your data up on a disk or CD, you should take advantage of the cloud feature. Setting it up is quick and easy thanks to the company’s built-in Wizard program. Just follow the given instructions and it will walk you through backing up your account on the cloud. The 10 minutes or so it takes to complete the cloud setup could save you countless hours of work in the event of a system crash.

Quickbooks Portable Company File vs Backup

microchip-1When creating a copy of data within a Quickbooks account, you’ll have one of two different options to choose from: you can either export a portable company file or create a backup file. While there are some similarities between the two different options, there are some notable differences that shouldn’t go unnoticed. To ensure you make the right choice regarding your sensitive data, you must understand what the differences are between portable company files and backup files.

Backups

As the name suggests, backups are done to protect yourself in the unfortunate event of a hardware and/or software failure. Accounting is the structure for any successful business, and without it you simply won’t know what’s owed or to whom. Having your computer or hard drive malfunction and wipe your Quickbooks account clean is a recipe for disaster. The good news, however, is that you can prevent this from happening by backing up your Quickbooks account.

Quickbooks makes backing up all of your financial information a quick and easy task. After logging into your account, click “File” and then “Create Backup File.” You’ll then need to choose the location of your new backup file — local or cloud — along with the time and date. I recommend automatically scheduling your Quickbooks account to backup at least once a week for optimal protection. Even if nothing ever happens to your computer, you’ll still have the peace of mind knowing that your pertinent accounting information is backed up on a secure location.

Portable Company File

Now that you know the purpose of backups, you are probably wondering what exactly portable company files are used for. In short, these files are used to email or transfer company data from a Quickbooks account. Instead of emailing the entire backup, you can send a smaller, more concise file known as the portable company file. It’s a quick and easy method for transferring data from a Quickbooks account.

It’s important to note, however, that portable company files lack certain files like templates, images, letters, etc. Because these files aren’t necessary for the core data, they are omitted in portable company files. Leaving these files out creates a smaller files that faster to download and upload, which is a huge benefit for large-scale companies with equally large Quickbooks account.

After reading this, you should have a better understanding on the differences between portable company files and backup files. Remember, backup files contain everything, while portable company files are smaller and contain only the core data.

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