Tutorials

Changing Your Company Name In Quickbooks

600px-Hello_my_name_is_sticker.svgDuring the initial setup of Quickbooks, you’ll be asked to enter several different fields of information related to your business, including name, address, legal/tax info. While this process is straight forward thanks to Intuit’s convenient EasyStep Interview, some users may find it difficult to change this information later. If you recently restructured your business from a Sole Proprietorship  to a S-Corp, for instance, you’ll need to update your Quickbooks information to reflect the new name of your business/company.

Your company’s name is used on a variety of documents within your Quickbooks account, including payroll, 1099, 940, 941, W-2 and W-3. Allowing your company’s old name to remain on your account could adversely affect all of these documents, potentially even voiding them. This is why it’s important for users to update their Quickbooks account to reflect their new business name.

Note: the only Quickbooks entry that cannot be changed is business type. Make sure this is correct when setting up your Quickbooks account.

Thankfully, changing the other business details in your Quickbooks account — including company name — is an easy and straightforward process that should only take a couple of minutes. To change your company name, access the Company menu > Company infromation. Here, you can edit details about your company, including your name. Delete the old name, enter in your new company name, and click Save to confirm the changes. Quickbooks will then instantly update your account and all of the respective forms to reflect your new company name.

If you are subscribed to an automatic payroll service, such as Assisted Payroll or Quickbooks Payroll, you’ll need to log in to your account to update it with your company name.  Refer to the payroll service’s guides for more information on how to change your company name.

To prevent erroneous checks from being sent out, you should also adjust the payroll data before the next pay period. This is done by accessing Employees > Send payroll data > check to make sure there are no pending payroll checks > and click Send to issue a payroll of zero dollars.

Quickbooks makes it easy for users to modify their company information. As instructed in this post, it takes just a few quick and easy steps to change your company name, address, and other information. Just remember to double-check your business type when setting up your account, because this is the one entry that cannot be easily changed at a later time.

How To Fix The Quickbooks Runtime Error

ergonomicsDo you experience the following Runtime error when attempting to open and/or use Quickbooks? Runtime Error! Errors such as this are frustrating to say the least, but it’s even more frustrating when you’re able to solve them. With a little bit of troubleshooting, however, you can resolve the Runtime error and regain full control and use of your Quickbooks software.

Restart Your Computer

First and foremost, you should restart your computer to see if it fixes the Runtime error. The steps required for performing a restart vary depending on the operating system, but most recent versions of Windows can be restarted by accessing File > Shut down/restart computer. Once your computer reboots, launch Quickbooks once again to see if the problem persists.

Run Quickbooks With No Data

Intuit also recommends launching Quickbooks with no data to resolve the Runtime error. Make sure QBW.EXE is NOT running by pressing Ctrl+Alt+Delete and browsing through the active processes. If you notice QBW.EXE listed, stop it by right clicking and choosing End process now. Next, right-click on the Quickbooks icon, press and hold Ctrl and click Open. You will now have access to Quickbooks without data being connected to the account.

Suppress Open Windows

A third possible solution to the Runtime error is to suppress open windows. Once again, check to make sure QBW.EXE is not running on your computer by pressing Ctrl+Alt+Delete. After verifying that QBW.EXE is not running, right-click on the Quickbooks icon, press and hold Ctrl and click Open. You should now press and hold the Alt button from the No Company Open Screen. Continue to hold the Alt key and press open to launch your company file. This essentially opens your company file but prevents  all other windows from opening.

Rename QBW.INI File

As a last resort, you can attempt to rename the QBW.INI file to fix the dreaded Runtime error. Locate the file on your computer by using the Windows file search tool or by manually navigating to the appropriate location. Upon locating QBW.INI, right-click and choose rename. Intuit recommends renaming the file to .OLD extension, so your file should be QBW.OLD. Press Enter to save the changes.

Go ahead and launch Quickbooks like you normally would after renaming the QBW file. Hopefully, the new file extension will resolve the Runtime error, allowing you to once again access and use your Quickbooks software.

Converting an Accountant’s File To a Company File

Photoxpress_2522757An accountant’s file (.qba or .qbx file formats) is a special type of file in Quickbooks which allows accountants, hence the name, to perform work on the account at the same time as other workers. The file is given a diving date — a starting and ending period for which changes are allowed — and there are certain restrictions on what the accountant can edit and what other workers can edit.

Think of an accountant’s file as a way to allow your accountant to perform work within Quickbooks at the same time as you or another worker. When two or more people are modifying an account at the same time, problems usually arise. Quickbooks, however, addresses this issue with the use of accountant’s copy files. The accountant is given limited access to the specified time period within the dividing date.

But what happens if you want to turn an accountant’s file to a traditional company file (.qbw)? Thankfully, Quickbooks makes conversions a quick and easy process that should only take a few minutes. By following the steps mentioned below, you can successfully convert your accountant’s file to a full-service company file.

Note: if a worker is client is running a newer version of Quickbooks, he or she may not be able to open the company file. This is why it’s important to cross-reference software versions before sending a company file.

To convert an accountant’s file to a company file, fire up Quickbooks and access Accountant’s Copy > Convert Accountant’s Copy to Company File/QBW. Select the accountant’s file that you wish to convert from the available options, enter a file name and location for the new company file, and click Save.

The final step in converting an accountant’s file to a company file is to remove the accountant’s copy file restrictions. This basically removes the limitations previously imposed on the account, providing full access to you or the respective client once again. Intuit recommends users consult with their accountant before removing file restrictions. Assuming you are given the green light, access File > Accountant’s Copy > Remove Restrictions. Confirm that you wish to make the changes by clicking Ok. Quickbooks will now remove the restrictions on the accountant’s file.

Note: with restrictions removed, you and your accountant will no longer be able to work simultaneously on the same file. Enabling the restrictions will reverse this change, however.

How To Solve Quickbooks Error H202

Photoxpress_745475Do you experience an H202 error when attempting to open Quickbooks over a network or multi-user setup? This is a fairly common error that users report, and while having access to your account is frustrating, the problem is easily fixed by following a few simple steps.

Let’s first talk about what exactly triggers the H202 error. According to Intuit’s official website, this error appears when the Quickbooks software on one computer is unable to communicate with the Quickbooks software on another networked computer. So even if the server is set up to allow shared connections, there’s still something present that’s preventing the two computers from communicating to one another through Quickbooks.

File Doctor

Intuit’s File Doctor program makes fixing errors such as H202 as easy as a few clicks of the mouse. If you haven’t done so already, you should first attempt to fix your H202 error by downloading and running File Doctor.

Note: Intuit recommends downloading the latest version of File Doctor, because older versions may not effectively troubleshoot all problems.

Download the latest version of File Doctor from Intuit.com (click here). Once the download is complete (it’s a small file, so it shouldn’t take long), double-click to open and run qbfd.exe. This is the installer program that will place File Doctor on your computer. The program is set up to automatically run once the installation process if finished. Process by choosing your preferred settings for File Doctor, and when it asks you which type of problem to diagnose/fix, choose Network connectivity only.

Check Hosting

If Intuit’s File Doctor did not successfully solve your H202 error, your next course of action should be to check your hosting. Log in to Quickbooks through one of your workstations (not server or host) and access File > Utilities. The goal in performing this task is to ensure that your workstations are not set up to host multi-user access. If you notice the option Stop Hosting Multi-User Access on any of your connected workstations, select this option and confirm that you wish to stop hosting.

Create a New Folder For Quickbooks Company File

A third possible solution to error H202 is to create a new folder for your company file. Access the hosting computer, create a new folder, and set the Windows permissions to share it. You can then copy and paste your company file (extension .qbw) inside the folder.

How To Make an Account In Quickbooks Inactive

Photoxpress_207142Still struggling to figure out how to make an account inactive in Quickbooks? While there’s no option with this label, there’s a simple work-around that allows you to deactivate accounts. And if you wish to reactivate them at a later time, you are free to do so — assuming you follow the steps outlined here.

Delete The Account To Make It Inactive

The only viable way to make an account in Quickbooks inactive is to delete it. Once deleted, it’s removed from the Chart of Accounts and financial statements so it no longer shows up when performing routine operations.

Don’t worry, your reporting will remain the same, as deleting an account does not alter transactions balances; it merely adds the “deleted” annotation next to the respective account. You can still find all transactions connected to the deleted account by running a report.

Steps To Deleting an Account:

  1. Launch Quickbooks.
  2. Access the Company tab > Chart of Accounts.
  3. Scroll through the list of accounts and click on the one you wish to delete (AKA make inactive).
  4. Click on the Delete button.
  5. A message will appear, prompting you to confirm the deletion of the respective account. Double-check to ensure it’s the correct account and click Yes to confirm its deletion.
  6. Congratulations, you’ve just deleted the account from Quickbooks!

Note: unfortunately, there’s currently no method for deleting multiple accounts at once. If you need to delete two or more accounts from Quickbooks, you’ll have to follow the steps mentioned above for each account.

How To Reactivate a Deleted Account

  1. Launch Quickbooks.
  2. Access the Company tab > Chart of Accounts.
  3. At the top-right corner of your screen, you should see a button titled Related Reports. Click this button and proceed to the next step.
  4. Under Help Topics, select Deleted Accounts.
  5. Close out of the Help Topics window.
  6. Scroll through the list of accounts and click on the one you wish to reactivate.
  7. Click on the box titled Deleted, essentially undeleting the respective account.
  8. When you are finished, click Save to finish the process and reactive the account.

Note: if you delete a balance sheet account, you won’t be able to edit or delete transactions associated with that account until it’s reactivated. This is why it’s important to know the proper steps to deleting and reactivating accounts. If you find yourself in this situation, refer back to this post for detailed step-by-step instructions.

Help! Quickbooks Won’t Open

Photoxpress_6283374 Does Quickbooks cease to open when you attempt to double-click the file icon on your desktop computer? It’s frustrating when errors such as this appear, but it’s typically a quick fix that should only take a couple of minutes to rectify.

Restart Your Computer

Intuit recommends users first restart their computer to see if this resolves the problem. Various windows bugs and errors may trigger compatibility problems with Quickbooks; thus, preventing it from opening when you double-click the icon. A simple restart, however, can often fix this problem, allowing you to once again open and use your Quickbooks program.

Use The Shortcut Command

If restarting your computer did not fix the problem, you should attempt to open Quickbooks via the shortcut commands. Click on the Start button at the bottom-left corner of your Windows screen and select All Programs > Quickbooks. Next, right-click on the Quickbooks icon, hold down the Ctrl button, and click Open. This will attempt to run Quickbooks through the shortcut rather than primary path, which hopefully bypasses the error.

Access Quickbooks as Windows Administrator

It’s not uncommon for Windows users to have restrictions placed on the types of files and programs they can access. If you are unable to open Quickbooks, try logging into Windows as the administrator and then running the program. This is done simply by restarting Windows and entering the name and password of the administrator. Admins are given full, unrestricted access, which should allow you to run Quickbooks if there’s no other error or bug to blame.

Register Your Quickbooks, Again

Granted, users are required to register Quickbooks during the initial setup, re-registering your account could solve this issue. If you haven’t done so already, register your Quickbooks again by closing all open programs and running reboot.bat. When the operation is complete, open Quickbooks like you normally would. This will sync your account information with Intuit’s servers and hopefully fix this problem.

Kill QBW32.EXE Process

Open your Windows task manager via the taskbar or by pressing Ctrl+Alt+Delete and scan for the process QBW32.EXE. If you find this process running, kill it by selecting the option End Process. When you are finished, close out of the task manager and reattempt to run Quickbooks.

Reinstall Quickbooks

As a last ditch measure, you can attempt to fix this problem by reinstalling Quickbooks. Rather than placing it in the same destination as before, try installing it in a new folder.

How To Perform a Manual and Automatic Update

Photoxpress_1322378Keeping Quickbooks up to date is important for a number of different reasons. It ensures a smooth and efficient operation; it protects against unauthorized access; it fixes security vulnerabilities; and it introduces new features into the software. Failing to update your Quickbooks to the latest version will ultimately come back to bite you in the foot. Here, we’re going to reveal the step-by-step method for performing manual and automatic updates.

How To Perform an Automatic Update

Note: automatic updates are only available for full-version Quickbooks, not trial copies. If you have a trial copy or any other non-full version, you’ll need to perform a manual update. Intuit only allows automatic updates for users who own a full version Quickbooks product, such as Quickbooks Pro.

  1. Log into your Quickbooks account and choose the Help menu > Update Quickbooks.
  2. Click Overview from the top of the menu followed by Update Now.
  3. In the Update Now window, scroll through the available options and choose the updates you wish to download and install.
  4. After selecting the desired updates, click the Get Updates button to begin downloading.
  5. Wait until the Update Complete message appears, at which point you can click Close to finish the process and exit the update menu.
  6. Select File > Exit and restart Quickbooks.
  7. When Quickbooks prompts you to install the new update(s), select yes and wait for the files to install.

How To Perform a Manual Update

Note: Intuit advises against manually updating company files across a network connection. A more secure means of performing a manual update is to copy the file to a local installation where you can safely update it and then move it back to the networked installation.

  1. Download the update file from the official Intuit website.
  2. Immediately launch Quickbooks once the download is complete.
  3. Ask all other users (if applicable) to exit out of Quickbooks.
  4. On the server computer, right click on the icon QB Database Server Manager and choose Exit QuickBooks Database Server Manager.
  5. Double click the update file located on the server computer and click Install.
  6. Wait for the installation to complete and you’re finished!

Try to get into the habit of updating your Quickbooks files on a regular basis. Intuit typically rolls out new updates starting with a small percentage of users. If the new version appears to be working without any problems, they increase the number of users who receive it. Of course, you can bypass this waiting list by following the steps mentioned above.

Why Won’t Quickbooks Export To Excel

excel-01Quickbooks reports can be saved and exported in Microsoft Excel .xlm format. If you wish to modify the report on your  desktop computer using Microsoft Excel, for instance, you should export the file in this respective format. Doing so will allow you to open the file directly from Excel without performing any special conversions.

But some Quickbooks users may notice the Excel option grayed out when attempting to export a report (error 14900 31866). When the option is gray, you won’t be able to select it; thus, you’ll be forced to save the report in standard Quickbooks format. So, what causes this compatibility problem in Quickbooks?

Unsupported Version of Microsoft Excel

In order for the export to Excel option to appear in Quickbooks, the user must have a supported version of Microsoft Excel installed on his or her computer.

Microsoft Office Trial, Starter Edition, and Click To Run Office are not supported with Intuit Quickbooks and will result in the “export to Excel” option being grayed out on the report screen. Only full versions are supported, so check to make sure your Excel is valid and compatible with Quickbooks before attempting to export a report in .xlm format.

Microsoft Excel Installation Is Damaged

Another possible reason why Quickbook won’t export a report to Microsoft Excel is because the Excel Installation is damaged and/or corrupt.  Depending on the version, you may be able to repair the installation directly from Windows. Right click on the Excel icon and choose “troubleshoot compatibility.” Wait for the system to scan the program to see if it detects any issues. If any problems are detected, proceed with the fix.

If the “troubleshoot compatibility” tool did not fix the problem, you can attempt to uninstall and reinstall Microsoft Office. This should fix any compatibility problems triggered by a damaged or corrupt installation.

Note: make sure you have access to both your Microsoft Office installation discs and key codes when performing a reinstallation.

Intuit Quickbooks Installation Is Damaged

Of course, a damaged and/or corrupt installation of Intuit Quickbooks may also prohibit reports from being exported to Microsoft Excel format. The only viable fix in this scenario is to reinstall Quickbooks. From the add/remove programs tool in Windows, uninstall Quickbooks, restart your computer, and reinstall a fresh copy.

In the event that you still can not export Quickbooks reports to Microsoft Excel after exhausting all of the options mentioned above, consult with an IT professional for assistance.

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