How to Customize Sales Invoices in Quickbooks
Does your business use invoices in its day-to-day operations? It’s not uncommon for contractors and service providers to send customers an itemized bill known as an invoice. Upon receiving this bill, the customer can look it over for a description of the purchased products or services and their respective prices. While Quickbooks has a generic template invoice that’s used by default, you can actually customize your invoice in just a few easy steps.
To customize your sales invoice, go ahead and launch the Quickbooks accounting software and choose Customers > Create Invoices. From this menu, click the Print Preview button for a first-hand look at how your current (default) sales invoice looks as an email attachment. It’s always a good idea to view your sales invoice so you’ll know what customers are seeing. Quickbooks’ default sales invoice is optimized, but if you change it, some of these elements may be broken. To exit the preview screen, click the Close button.
Assuming you want to change your sales invoice from the default design, click the Customize option from the drop-down menu followed by Manage Templates. Next, click the thumbnails in the Template Gallery to see how it appears as an invoice. Quickbooks comes with several different pre-made templates from which users can choose. Best of all, you can further customize these pre-made invoice templates according to your own preferences. Once you’ve found a template that you wish to use, click to open it. From here, go through the options menu to customize the invoice. Quickbooks allows users to customize nearly every element of their invoice, including the company logo, company name, font size and color, contact information, invoice title, adding or removing fields, disclaimers, notes and more.
After customizing your sales invoice, click the Print Preview button one last time to see how it looks from a customer’s perspective. If it looks good and contains all of your preferred formatting options and settings, click OK to save the invoice. Congratulations, you’ve just customized your sales invoice in Quickbooks! Sorry if you were expecting more, but that’s all it takes!
You might be wondering how to set this newly created template as the default template in Quickbooks. Well, Quickbooks automatically uses the last saved invoice as the default template for the next invoice. Therefore, you don’t have to perform any additional steps. As long as it was the last saved invoice, it will automatically become your new default invoice.
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The Scoop on Quickbooks Class Tracking
There’s a reason why Quickbooks is the leading choice of accounting software for small-to-mid-sized businesses: it offers a plethora of features and customization options to fit every user’s needs. Among these features is a special tracking system known as “classes,” which we’re going to discuss in today’s blog post.
What are Class Tracking?
Class tracking is a feature in the Quickbooks accounting software that allows users to group items, transactions and other elements according to their reporting needs. Basically, you are “classifying” transactions and items so you can find them more easily in the future. It’s a simple yet highly useful feature that really improves the functionality of Quickbooks, especially for businesses handling lots of transactions and items.
How to Enable Class Tracking
First and foremost, you’ll need to enable class tracking in Quickbooks. This is done by logging into your Quickbooks account and choosing Edit > Preferences > Accounting > Company Preferences > at which point you can tick the “Use class tracking” box to enable this feature. You’ll only have to enable class tracking once, as Quickbooks will automatically remember these settings the next time you log in to your account.
How to Create a Class
Once you’ve enabled class tracking, you’ll want to create a new class to track. This is done by accessing Lists > Class List > create new class (or Ctrl+N). This will bring up a new window with several fields pertaining to the new class. Go ahead and enter a name for your new class and either click “Next” to add another class or “OK” to save the changes and close the window.
How to Use Class Tracking
Class tracking is actually easier to use than most people realize. When creating transactions, the transaction window will reveal a special field dedicated for class tracking. Simply click the drop-down arrow in this field and choose the appropriate class. If the class you wish to use is not listed here, you’ll need to go back and create it using the steps mentioned above. Keep in mind that invoices also have a field for class tracking. Found next to the “Customer:Job field,” it allows users to track invoices based on their preferred system.
Hopefully, this will give you a better understanding of Quickbooks class tracking and how it works. Remember, classes provide almost limitless freedom regarding tracking. You can create a class for just about anything, using it to track your transactions and items in the Quickbooks accounting software.
Mistakes to Avoid When Choosing Accounting Software
Not surprisingly, poor accounting and bookkepping is one of the most common reasons why small businesses fail. When a business owner is busy performing the countless number of tasks that go into his or her day-to-day operations, they may overlook the importance of keeping good financial records. It’s not until tax time rolls around the following April when they realize just how important keeping records really is.
Thankfully, you can facilitate the otherwise difficult and tedious task of keeping financial records by choosing the right accounting software. But not all accounting software is the same. To ensure you choose the right type, you’ll want to avoid making the following mistakes.
No Automated Backups
As the saying goes, “hope for the best but prepare for the worst” holds true when speaking of small business accounting. Hopefully, nothing will happen to your financial records, but if disaster strikes you’ll need a backup copy on hand to restore the lost data. This is why it’s a good idea to choose accounting software with an automated backup feature. Granted, you can always create manual backups of your financial transactions and data, but opting for an automated backup feature will save you time and energy.
Infrequent Updates
How frequently is the accounting software updated? One of the great things about Quickbooks is the fact that it’s updated on a regular basis, with developers patching bugs while implementing new features. Accounting software that’s updated less frequently is more prone to bugs and errors, as well as security vulnerabilities. And given the fact that accounting software contains sensitive financial data like bank accounts and customer invoices, you’ll want to ensure it’s protected from such vulnerabilities.
Lack of Security
If there’s one element that shouldn’t be overlooked when choosing accounting software for a small business, it’s security. Hacking and other cyber attacks have become all too common in today’s world, with nearly half of all businesses reporting some type of security breach within the past year. Good accounting software, however, should come with several built-in safeguards to protect your data from unauthorized use or access.
Poor Customization
What kind of customization options does the accounting software offer? Quickbooks, for instance, allows its users to customize nearly every form, including invoices. So instead of sending a generic invoice, you can send customers and clients a fully customized invoice containing your company’s name, logo and other brandable elements.
How to Fix Quickbooks Error 6000
Have you encountered the error 6000 message when attempting to run the Quickbooks accounting software? It’s frustrating when you get ready to do some accounting, only to discover an error message such as this. But the good news is that Quickbooks makes it relatively easy to diagnose problems, as each error is given a specific code corresponding to its respective cause. So by analyzing your error code, you can find and fix the problem.
What Causes the Error 6000 Message?
There are a few different possible causes of the error 6000 message in Quickbooks, one of which is an incomplete Quickbooks installation. When you first install the Quickbooks accounting software, it will launch a “Wizard” that performs most of the steps automatically. It’s important that you allow the Wizard to finish the installation. If you abort the installation mid-way through, it may leave some files corrupted, which could in turn lead to this error message.
Another possible cause of the error 6000 message is a damaged company file. The company file used in Quickbooks has the extension .qbw, and if this file is damaged or otherwise corrupt, it may trigger this error code.
Even if the actual company file is fine, however, the folder in which the file is stored may be damaged, which can also trigger the 6000 error code.
Other possible causes of the Quickbooks error 6000 code may include incorrect permissions to access the company file, compatibility problems with different versions of Quickbooks, and the use of firewalls or other security software that blocks access to the company file.
How to Fix the Quickbooks Error 6000 Message
Being that there are several potential causes for the error 6000 message, the steps to fix it will vary depending on the root cause. If permission settings are causing the message, for instance, you should go back into your Quickbooks account to make sure that you have permissions to access the company file. Or if the installation was incomplete, it’s probably best to reinstall the Quickbooks software.
For most cases of the Quickbooks error 6000 message, however, you can fix it by using the File Doctor tool. This free-to-use tool will automatically scan your Quickbooks installation for errors, and if it finds any, it will offer to fix them. So if you haven’t done so already, download and run the File Doctor tool to see if it resolves your error 6000 message.
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How to Set Up Direct Deposits for Employees in Quickbooks
Tired of creating paychecks for your employees manually? Assuming you use the Quickbooks accounting software, you can have their checks directly deposited into their bank accounts. Quickbooks supports the use of direct deposits, facilitating the otherwise tedious and time-consuming task of paying your employees.
Note: if you wish to use this feature, you’ll need to sign up and active direct deposits in Quickbooks. Requirements for direct deposit include the following:
- A supported version of Quickbooks
- Active Quickbooks payroll subscription
- Federal Employer Identification Number (EIN)
- Internet access
- Bank account that supports Automated Clearing House (ACH) transactions (there are no ‘wire’ fees associated with ACH transactions for most banks)
To set up direct deposits, log into your Quickbooks account and choose Employees > My Payroll Services > Active Direct Deposit. From here, you’ll need to review and complete the form regarding your direct deposits. Proceed to enter the appropriate information, including the 5-digit zip code for your respective region. When you are finished, click the Submit button.
There are a few more steps left before direct deposit can be activated. After clicking the Submit button, you’ll need to read and agree to the terms and conditions at the bottom of the page. Tick the box labeled “I have read and agree to the terms of the service agreement,” at which point you can click the Sign-up button.
Last bit not least, print the “Direct Deposit Getting Started Guide” and then click the “Return to Quickbooks” button. After reading the following the guide, you should be ready to create direct deposits. Keep in mind that all payroll information must be submitted to Intuit prior to 5:00 PM PST at least two days before the check day. Intuit allows business owners, however, to submit their payroll information up to 45 days in advance. Direct Deposit also requires an Internet access to function. If you do not have an active Internet connection, or if your connection has a tendency to go in and out, you may want to skip this feature and look for an alternative payment method.
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How to Change Sales Tax Rate in Quickbooks
Looking to change the sales tax rate in Quickbooks? If you are reading this, I’m assuming the answer is yes. Quickbooks has become the world’s most popular accounting software account, offering a simple and convenient way for small business owners to keep track of their expenses and income. But if you move into a new state, or if you existing state updates its tax code, you may be required to adjust your sales tax. To learn more about changing the sales tax in Quickbooks, keep reading.
Thankfully, there’s a quick and easy way to change the sales tax in Quickbooks. After logging into your Quickbooks account, add the new sales tax item to the item list. This is done by accessing Lists > Item Lists. Keep in mind that the item name must be different from the name that you are currently using. If you happen to use more than one sales tax item, you include all of them here. ALso, you cannot delete the rate of your existing sales tax item sinc you’ll need the item to calculate your sales tax return — and that’s okay. Just add the new sales tax as an item list and proceed to the next step.
The next step is to change the sales tax preferences so it uses the new item. To perform this operation, access Edit > Preferences > Sales Tax > Company Preferences. Whenever you create an invoice, sales receipt or credit memo, this sales tax item will be used instead of the old sales tax. You can even set your sales tax item before the tax is actually changed. So if you are expecting your state to change its sales tax rate, it’s a good idea to go ahead and create the sales tax item in your Quickbooks account.
The last step is to make your old sales tax item inactive. This is done by accessing the item list and double-clicking on the old sales tax item, at which point you can choose to make it inactive. You should perform this step on the date on which the new sales tax takes effect.
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How to Fix Common Quickbooks Errors Using the QBInstall Tool
There’s a reason why Quickbooks remains the world’s leading accounting software for small-to-mid sized businesses: it’s user friendly, loaded with features, and backed by Intuit’s first-class support. But like all software, even Quickbooks is susceptible to various errors, some of which occur during the installation phase. If you’ve encountered an error when attempting to install the Quickbooks accounting software, you should try using the QBInstall Tool to fix it.
Before we start, it’s important to note that QBInstall isn’t going to fix all installation problems. The tool can be used to diagnose and fix a variety of installation errors, but it’s not a magic fix. According to Intuit’s official website, the QBInstall Tool can fix 1603 errors, 1935 errors, 1904 errors, 1402 errors, errors associated with damaged Microsoft .NEW Framework, and errors associated with damaged MSXML and C++. If you’ve encountered a different type of error, you may have to seek an alternative solution.
The first step to fixing the aforementioned installation errors is to download the Quickbooks Install Tool to your desktop. Don’t worry, the tool is completely free and can be found at http-download.intuit.com/http.intuit/Downloads/Tools/QuickBooksInstallDiagnosticTool.exe. Simply follow the link and download the tool to your computer’s desktop.
Once downloaded, double-click the exe file to begin the installation. Next, run the program to locate your installation files. In the event that you cannot see or find your Quickbooks installation files, you’ll need to run the installer again to populate the files in the temp folder. The QBInstall Tool will then use these files for its repairs.
Depending on the problem, you may see the QBInstall Tool return one of several different messages. If the tool says “No Error Details Found,” then it did not detect any errors associated with your Quickbooks installation. If it says “Error Detected,” then it detected at least one error associated with the installation. Assuming the latter is revealed, it will give you the option to fix the error by clicking “Proceed.” Simply follow the on-screen instructions and the QBInstall Tool should be able to fix the problem. Again, there’s no guarantee that it will work, but this tool can fix a variety of common errors and problems experienced during the software’s installation.
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Quickbooks: How to Change an Opening Balance
Looking to change the opening balance on one or more of your bank accounts in Quickbooks? Everyone is bound to make a mistake when entering account balances at some point in time. If you happen to enter the wrong balance, or if you did not enter an opening balance, you can correct the problem by performing just a few simple steps. For step-by-step instructions on how to change an opening balance in Quickbooks, keep reading.
What is the Opening Balance?
The opening balance is essentially the very first entry on the bank register. By default, this entry is marked as “Reconciled.” It’s important to note that the opening balance entry must be deleted if you plan on entering historical transactions.
How to Fix Incorrect Opening Balance
To begin, go ahead and fire up your Quickbooks accounting software. Once the software has loaded, click the gear icon at the main navigation menu, followed by Chart of Accounts. This should bring up a list of all accounts associated with your Quickbooks software. Now, scroll through this list and choose the account on which the incorrect opening balance was made. Next, click Report, then change the transaction date to “All Dates.” Once complete, click “Run Report.”
With the report in hand, search for the Deposit posted with a Memo/Description of the Opening Balance. Click on the entry to open the balance, which should take you to the Bank Deposit. From here, you can change the amount of the opening balance. Double-check it to ensure that it is correct and click “Save” to complete the process. Sorry if you were expecting more, but that’s all it takes to fix an incorrect opening balance in Quickbooks.
Of course, changing the opening balance shouldn’t be confused with reconciling your account. Reconciling is done to identify (and fix) errors. It is performed by first running a Reconciliation Discrepancy report, at which point the report should reveal the error. You may then click “Restart Reconciliation” to fix the error. But if you think the error was caused by a previous reconciliation, you may want to undo the changes, in which case you should click the “Undo Last Reconciliation” button.
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How to Transfer Company File to a New Computer
Looking to transfer your Quickbooks company file to a new computer? Like most electronic devices, a computer will eventually become obsolete due to the vast, ever-changing landscape of hardware and software. So even if Quickbooks runs flawlessly on your computer now, it may not a year or two later down the road. You can overcome these technical constraints, however, by upgrading to a new computer. But whenever you upgrade to a new computer, you’ll need to transfer your Quickbooks company file to pick up where you left off.
Create a Backup of Your Company File
The very first step in restoring your company file is to create a backup of the original file. There are two different ways to create a backup of your company file, one of which is through the software’s built-in Wizard tool, and another is using the Intuit Data Protect tool online. This process is somewhat tedious, although you can find instructions on how do it by accessing Intuit’s help portal here.
Install Quickbooks on New Computer
After creating a backup of your company file, you should go ahead and install Quickbooks on your new computer. It’s important to remember that you should install the exact same version/type of Quickbooks on your new computer as on your old computer. Opting for a different version may cause compatibility problems. But these problems are easily avoided by using the same version of Quickbooks.
Transfer Backup to Your New Computer
The third step is to transfer your backup company file to your new company. This process can be performed with a USB flash drive, CD, DVD, external hard drive, or even through network file sharing (assuming the two computers are connected).
Restore the Backup File on Your New Computer
Next, restore the newly created backup file on your new computer. This is done by accessing the File menu > Open or Restore Company, at which point the wizard should appear. From here, click Restore a backup copy followed by “Next.” You can then proceed with the on-screen instructions, and when you are finished, Quickbooks should have all of the transactions and details from your old computer.
Uninstall Quickbooks from Your Old Computer
the final step is to uninstall Quickbooks from your old computer. This isn’t technically necessary for Quickbooks to work on your new computer, but there’s really no point in leaving it installed on your old computer, as it poses a security risk.
How to Void or Delete a Payment in Quickbooks
So, you’ve made a payment that you would like to stop? Intuit’s popular accounting software Quickbooks makes this process a breeze, allowing users to void or delete payments. To learn more about this process and the necessary steps to perform it, keep reading.
Voiding vs Deleting: Which is Best?
It’s a common assumption that voiding a payment in Quickbooks is the same as deleting it. While they share some similarities, however, they are two unique processes with their own purpose. Voiding a payment, for instance, will alter the amount of the transaction to $0.00 while keeping a record of the transaction in Quickbooks. This makes it ideal for users who wish to maintain a record of the voided transaction, as it can be accessed anytime for reference purposes.
Deleting a payment, on the other hand, will remove the entire transaction and its respective history from your account. Furthermore, deleting a payment will trigger an unpaid status for the bill. This isn’t necessarily a bad thing, as deleting a payment is typically the best solution for accidental payments.
Regardless of which method you intend to use (deleting or voiding), you should first create a backup of your company file. Hopefully, nothing will happen to your original company file. But anytime you make major changes to your account, it’s always a good idea to create a backup copy beforehand.
After creating a backup of your company file, access your Quickbooks List menu > Chart of Accounts > Accounts payable. Now choose the specific bill payment in the register window that you wish to delete or void. If you can’t seem to find the payment, click the “Go to” option at the top menu to search for it. Under the Edit menu, you can either choose “Void Bill” to void the payment, or “Delete Bill” to remove the transaction and its history from your account. Sorry if you were expecting more, but that’s all it takes to void or delete a payment in Quickbooks!
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