A: Previous versions of QuickBooks included state and zip code in the same field, making sorting by these variables impossible. QuickBooks '99 now separates these fields. It makes sorting by zip code, or exporting to Excel to further manipulate the data, easy. You also can print statements by zip code in recent versions.Back to Top
A: Because QuickBooks is designed to be easy for the user, complicated matters such as this are simply not included. QuickBooks now has a very inexpensive payroll service, with online submission capabilities, that will handle this and all your payroll needs from now on. This service includes a free copy of QuickBooks '99 and should be more than 60% less than ADP. With a service like this any and all payroll questions are finally answered. No one should ever have to compute payroll or payroll taxes again. With QuickBooks when you start the payroll process, you begin with all the data you need. No manual entry of employees and amounts, this information has already been entered when you input time sheet information. You do not need to print checks, sign them, or distribute them. For around $20 a month and a $1.50 per check charge, the service prints and mails checks to employees or electronically deposits them in employee accounts. It also automatically pays all payroll taxes on time and automatically files all of your payroll tax returns. It even includes a copy of the brand-new and exciting QB '99 program, which normally sells for about $200.Back to Top
Q: I have to make the same journal entry every week, how can QuickBooks make this easier?
A: QuickBooks offers a memorize transactions option which will make this journal entry as easy as entering the information that has changed only.Back to Top
A: With the Help function open, click "options" then "print topic" on the menu.Back to Top
Q: Why do you like QuickBooks so much? Do your clients like it?
A: At Block Tax we have been using QuickBooks and training clients to use it for seven years. It is the most user friendly and customizable program for organizing and completing bookkeeping tasks. We feel that our initial training makes the difference between a QB lover for life, and someone who gives up and keeps their books manually or hires someone else to do them. All of our clients continue to use QuickBooks and enjoy being able to save time and money.Back to Top
Q: When I tried to restore my backup, I was asked for Disk 1. I only have one disk, is this an error in the program?
A: QB normally asks for Disk 1 even if there is only one disk. The program is allowing for the possibility that there are more disks. This is not an error and will not cause any problems if you only have one disk in your backup set. Fortunately, for larger companies, they now have the possibility of keeping their backup on more than one disk if the file is larger than disk capacity.Back to Top
Q: Why does QuickBooks take so long to record my transactions and run queries?
A: QuickBooks does not require you to close the previous years'
books, which is great for accessing last year's data, but consider finalizing and
compressing your previous years books as soon as possible. This saves memory and
makes running time faster. Other considerations are:
A: Go through Activities - Reconcile for bank accounts. You may get extra compression if you do this for all balance sheet accounts. Turn off the audit trail at File - Preferences - Accounting. Finally, Windows - Close all - File - Utilities - Condense data. Select the last day of the year to be condensed, NOT the first day of the new year. You can still get prior year comparisons. Then check the All Items box and click OK.
When you condense company files QuickBooks does two things:
Q: Why are there discrepancies in my reports (out of balance)?
A: 1. If the difference is between the total on a
detail report and a summary report, or if you cannot find out why there is a difference,
did you use the Make Inactive option in the Chart of Accounts? If you did, you
should probably make all these accounts active. We no longer use this or allow
clients to do so because of such related problems.
A: Unfortunately, at this time QB does not offer this option. Block Tax and Intuit are committed to constant QB improvements, and hope to have this feature. For now, however, the best we can do is generate a report that has all transactions to change and set a Preference so Reports do not Update after drilling down to make a change.Back to Top
Q: I have a large business and many programs to track all of it's aspects. How can I integrate QB with my other programs to better fit my specific business needs?
A: We also can integrate your books for you and train you to keep them yourself. See our Services page for more information.Back to Top
A: Put a unique single digit in front of the name (for example, 1 Sales, 2 Sales Allowances, etc.). This way you only have to type a single digit for QB to automatically recall the rest of the name. You can always edit the numbers out temporarily for clean financial reports.
A: Keep all company
folders in a 1QB folder, so it is first on your drive. With a network,
create an extra logical drive from the folder. Create a 1Template folder in
this folder, so it is first. Keep standard company template files there
so Restore starts new companies (one file for each QuickBooks version used). These files should
have a basic chart of accounts, tax line codes and common reports,
payees and journal entries. Also use 1Templates for importing common
report templates and groups into existing Pro 2002 and later company
files. Create an empty folder, named for the QuickBooks version
used (03, 02, etc), in each live company folder.
Q: When I imported my data from another application, many bogus invoices were created. Why? However, this answer relates to IIF. Go instead to the new Intuit Developer website for full QBXML support. Much of this is FREE!
A: Because this is an interface certain rules of interaction require
the user be aware of their responsibility when it comes to extracting data for external
usage. QuickBooks allows a lot of leeway when it comes to importing invoice data.
Q: How to Can I Quickly Choose Similarly Named Accounts,
Items, or Names?
A: If you want to make QuickBooks require fewer keystrokes to recognize accounts, items, or names, here is an easy approach. It is especially good if you have ten or fewer such instances of each of these. You would just need to modify the account, item, or name of similarly named elements by putting a unique single digit in front of the name.
For example, you could take Sales and rename it 1 Sales, or take Sales Allowances and rename it 2 Sales Allowances .
To rename an account, start at the Company Navigator and click on Chart of Accounts. Then right-click on the account you wish to rename. From the displayed options, click on Edit and QuickBooks will open an Edit Account dialogue box. In the Name field, modify the name, and then click the OK button in the upper right.
Once you modify the accounts, you only have to type a single digit and QuickBooks will auto-recall the rest. You can always edit these numbers out temporarily for clean financial reports. Any time to temporarily edit elements for financial statements is minimal compared to the time saved.
(Note: Some users may find it easier
to use alpha identifiers, such as S
Sales and SA Sales Allowances.)
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