Quickbooks Quick Help

How do i use Quickbooks Attached Documents?

2011-06-13T02:04:00.002+08:00

How do I check my customer's details and balances in Quickbooks Connect?

2011-06-13T01:59:00.000+08:00

Here's another good video tutorial from youtube.

How do i create an Invoice in Quickbooks Connect?

2011-06-13T01:55:00.000+08:00

Here's a video tutorial for creating an invoice thru Quickbooks Connect for iphone.

‪Intuit GoPayment - Process Credit Cards from Your Mobile Phone

2011-06-13T01:43:00.002+08:00

Intuit GoPayment works with or without QuickBooks.To monitor transactions, GoPayment users can easily access Intuits online Merchant Service Center to search, view and create reports.Business owners who use QuickBooks can save time by downloading their transactions from the Merchant Service Center directly into QuickBooks.

Im currently using Quickbooks Premier 2011 and my computer is getting slower as i use it and im planning to switch to Enterprise Solutions 11. What are the system requirements of Enterprise Solutions 11?

2011-06-13T01:27:00.002+08:00

System requirements for QuickBooks 2011 include the following:

Operating systems supported

QuickBooks Pro or Premier 2011 or QuickBooks Enterprise Solutions 11.0:
Windows 7, all editions including 64-bit, natively installed

Windows Vista (SP2 or later), all editions including 64-bit, natively installed

Windows XP (SP2 or later), all editions including 64-bit, natively installed

Windows Server 2008, Small Business Server 2008, and Windows Server 2003, including 64-bit, natively installed

Database Servers:
Windows: Natively installed Windows 7 or Vista with UAC on, XP (SP2 or later), Windows Server 2008 or 2003, Small Business Server 2008
Note: Windows Home Server Edition is not supported.

Linux: When using an Enterprise Solutions Database Server-only installation: Natively installed OpenSUSE 11.2, Fedora 12, Red Hat Enterprise 5.4.

QuickBooks Pro or Premier hardware and operating system requirements (client and server)

2.0 GHz processor; 2.4 GHz recommended
1 GB RAM for single user, 2 GB RAM recommended for multiple users
2.5 GB of disk space (additional space required for data files)
4x CD-ROM drive required for CD installations
Display optimized for 1024 x 768 screen resolution or higher; 16-bit color or higher
Windows:
- U.S. version of only
- Regional Settings are supported when set to English (United States) with keyboard setting to U.S. only
- Natively installed
Disk space requirements for additional software: 250 MB for Microsoft .NET 3.5 Runtime, provided on the QuickBooks CD

QuickBooks Enterprise Solutions hardware and operating system requirements (client and server)

Client:
- 2.0 GHz processor, 2.4 GHz recommended
- 1 GB RAM for single user, 2 GB RAM recommended for multiple users
Server:
- 2.0 GHz processor (1.2 GHz for Linux), 2.4 GHz recommended (2.0 GHz for Linux)
- 1 GB RAM, 2 GB RAM recommended - Server
Disk space (client and server): 2.5 GB of disk space (additional space required for data files)
4x CD-ROM drive required for CD installations
Minimum 1024 x 768 screen resolution or higher; 16-bit color or higher
Windows:
- U.S. version of Windows only.
- Regional Settings are supported when set to English (United States) with keyboard setting to U.S. only
- Natively installed
Disk space requirements for additional software: 250 MB for Microsoft .NET 3.5 Runtime, provided on the QuickBooks CD.
Minimum network requirements:
- 100 Mbps network card
- 100 Mbps switch or router
- 40 Mbps network bandwidth

RAM requirements for Microsoft Terminal Services

5 users: 2-3 GB
10 users: 3-4 GB
15 users: 4-6 GB
20 users: 6-8 GB

Software compatibility

QuickBooks is capable of integrating with hundreds of third-party applications. The following integrations are provided with QuickBooks; additional RAM will enhance the use of these features.

Microsoft Office:
- Preparing letters requires Microsoft Word 2007, 2003, or 2002. Word 2010 is supported only on QuickBooks Pro and QuickBooks Premier non-Accountant editions (Contractor's, Non-Profit, Manufacturing, Wholesale).
- Exporting reports requires Microsoft Excel 2007, 2003 or 2002. Excel 2010 is supported only on QuickBooks Pro and QuickBooks Premier non-Accountant editions (Contractor's, Non-Profit, Manufacturing, and Wholesale)
- Contact Synchronization with Microsoft Outlook requires Outlook 2007, 2003, or 2002.
- Synchronization with Outlook requires QuickBooks Contact Sync for Outlook (the download is available at no charge).
  Contact Sync does not work with the Microsoft Business Contact Manager Outlook plug-in. If a sync is performed, duplicate records could result
  
  Note: Microsoft Office 2010 is currently not supported for QuickBooks Premier 2011 Accountant Edition or any QuickBooks Enterprise Solutions 11.0 edition.
QuickBooks Point of Sale v7.0 and later.
Adobe Acrobat Reader: Business Planner functionality and viewing forms requires Adobe Acrobat Reader 5.0 or later.
Payroll and other online features and services requires Internet access with at least a 56 Kbps connection speed (DSL or cable modem recommended).

Note: QuickBooks has not been tested with Internet Explorer 9. In some cases, it may be necessary to revert to Internet Explorer 8 to ensure the best possible performance with QuickBooks.

Firewall and antivirus software compatibility

QuickBooks 2011 has been tested with the following firewall and antivirus products.
Note: In some cases, it may be necessary to adjust settings in these products to ensure the best possible performance with QuickBooks.
Windows 7 Firewall (all editions)

Windows Vista Firewall (all editions)

Windows XP Firewall (all editions)

Symantec Norton AntiVirus, Internet Security, Norton 360

McAfee VirusScan Plus, Internet Security, Total Protection

Trend Micro PC-cillin Internet Security

ZoneAlarm

Note: QuickBooks will work with systems running RAID (Redundant Array of Inexpensive Disks) but this is not recommended because performance issues may cause QuickBooks to operate slowly.

Which is correct : Void or delete a sales receipt?

2011-06-04T13:13:00.002+08:00

Important: It's good business practice to keep a complete record of all transactions, including your sales receipts. For this reason, you want to void sales receipts instead of deleting them.

Exceptions :

·If you made a mistake while creating the sales receipt to give to the customer, correct the mistake and reprint the sales receipt.

·If you've already received payment, you can't void the sales receipt. Instead, issue a credit memo or refund to adjust the transaction.

·Delete a sales receipt only if you haven't printed or e-mailed it.

Void a sales receipt

To do this task

1. Open the sales receipt you want to void.

a. Click Customer Center.

b. If you know the customer's name, single-click it on the Customers & Jobstab, then click the Show drop-down list (to the right, above the Type column), and choose Sales Receipts.

If you don't know the customer's name, click the Transactions tab, and then choose Sales Receipts, to get a list of sales receipts for all customers.

c. (Optional) Use the Filter By and Date drop-down lists (to the left of theShow drop-down list) to narrow down the set of sales receipts in the list.

d. Double-click the sales receipt to open it.

2. Right-click in the Bill To/Sold To (address) field and choose Void Sales Receipt.

3. Save the change.

The amounts on the sales receipt are changed to zeros, and the sales receipt is marked PAID.

Delete a sales receipt

Delete a sales receipt only if you haven't printed or saved it.

To do this task

1. Open the sales receipt you want to delete.

a. Click Customer Center.

b. If you know the customer's name, single-click it on the Customers & Jobstab, then click the Show drop-down list (to the right, above the Type column), and choose Sales Receipts.

If you don't know the customer's name, click the Transactions tab, and then choose Sales Receipts, to get a list of invoices for all customers.

c. (Optional) Use the Filter By and Date drop-down lists (to the left of theShow drop-down list) to narrow down the set of sales receipts in the list.

d. Double-click the sales receipt to open it.

2. Go to the Edit menu and click Delete Sales Receipt.

How do i restore company files using Intuit Data Protect?

2011-06-04T13:08:00.000+08:00

Intuit Data Protect is a subscription service that automatically backs up your company file and other important data.

When you back up your QuickBooks company file with Intuit Data Protect everything you need to re-create your company file and QuickBooks environment is backed up as well. What gets backed up?

This includes all of the QuickBooks files (templates, letters, logos, and images) related to your company file, any files you've attached to items in QuickBooks, and your Financial Statement Designer, Cash Flow Projector, Business Planner, and Loan Manager files, if you're using these features.

Each backup is stored for 45 days, so you always have the most recent 45 days worth of data available to restore, if you ever need it. You can choose to restore the most recent backup, or you can select an earlier backup if needed.

To do this task

1. Go to your QuickBooks Home page.

2. Open the Backup Status section in the lower right corner and click the View Details link.

3. In the Backup Status page, click Restore a Backup.

4. Select the date and time of the backup you want to restore, and then select the file(s) and click Continue.

5. Choose the location for the restored file and click Restore.

How do i Pay Sales Taxes in Quickbooks?

2011-06-03T08:29:00.002+08:00

Important: Don't pay your sales tax using the Write Checks window, as this will cause errors in your bookkeeping and in your sales tax reports.

To do this task

Before you pay your sales tax, you may want to run a sales tax liability (sales tax due) report. You can use the information in this report to help you fill out your state sales tax forms.
Go to the Vendors/Company menu and click Pay Sales Tax.
If you have more than one checking account, choose the one you want to use for these tax payments in the Pay From Account.
In the Show sales tax due through field, make sure that the date is correct.
In the Starting Check No. field, verify that the check number matches the next check that you want to use. If not, change the number here.
The list of payments shows all sales taxes that your company owes and any adjustments you've made. For each sales tax item, the list shows the tax agency (vendor) to which the sales tax is payable and the amount due as of the date shown above.
Select the sales tax agencies (vendors) you want to pay.
(Optional) If you want to make a partial payment to a tax agency, click in the Amt. Paid column and edit the amount.
(Optional) If you still need to make an adjustment for a credit, fine, rounding error, etc., click adjust.
(Optional) If you want to print the check(s) later or by hand, clear (uncheck) the To be printed checkbox.
Click OK.
(Optional) If you want to check the sales tax payment transactions or add memos to them, you can view and edit them in the sales tax payable account register.

How do I create a report that shows open customer payments and credits?

2011-06-02T09:44:00.001+08:00

Choose Reports > Custom Transaction Detail Report.
Click the Display tab in the Modify Report window.
Enter your dates.
In the Columns section, scroll down and select Paid.
Click the Filters tab.
In the Choose Filter section, select Transaction Type
Click the Transaction Type drop-down and select Multiple Transaction Types.
In the Select Transaction Types window, scroll through the list and select Payment, Credit Memo, andJournal.
In the Choose Filter section, select Paid Status.
In the Paid Status section, select Open.
Click OK.

How do I enter a General Journal Entry in Quickbooks?

2011-06-02T09:37:00.002+08:00

To do this task

Go to the Company menu, choose For Your Accountant, and then click Make General Journal Entries.
Click the drop-down list arrows () to make selections for the account and the name columns.
In the Account column, select the first account in your transaction.
Enter the debit or credit amount for the account you entered.
(Optional) Enter a memo about the amount. The memo appears on reports that include the general journal entry.
Enter the name associated with the amount.
Continue to enter distribution lines until the transaction reaches a zero balance (the total in the Debit column equals the total in the Credit column).
(Optional) Print the journal entry currently displayed.
Click Save & Close.

How do i build an inventory assembly item?

2011-06-02T09:01:00.003+08:00

Note : This feature is available only in the QuickBooks Premier and Enterprise Solutions editions. After you create (define) an inventory assembly item, the way you add assembly items to inventory is by "building" them. When you perform an assembly build, the assembly's components are deducted from inventory and the quantity of assembly items is increased accordingly.

To do this task

Go to the Vendors menu, click Inventory Activities, and then click Build Assemblies.
Click the Assembly Item drop-down arrow and click the assembly item you want to build.
(If you use Advanced Inventory) Click the Finished Assembly Inventory Site drop-down arrow and select the site where you will store the assembly after it is built. You can track multiple inventory sites with the Advanced Inventory add-on which is only available in QuickBooks Enterprise Solutions (additional fees may apply).
(If you use Advanced Inventory) Click the Site drop-down arrow and select the site where each component comes from.
Enter a quantity in the Quantity to Build field and press Tab to update the Qty Needed column in the components table.
Note: If you enter a quantity greater than the quantity indicated by "Maximum number you can build from the quantity on hand," you will be prompted to mark the build as pending. After marking the build as pending, you'll need to wait until there is enough inventory on hand before marking the build as final.
(Optional) Change the build date only if you need to.
(Optional) Enter a memo about this build.
Do one of the following:

Click Build & Close to finalize this build.
or
Click Build & New to finalize this build and start a new one.

How do you Reconcile within QuickBooks?

2011-06-02T08:36:00.002+08:00

Here are the steps:

On the Banking menu, click reconcile.
Now take your bank statement, enter the ending balance and any service charge (enter bank service charge for the acct. to apply this cost) or interest income (enter interest income acct. for the acct. to apply this cost) and then click continue.
Next check off all checks and debits (matching your bank statement); do the same for your deposits. At the bottom, you will see a total of the check/debit side and the deposit side, including how many transactions were checked off.
Then when the difference says zero, click reconcile now and you will have cleared your checks.
Don't forget to print your report or save as a PDF for future reference (only necessary for the Pro version, Premier saves it for you).

Export lists items to another QuickBooks company file

2011-05-31T16:25:00.001+08:00

Note : Only the QuickBooks Administrator can do this.

You can export part or all of your company lists to another QuickBooks company. For example, if you work with two different QuickBooks companies, you might want to export a list of vendors you created in the first company to the second company.

Important: This procedure does not export transactions.

To do this task

Make a backup copy of the QuickBooks company that will receive the list information.
Open the company that contains the lists you want to transfer.
Go to the File menu, click Utilities, click Export, and then click Lists to IIF Files.
In the window that appears, select the lists that you want QuickBooks to include in the export file.
Click OK.
Enter a filename for the export file.
Click Save.
Open the QuickBooks company that will receive the list information.
To quickly find and open the file, go to the File menu and click Open Previous Company.
Go to the File menu, choose Import, and then click IIF Files.
Select the export file you just created and click Open.

How to Activate Intuit Data Protect

2011-05-31T14:25:00.002+08:00

NOTE : Before you begin, please make sure that you have an existing Intuit Data Protect subscription plan active with Intuit. This subscription comes free with your Monthly and Annual Technical Support Plan or you can get a monthly-ala-carte subscription for either a Single PC Plan (usually at $9.95/month) or Single Quickbooks File Plan (usually at $4.95/month). Also note that the IDP is not the same as your old Online Backup Service that you use with your Quickbooks 2010 or lower versions. If you don't have an existing account then please call Quickbooks-Connected Services at 1-800-450-8475 to subscribe.

1. Go to www.workplace.intuit.com

2. Click the blue "sign in" button at the top right part of the page.

3. Sign in using your e-mail address and click on "no im a new user" then click sign-in.

4. A confirmation/activation email will be sent to your email, open the mail and click on the long link found in the e-mail.

NOTE : if the website detects that you have an existing intuit account then it will display an error saying that the password is incorrect. That means you may have an existing intuit account that either belongs to another intuit service you may have signed for before. If in case true, call Quickbooks support for them to locate the correct login.

5. Set a password, after setting/customizing password, log in

6. After logging in click on the Intuit Data Protect icon

7. Create a business profile by entering your business name and telephone number

8. After successfully creating business profile, open your quickbooks and log in as the admin user

9. Go to the hompage inside quickbooks and click "activate intuit data protect" on the back up status window on the lower right.

10. A green lock icon will appear on the icon tray on the lower right corner of your monitor,double click on the icon to open the IDP window

11. Click on the "already purchased sign in" link at the left-hand side of the screen.

12. Type your e-mail address and your password

13. It will automatically recognize your company file on the computer and will be added to the back up list.

14. Click continue, it will give you options to choose other files/folders on your pc to be included in the back up list

15. Click continue and click back up now

16. Initial back up may take 10 to 20mins or more depending on how large your files are, speed of the pc, and internet connection.

17. After back up completes, you can set schedule for the back up process by clicking "change back up time".

18. IDP works in the background it backs your file automatically even Quickbooks is closed, make sure that the computer is on and has internet connection on during the back up schedule.

19. Recommended to be set up in the main server where a copy of quickbooks and the company file is originally located in.

Pay only part of a bill

2011-05-31T14:05:00.001+08:00

To do this task

Enter the amount you want to pay toward the bill in the Amt. To Pay column of the Pay Bills window.

Pay a bill with a credit card

2011-05-31T14:02:00.002+08:00

To do this task

Go to the Vendors menu and click Pay Bills.
If you have more that one accounts payable account, choose the one that you want to use to pay these bills.
Select the bills that you want to pay.
Set any discount or credits that you want to apply to the bill.
Click the Payment Method drop-down arrow and choose Credit Card.
Click the Payment Account drop-down arrow and choose the account from which you want to pay the bills.
QuickBooks automatically enters today's date in the Payment Date field. You can change this date, if necessary.
Click the Pay Selected Bills button to record the bill payment.

Pay a bill with a check

2011-05-31T13:53:00.001+08:00

To do this task

Go to the Vendors menu and click Pay Bills.
If you have more that one accounts payable account, choose the one that you want to use to pay these bills.
Select the bills that you want to pay.
Set any discount or credits that you want to apply to the bill.
Click the Payment Method drop-down arrow and choose Check.
In the Payment Method section, select whether you want the check to be printed from QuickBooks or whether you're paying with a hand-written check or debit card.
Click the Payment Account drop-down arrow and choose the account from which you want to pay the bills.
QuickBooks automatically enters today's date in the Payment Date field. This is the date that will appear on your printed checks. You can change this date if necessary.
Click the Pay Selected Bills button to record the bill payment. The Payment Summary window opens to show the bills you successfully paid, and if you selected the To be printed check box, to give you a chance to print checks.
To print checks, click Print Checks in the Payment Summary window. If you prefer to print checks later, go to the File menu, choose Print Forms, and then click Checks.

Enter a bill against an item receipt

2011-05-31T13:07:00.001+08:00

When you receive a bill for items previously received and entered as an item receipt, you need to enter a bill in QuickBooks against that item receipt.

Important: If you don't enter the bill against its corresponding item receipt, the same inventory items will be received twice into QuickBooks, making these item quantities wrong.

To do this task

Choose Vendors > Enter Bill for Received Items.
In the Select Item Receipt window, click the Vendor drop-down arrow and select the vendor.
Select the Item Receipt which corresponds to your bill.
To keep the original inventory availability date, select Use item receipt date for the bill date.
Click OK. QuickBooks converts the item receipt into a bill.
Compare the information on the bill you received from the vendor to the information in the Enter Bills window and make any necessary changes.
If the bill includes any non-item expenses, such as freight charges or sales tax, click the Expenses tab and.
Save the bill.

Create an Accountant's Copy

2011-05-31T12:34:00.001+08:00

An Accountant's Copy is a version of your company file your accountant can use to make changes while you continue to work. When your accountant is done, you can then import his or her changes into your company file. Create an Accountant's Copy file and deliver it to your accountant (e-mail, CD, or other method). Before you begin, coordinate with your accountant on a dividing date. This date defines the fiscal period your accountant will work on. You can also create and send an Accountant's Copy in one step using the Accountant's Copy File Transfer, an Intuit Web service.

Important: You cannot create an Accountant's Copy if you have transactions that need to be sent to Intuit for processing (such as Assisted Payroll or Direct Deposit payments). You must send all pending transactions before you create an Accountant's Copy.

To do this task

Go to the File menu, click Accountant's Copy, and then click Save File.
Go to the File menu, click Accountant's Copy, click Client Activities, and then click Save File.
Confirm you want to create an Accountant's Copy and click Next.
Choose a dividing date.
Click Next.
(Optional) Change the suggested location for the file and the filename that QuickBooks suggests for the accountant's copy. The file must have a .qbx extension.
Click Save.
Give the Accountant's Copy transfer file (.qbx) to your accountant and continue work.

How to create or restore a portable company file

2011-05-31T12:14:00.000+08:00

A portable company file is a compact version of your company file containing only financial data. It is small enough to be sent by e-mail or saved to removable media. You can use a portable company file to move your company financial data to another location or send it to another person.

To create a portable company file:

1. Choose File > Save Copy or Backup.
2. Select Portable Company File and then click Next.
3. Save the portable company file to a folder on your computer, or to a CD, USB flash drive, or other removable media. The portable company file is saved with a .qbm extension.
4. When prompted to close your company file, click OK. QuickBooks must close and reopen your company file before creating a portable company file.

To restore a portable company file:

1. Choose File > Open or Restore Company.
2. Select Restore a portable file and then click Next.
3. Browse to the location where you saved the portable file. The file name has a .qbm extension.
4. Select the portable file and click Open.
5. Click Next. The Save Company File as window opens.
6. To avoid overwriting your existing company file (and loosing your company data), rename the company file by entering a new name in the File name field.

Important: Never restore a company file without renaming it unless you intend to overwrite your existing company file. If you overwrite, you will lose all data in your existing company file. Do not change the .qbw file name extension.

7. Click Save. QuickBooks converts the portable file to a company file with a .qbw extension.

Note: The .qbw file created from the portable company file might be smaller than your original .qbw file. This is normal.

How to set up a company file for Syncing with Intuit's online Applications

2011-05-31T11:54:00.000+08:00

Intuit Sync Manager synchronizes your QuickBooks company file data with Intuit online services. When you subscribe to any of the services that require access to your QuickBooks company file data, you need to set up your company file for sync. This feature is available only for QuickBooks 2009 or later.

During setup, you will have to choose an Intuit Account to log in. You will also have to select an online business profile to associate with your company file. At this stage, you need to log in with the same Intuit Account that you used to subscribe to the online application. In addition, you must select the same online business profile that you created when you signed up for the application.

Important: Intuit Sync Manager will not work on a copy or backup of the company file you have set up for sync. You need the exact file you have setup using the menu item 'Set Up Intuit Sync Manager' to sync successfully with Intuit online services.

Here are the step-by-step instructions on how to set up your company file for sync:

Please ensure that you have the latest Intuit Sync Manager by turning on QuickBooks update.

In QuickBooks Pro/Premier, go to Online Services > Set Up Intuit Sync Manager. In QuickBooks Enterprise Solutions, go to Online Solutions > Set Up Intuit Sync Manager.

Note: You must be logged in as the Admin user of your QuickBooks company file for this option to be available. If the Setup Sync Manager option is not available, then you are not currently logged in as the Admin user.
Please sign in with your Intuit Account on the login window that appears.
Next window displays the list of online business profiles you have created while signing up for the application. Choose the profile with which you want to associate this company file.
Click ‘Start Sync Now’ button.
Intuit Sync Manager will start uploading your company file data to Intuit online services and inform you when it is complete. At this point, you have successfully set up your company file for sync from this computer.
After the set up is complete, you will not see ‘Set Up Intuit Sync Manager’ menu item in QuickBooks. Intuit Sync Manager will start syncing your company file in the background and you can continue to work on QuickBooks. If you want to access Intuit Sync Manager, you can do so using the menu option:
- QuickBooks Pro/Premier, Online Services > Manage Services > Launch Intuit Sync Manager
- QuickBooks Enterprise Solutions, Online Solutions > Manage Solutions > Launch Intuit Sync Manager

Add your logo to invoices, estimates, or sales receipts

2011-05-31T11:43:00.001+08:00

To do this task

Go to the Home page then click any of the following: the Estimates icon, the Invoices icon, or the Sales Receipt icon.
Click the Customize drop-down arrow, then click Logo & Fonts.
In the Basic Customization window, select Use Logo.
- If you have not previously used a logo, a window opens where you can select a logo.
- If you have been using a logo and want to change it, click Select Logo to select the image you want to use.
For best results, your logo image should be square. Your logo image will be reduced and sized to fit in a square space.
Click Open to return to the Basic Customization window and preview your logo.
(Optional) Click Print Preview to see a larger preview.
Click OK.

Customize Your Invoice Forms

2011-05-31T11:38:00.002+08:00

You can change the names and layout of the fields of an invoice to fit the needs of your company by customizing an invoice form template.

To do this task

Go to the Customers menu and click Create Invoices to open an invoice form.
The form you see onscreen is not how your invoice looks when printed. Click Print Preview at the top right-side of the form to see how it will print and then click Close.
Select the template you want to use:
1. Click the Customize drop-down arrow and then click Manage Templates.