QuickBooks Tips & Tricks

News Flash – QuickBooks 2012 Certification will no longer be available after Midnight, Pacific Time, July 15, 2013

Ruth Perryman — Tue, 21 May 2013 13:54:28 +0000

Important notice: The QuickBooks 2012 Certification exam, training and course materials will no longer be available on the ProAdvisor Member website or in the Certification Course Locker after Midnight, PT, July 15, 2013.

Keep in mind that you need to be certified in three consecutive years in order to take the advanced certification exam, and this will be your last chance to add the 2012 certification.

Please Click Here to read more.

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This article is provided for informational purposes and is not intended to be construed as legal, accounting, or other professional advice. For further information, please consult appropriate professional advice from your attorney and certified public accountant.

Written by +Ruth Perryman, CMA, CFE, CFM, MBA

Ruth is the president of The QB Specialists, an Intuit Premier Reseller that offers huge savings and expert advice on QuickBooks POS and QuickBooks Enterprise. She is an Advanced Certified QuickBooks ProAdvisor and a member of Intuit’s Trainer/Writer Network. She is also certified in QuickBooks POS and QuickBooks Enterprise and has provided expert QuickBooks help to thousands of businesses all over the world since 1996.

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How to Delete Sales Receipts in QuickBooks POS

Ruth Perryman — Mon, 20 May 2013 13:51:04 +0000

Q: Is there anyway to delete a transaction in QuickBooks POS? I had an employee enter $1650 for the check amount instead of the check number. The transaction amount should have been for about $340.

A: You can’t delete sales receipts in QuickBooks POS. Instead, you should create a return receipt for the incorrect sales receipt and then re-enter the correct sales receipt.

Locate the original receipt in your Sales History.
Select Copy Receipt.
Select the Return Item button. Leave all items, quantities, prices, etc., the same as the original. Save this new return receipt.
Locate and copy the original receipt a second time. Make corrections on this copy to reflect the actual items, quantities, and prices of the sold merchandise and save.

How to Delete a Memorized Report in QuickBooks

Ruth Perryman — Sun, 19 May 2013 13:04:28 +0000

Q: Hi, Ruth, once again, I have a need for some QuickBooks advice, a question I can’t find the answer to on-line: how do you delete a memorized report from the memorized report list? I’m betting you know the answer off the top of your head!

I hope you’re doing well, and thanks!

A: You can delete memorized reports at Reports > Memorized Reports> Memorized Report List. Right-click on the report and select Delete Memorized Report.

How to Import Customer LIst from QuickBooks into QuickBooks Point of Sale

Ruth Perryman — Sat, 18 May 2013 13:57:41 +0000

Q: Hi Ruth, sorry to bother you again, but we tried to figure out how we can import our customer list (hospital employees) from QuickBooks into Point of Sale without re-entering them all again. Our bookkeeper has all customers already on the QuickBooks, with their balances, and we think there must be an easy way to get the info into QuickBooks POS.

Can you help us?

Thanks.

A: Customer data is sent from QuickBooks to QuickBooks POS (and vice versa) during the financial exchange (Financial > Update QuickBooks). Here’s what’s exchanged:

News Flash – How will Memorial Day (Monday, May 27, 2013) affect my QuickBooks payroll processing?

Ruth Perryman — Fri, 17 May 2013 14:19:17 +0000

To allow for the Memorial Day holiday, you might need to send payroll a day earlier than usual. Doing so will help you to comply with the Fair Labor Standards Act and ensure timely payroll tax payments.

If your normal paycheck date is on 5/27/13, you should:

Change your paycheck date for your direct deposit employees to Friday, 5/24/13.
Send your payroll:
- Do-It-Yourself Payroll (Enhanced, Basic, Standard) and Assisted Payroll – by 5 p.m. Pacific Time on Wednesday, 5/22/13.
- Intuit Online Payroll and QuickBooks Online Payroll - by 5 p.m. Pacific Time on Wednesday, 5/22/13.
- Intuit Full Service Payroll (IFSP) - by 3 p.m. Pacific Time on Wednesday, 5/22/13.

If your paycheck date is immediately before or after Memorial Day, consult the table that follows to find out when to send your payroll and when your account will be debited.

If you date your paychecks for…	Send payroll by…	Your account will be debited on*…	Employees get paid on (Direct Deposit only)…
Friday, 5/24	Wednesday, 5/22	Thursday, 5/23	Friday, 5/24
Monday, 5/27	(see message above)
Tuesday, 5/28	Thursday, 5/23	Friday, 5/24	Tuesday, 5/28
Wednesday, 5/29	Friday, 5/24	Tuesday, 5/28	Wednesday, 5/29
Thursday, 5/30	Tuesday, 5/28	Wednesday, 5/29	Thursday, 5/30

*Accounts are typically debited before regular banking hours, so you should make sure you have funds in your account to cover the payroll on the day before the actual debit occurs.

How to Allocate Received Inventory to Customer Orders in QuickBooks POS

Ruth Perryman — Thu, 16 May 2013 13:50:21 +0000

Q: Is there a way to have QuickBooks POS allocate received inventory to orders when they are filled? or at least have it show pending orders for an item in the item details screen? Item shows inventory in the item screen, but we don’t have a way of knowing if it’s available to sell or already for another customer.

A: Are you entering your pending orders as sales orders? Here’s more info from the Help menu:

The term customer order collectively refers to layaways, sales orders, and work orders, which are used to record planned sales of merchandise and/or services to your customers.

These versatile documents can be used for a variety of purposes, including:

Layaway of in-stock items, paid for via a series of deposits
Sales orders for out-of-stock merchandise
Special orders of new or custom merchandise
Customer quotes or estimates for merchandise and/or services
Tracking of repairs, alterations, warranty work, or any other service

Customer orders typically involve taking a deposit when the order is placed, optional additional deposits over a period of time, and ultimately final payment when the merchandise or service is recorded on a sales receipt.

The ordered items are deducted from inventory only after you record them on a sales receipt to fulfill the order. However, they are immediately reflected in your available quantities, so you can see at a glance if on-hand items are already promised to another customer. Point of Sale alerts you when you receive an item that is on an open customer order.

You can sell all the items on an order at one time, or partially “fill” the order by selling some of them as merchandise is received or services completed. When the sale is recorded, deposits previously taken are applied towards the final payment.

A permanent record of the order and sale is provided by the receipt(s) in sales history. Fulfilled customer orders can be safely deleted at your discretion.

In a multi-store configuration, each store creates and maintains its own customer orders. These order documents are exchanged between stores so that each store can view up-to-date available quantity information for all stores. However, customer orders created at one store cannot be viewed or filled at another store. The deposit and sales receipts created at remote stores to take deposits and fill customer orders are sent to Headquarters in the normal manner.

How to Split One Deposit Into Two in QuickBooks

Ruth Perryman — Wed, 15 May 2013 13:07:40 +0000

Q: Hi again Ruth:

If I mistakenly combined two deposits, is there any way to go back and split them into the correct deposits?
Should the “From Account” on the “Record Deposits” screen be “Undeposited Funds” or “Tax Preparation”? (All the deposits are from payments made by customers for tax preparation.)

Thank You, yet again.

A: Delete one of the payment lines on the deposit and enter a second deposit for it.

If you select the payments from Undeposited Funds (my preference) the From account will automatically be populated with Undeposited Funds. You can’t, however, enter this account yourself. If you select a revenue account, you’ll duplicate your revenue, because the revenue was already booked on the sales receipt.

How to Improve the Performance of QuickBooks POS

Ruth Perryman — Tue, 14 May 2013 13:45:13 +0000

Q: Hi Ruth, A question for you.. Is there a limitation on how many SKU’s or items I can have the QuickBooks POS database for the QuickBooks POS Basic version?? I seem to get to a point whereby the system is starting to slow down when entering new SKU’s and in some cases just locked up. So I had to get out and start over (although the item was saved – the good news) several time. I have a about 2100 SKU’s in the system now.

Cheers.

A: We don’t normally see problems until around 50k skus.

My guess is it’s a system resource issue. The next time it happens, do an Alt Ctrl Del, select Start Task Manager, and check the Performance tab. If your CPU Usage is high, you can usually fix it temporarily by rebooting your computer. Longer term fixes are adding more RAM and/or not running unnecessary programs on the computer, especially those that run at Start Up. Just because you close a program down, it doesn’t necessary free up all the system resources it was using.

Most of our clients reboot their POS computers daily. Things just go much more smoothly when they do.

News Flash – Fake Email – Your payroll approved

Ruth Perryman — Mon, 13 May 2013 13:41:05 +0000

People are receiving fake emails with different titles, such as “Your payroll approved”

Below is a copy of the email people are receiving.

This is the end of the fake email.

Steps to Take Now

Do not open the attachment in the email.
Send a copy of the email to spoof@intuit.com.
Do not forward the email to anyone else.
Delete the email.

Information

On the Internet, “phishing” refers to criminal activity that attempts to fraudulently obtain sensitive information.

Here’s what you can do to protect yourself from a phishing attack:

If you suspect you have received a phishing email from Intuit, please forward it immediately to spoof@intuit.com. We will look into each reported instance.
Make sure you subscribe to an anti-virus software and keep it up-to-date.
Make sure you have updated your web browser to one that includes anti-phishing security features, such as Internet Explorer 7 or Firefox version 3 or higher.
Make sure that you keep up to date on the latest releases and patches for your operating systems and critical programs. These releases are frequently security related.
Do not respond to emails asking for account, password, banking, or credit card information.
Do not open up an attachment that claims to be a software update. We will not send any software updates via email.
Do not respond to text messages or voicemails that ask you to call a number and enter your account number and pin.
Make sure you have passwords on your computer and your payroll files.

Here are 3 common methods that phishers use in their emails

Spoofed email address. Don’t reply to unsolicited email and don’t open email attachments. It’s easy to fake a From or Reply To address, either manually or with spam software, so never assume an email is real by looking at its header. You might be able to spot fake addresses by checking for domain name misspellings, but this isn’t foolproof. Some email service providers combat the problem of spoofed addresses by using authentication techniques to verify a sender’s integrity.
Fake link. When in doubt, never click on a link in an unsolicited or suspicious email. Scam emails can contain a hidden link to a site that asks you to enter your log on and account information. A clue: if the email threatens you with account closure if you don’t log on soon, you could be the target of phishing. You may be able to tell if a link is real by moving your mouse over it and looking at the bottom of your browser to see the hidden Web address – it will look different than the one you see on the surface.
Forged Website. If you must visit a financial site, like your bank or credit card company, enter its known address into the browser location field manually. Use a browser with an anti-phishing plug-in or extension, like FireFox version 3 or higher or Internet Explorer 7. These browsers warn you about forged, high-risk sites. Phony Web sites mimic real sites by copying company logos, images, and site designs. Malicious webmasters can also use HTML, Flash or Java Script to mask or change a browser address.

Visit security.intuit.com to get the most up to date information about phishing. Forward suspicious emails to spoof@intuit.com.

How to Change the Date of a Sales Receipt in QuickBooks POS

Ruth Perryman — Sun, 12 May 2013 13:10:54 +0000

Q: I’m using QuickBooks POS v10. My question is if you are able to edit the date of a sale? We do website orders, and when we enter them in it’s sometimes two or three days after the order is placed because we’ll enter them when we ship as the final step. I’d like the date to reflect when they actually submitted payment/ordered

A: Select the I Want To button…and then Change Date: