General FAQs about Premier Accountant 2010

Q: Will QuickBooks 2010 run on Microsoft Windows Vista?

A: Yes, QuickBooks 2010 will run on the Windows Vista, Windows XP and Windows 2000 operating systems. For information on previous versions of QuickBooks on Windows Vista, please see www.quickbooks.com/support/vista

Q: How does Premier Accountant 2010 work with QuickBooks 2010 files?

A: Premier Accountant is QuickBooks' master program designed for accounting professionals. Premier Accountant 2010 has full working versions of all the QuickBooks 2010 programs from Simple Start to Contractor Edition built-in.1 This allows you to exchange, open, adjust and send back clients' QuickBooks 2010 accounting records.1

Q: : Is Premier Accountant backward compatible? That is, can I use Premier Accountant to work on client files from older versions of QuickBooks?

A: Yes and No depending on the option you choose. Premier Accountant is built to allow you to exchange and work with your clients' QuickBooks accounting records and there are three ways to exchange files.

Accountant's Copy

Allows you to exchange, open & adjust your client's prior period accounting records from all 2009 and 2010 QuickBooks accounting software.2 When you've finished making adjustments, your client can review and merge your changes into their ongoing accounting records.

Backup Copy

  • Open, adjust, and return full data files from your clients' 2010 QuickBooks, from Simple Start to Premier Contractor Edition.1 File can be sent via e-mail or CD.
  • When the client imports a backup file it overwrites the current file. If you want the client to import your changes they must stop work in their file so their work is not lost.
  • You can open and modify files from prior year versions. However, files opened and converted in Premier Accountant 2009 cannot be sent back to prior year versions of QuickBooks.

Portable Company File

  • All the benefits of a Backup Copy but in a much smaller file size making it easier to e-mail.
  • Contains only your company file financial data but doesn't have related files such as letters, logos, images, and templates.

Remote Access

Premier Accountant, also, provides a way to work with clients that use older versions of QuickBooks -12 months of Remote Access3 are included with your purchase of Premier Accountant. With Remote Access, you can securely access your clients' QuickBooks files, open the client's version of QuickBooks, and work directly on the client's company file.

Q: Why would I choose Premier Accountant over QuickBooks Pro?

A: Premier Accountant has advanced tools designed specifically for accounting professionals and includes full working versions of your clients' QuickBooks 2010 programs, from Simple Start and Pro to Contractor Edition1. So you only need one program to support your QuickBooks clients, no matter which edition they use. With the Toggle feature, you can switch between QuickBooks editions to see the same screens your clients see.

Premier Accountant exclusive features like Working Trial Balance, Fixed Asset Manager, and Client Data Review can help boost your productivity. You can perform more services for your clients and save time on the services you already provide.

Q: What if I have a lot of clients on Pro? Will I still be able to "see" what they are seeing when they call me with questions?

A: Yes. TheToggle feature allows you to switch between 2010 QuickBooks editions, including Pro 2010. If a client using Pro 2009 calls you with a question, you can Toggle to Pro and view the same screen your client sees.

Q: Can I use QuickBooks to run payroll for my clients?

A: Yes, if you offer payroll services as a part of your practice, Intuit has a solution designed specifically with you in mind: QuickBooks Enhanced Payroll for Accountants4 provides you with the control and flexibility you need to process payroll for up to 50 clients under a single payroll subscription. The most current federal and state tax forms are provided and filled out automatically with your clients' QuickBooks data, and because it works inside QuickBooks, there is no need to enter data more than once.

Q: How does Remote Access3 work?

A: Internet access is required to use QuickBooks Remote Access. Troubleshoot and train your clients without having to drive to your clients' offices. Remote Access transmissions are protected by SSL 128-bit encryption-the same security technology used by banks and other financial institutions for their Internet transactions.

You initiate Remote Access sessions, but permission must be granted by your clients. Remote Access is FREE with the purchase of QuickBooks Premier Premier Accountant and allows access to QuickBooks files for an unlimited number of clients.

Q: Are there training and support options available to me as I get started?

A: Yes. QuickBooks offers a variety of training courses, from free online recorded training sessions to live three-hour events in your local area. You can learn more about the QuickBooks products for you and your clients. Also, when you register, you receive 30 days of free unlimited technical support4 from the date of software registration.

Q: What other business products and services work with QuickBooks?

A: We offer a full range of products and services that integrate with QuickBooks to streamline your work. Some of our additional products and services include:

  • Intuit Statement Writer - customize financial statements right from Premier Accountant
  • MyCorp - Help your clients incorporate or form an LLC
  • Intuit Payroll Services
  • Checks, Forms & Supplies
  • Merchant Services (Credit Card Processing)
  • Third-Party Software Applications

Q: How does the Accountant's Copy work in QuickBooks Premier Accountant 2009?

A: A client using QuickBooks 2009 or 2010 sets a dividing date that determines prior and current periods, and then creates and transfers an Accountant's Copy (.QBX). The client continues working on their QuickBooks file, and is restricted from changing the prior period. You receive the Accountant's Copy from the client, and convert it to a working Accountant's Copy (.QBA). You can add or adjust virtually all Banking, Sales, Customer and Vendor transactions and complete bank reconciliations. Additionally, you can adjust and merge the chart of accounts. You cannot edit transactions in the current period, but can add transactions. There are some restrictions in what you can edit.2 The biggest one being you cannot work with payroll transactions. Once you have completed your changes, you can review the change summary, add a client note, and export the changes (.QBY). Your client can review the changes and then automatically import them into their working copy of QuickBooks. After import, the dividing date is removed, and you can "Set closing date" in their file to password protect and preserve your changes. Only QuickBooks 2009 and 2010 allows the client to create an Accountant's Copy that can be opened in QuickBooks Premier Premier Accountant 2009. If a client creates an Accountant's Copy using an older version of QuickBooks, the accountant will not be able to open this file directly as an Accountant's Copy in QuickBooks Premier Accountant 2010. The accountant can upgrade the file to a QuickBooks 2010 format, but the file will be converted to a regular working copy (.QBW) and not an Accountant's Copy.

Q: Can I open an Accountant's Copy in a version of QuickBooks 2009 and 2010 other than the Premier Accountant?

A: No, you cannot. Accountant's Copy files created by your client in QuickBooks 2009 and 2010 can only be opened in QuickBooks Premier Accountant 2010. If you are using a version of QuickBooks 2010 other than the Premier Accountant you can either convert the file to a regular QuickBooks file (.QBW) or ask your client to send a backup or portable file for you to review. The Accountant's copy in Premier Accountant 2010 is designed for accountants to efficiently manage their client files, and includes enhanced reporting, journal entries, trial balance, remote access and other accountant specific modules that help support clients.

Q: How do I convert an Accountant's Copy2 to a regular QuickBooks file?

A: To convert an Accountant's Copy file to a regular QuickBooks company file, go to the File menu, click Utilities, and then click Convert Accountant's Copy to Company File (.QBW). If the file is from an older version of QuickBooks then you will be prompted to upgrade the company file during the conversion. Once the file is converted your client will NOT be able to import your changes into their file automatically.

FAQs from Accountants Currently Using Peachtree

Q: I've always heard that QuickBooks is not a "true" accounting program. For example, I've heard that: 1) there's no double-sided entry; 2) you can't use account numbers and 3) you can't close periods.

A: QuickBooks was originally built for small business owners as an accounting management tool that provides the balanced entry in the background.

While QuickBooks does not default to using account numbers, you may choose to use account numbers if that's your preference. To use account numbers, open a QuickBooks file. Then, navigate to "Edit" and select "Preferences." Enable the check box for "Use account numbers."

QuickBooks was built to provide flexibility to small business owners and accounting professionals. However, closing periods is an important step to ensuring the validity and legitimacy of a company's books. In QuickBooks, you can set a closing date, and you can also set a closing date password. To do this, open a QuickBooks file. Navigate to "Preferences," and select the "Company" tab. There, you can set a closing date and a password. If you did not password protect the close date and changes have occurred in the closed period, you can use the Closing Date Exception Report to quickly identify the errors.

Q: I see the value of having QuickBooks to provide better service for the clients I have who use QuickBooks. What about the clients I have on Peachtree? Why should they switch to QuickBooks?

A: QuickBooks is easier for your clients to learn and use than Peachtree. The simplified "Home" page and Customer, Vendor and Employee centers make it easy for your clients to quickly access the tasks and data they need. Along with QuickBooks navigation and overall layout, QuickBooks offers 23 interactive tutorials in the Learning Center to help clients get the most from QuickBooks.

In QuickBooks, it's also easier for your clients to do routine tasks like printing checks, generating reports and managing vendors and customers. For example, your clients only need to follow four steps to print a check compared to Peachtree's seven steps. QuickBooks is also more customizable for your clients' industries than Peachtree. QuickBooks offers six different industry-specific editions - Contractor, Nonprofit, Retail, Manufacturing and Wholesale and Professional Services. QuickBooks also has over 100 pre-defined forms with the ability to create forms from scratch, while Peachtree's forms are difficult to customize.

Q: Can I use QuickBooks for payroll and write-up services too?

A: QuickBooks Premier Accountant 2010 is an all-in-one bookkeeping, write-up and financial reporting tool. With built-in features like the Client Data Review, Working Trial Balance solution, Fixed Asset Manager, financial reporting capabilities, and Remote Access2, you can provide multiple services to different clients of varying sizes and industries. Plus, QuickBooks Premier Accountant's integration with the all the different QuickBooks Editions1 allows you to easily exchange, adjust and return the accounting records from your QuickBooks clients. QuickBooks also provides a full range of payroll solutions from in-house options like Standard and Enhanced Payroll to the full-service Complete Payroll solution. QuickBooks Enhanced Payroll for Accountants5 is strongly recommended for accountants who provide payroll processing as a value-added service to clients. Enhanced Payroll for Accountants is seamlessly integrated with QuickBooks.

Q: What about inventory? I've always thought that Peachtree was better for product-based businesses than QuickBooks.

A: Premier Accountant 2010, Premier Manufacturing & Wholesale Edition 2010, and Premier Retail Edition 2010 have comprehensive inventory features that allow product -based businesses to have a better understanding and more control over every aspect of their inventory. These features include:

  • The new "Available to Promise" window
  • The new Bill of Materials feature:
    • View the total cost associated with price-assembled products in one simple view
    • And factor in cost of materials as well as non-material items such as overhead, supplies, depreciation, and labor
  • New Sales Order Fulfillment worksheet
  • New backorder capabilities
  • Ability to store 200 unique addresses for each customer
  • Power to update costs directly on transactions such as bills
  • Capability to run price list reports within the price level list
  • Ability to choose from a large selection of rounding options for each price level

Q: If I do switch, how will I get up and running as fast as possible so that I can continue to be profitable?

A: Making the move to QuickBooks software has never been easier as we can provide you with all the tools and services to get you up and running smoothly, including data conversion, training and ongoing support. Call 1-877-556-4326 for details on the New Accountant Start-Up Services package. Exclusively for accountants who are new to QuickBooks.

Multiple Users: Flexible options for using QuickBooks

Q: How can more than one person work on QuickBooks at the same time?
A:
The multi-user mode6 in QuickBooks Pro and Premier allows multiple users to collaborate on the same company file at the same time. All users must be networked and must each have their own QuickBooks license.

Multi-user mode enables more than one person to work on a company file at the same time increasing collaboration and productivity. It improves accuracy because all users are working on the most up-to-date data.Additionally, it ensures data stays protected because individual user access levels can be set. To enable multi-user mode, go to the File menu in QuickBooks and choose "Multi-User Mode".
If you need 5 or more users accessing QuickBooks at the same time, please see our QuickBooks Online Edition or QuickBooks Enterprise Solutions products, or call us at 1-866-676-9668.

Q: When do I need an additional license?
A:
Our standard license agreement requires separate QuickBooks licenses for each person who uses QuickBooks software. However, if you have both a laptop and desktop PC, and you're the only person using QuickBooks, you only need one license. You need to get additional licenses when additional people need to use QuickBooks on their computers. Complete details on our license agreement.

Q: What are some common situations in which businesses need to buy additional licenses?
A:
The most common scenario is when more than one person in the business needs to use QuickBooks, even if only for certain specific tasks. For example, a business owner may want to have a copy of QuickBooks solely for running reports, doing payroll, and printing checks, but his office manager needs to use QuickBooks to enter sales orders and receipts. Accordingly, the business needs two licenses.

Q: What if I print out reports from my QuickBooks software for another person? Would I need to get an additional license for this person?
A:
If another person is solely reviewing printed reports that you generate yourself in QuickBooks, then they don't need to get their own QuickBooks license. However, if they install and/or use QuickBooks, then they will need a separate license.

Q: Can I run QuickBooks both at the office and at home on a single-user license or do I need to purchase separate licenses for both computers? If so, how do I do that?
A:
Under the single-user license, you may install QuickBooks software on one computer for access and use by only one specific person; and, install the software on one additional portable computer so long as only the same specific person accesses and uses the software.

Q: How do I purchase additional licenses outside of what is available on the site?
A:
You can configure your QuickBooks to suit however many users you need. If you have more than 3 users of Pro or Premier, we recommend that you call 1-866-379-6635 and order from one of our sales consultants. They will ensure that you are set up with the proper number of licenses and that you receive receive a discount for purchasing additional QuickBooks user licenses.

If you already have a copy of QuickBooks, you can also add additional licenses from within the product. To do so, go to the Help menu, click on "Manage My License" to purchase additional licenses. You will see a web page that allows you to select "Purchase additional licenses via phone" or "Purchase additional licenses via web". If you choose to purchase additional licenses by phone, you will be given a phone number to call and a representative can assist you in purchasing an additional license. If you choose to purchase additional seats over the Internet, you will be directed to the in-product e-Store to make your additional purchases.

Q: Is there a discount if I purchase an additional user or license?
A:
Yes, you will save 10% off a single-user copy of Pro or Premier when you purchase an additional license. Currently, you cannot receive the discount by ordering from the QuickBooks.com Web site. To receive this discount, you need to order through one of our sales consultants by calling 1-866-379-6635.

Or, if you already have a copy of QuickBooks 2010, you can purchase additional licenses from within the product. Learn how to purchase additional licenses.

Q: Can I run multiple companies from one copy of QuickBooks?
A:
Yes. You can run as many companies as you want from one copy of QuickBooks. Of course, you'll still need a separate license for each user of QuickBooks if you have multiple users.

Q: What is the maximum number of simultaneous users for a QuickBooks company file?
A:
QuickBooks can accommodate up to 30 simultaneous users.6 You can directly convert data from Quicken and Quicken Home and Business Editions '98 through 2010 (older editions require some additional steps). QuickBooks provides detailed step-by-step instructions for the entire conversion process.7 QuickBooks Pro and Premier Editions are best suited for businesses with 1-4 users. (Note that one license is required for each user. A server does not count as a user if no one works on QuickBooks on the server itself). If your business has 5 or more users, please call us at 1-866-379-6635.

Q: Can I install a copy of QuickBooks on my network server? Do I need an additional license?
A:
You do not need a separate license if you install QuickBooks on a server for other users to access, but no one directly uses QuickBooks on that server. By choosing the Server Installation during the Installation Interview, QuickBooks will install a version that is appropriate for server access but not for regular QuickBooks use.

If you install QuickBooks on your server, you still must have a license for every user of the program. Only certain configurations involving shared company data files are allowed.

Q: What if I have more questions about multiple users?
A:
You can access additional help on multiple users in several different places:
  • During the QuickBooks installation process
  • In the materials included with your QuickBooks software
  • On our support Web-site

Q: When should I consider QuickBooks Online Edition?
A:
QuickBooks Online Edition is ideal if you would like to access your books from home, the office, or on the road—any place with an Internet connection. It also provides the flexibility for up to 25 people to work on your books at one time. You can also control what they see and how much they can do. Learn more about Online Edition.

Q: When should I consider QuickBooks Enterprise Solutions?
A:
Move up to QuickBooks Enterprise Solutions when you're at the point where you need to handle larger amounts of data (resulting from having more customers, vendors, inventory, and transaction volume) and multiple users with ease. With Enterprise Solutions, you get twice the list capacity of QuickBooks Pro and Premier Editions, and you can scale up to 30 simultaneous users with 200 percent faster performance.6 The software also offers in-depth security features with different levels of access to more than 120 individual reports. And it includes 13 predefined user roles to make new user set-up fast and easy. Learn more about Enterprise Solutions.

Important disclaimers, disclosures and FAQ Notes
1 Does not include QuickBooks Enterprise Solutions, QuickBooks: Pro for Mac, QuickBooks: Online Edition, Invoice Manager, Easy Estimate or Time Tracker.
2 Works with all QuickBooks accounting software except QuickBooks Enterprise Solutions, QuickBooks Simple Start, QuickBooks Pro for Mac, QuickBooks Online and requires at least QuickBooks 2009. Payroll transactions cannot be adjusted. Not all fields can be accessed for clients using QB 2009; including, 1099 Account Mapping and modify and merge class lists.
3 Powered by WebEx Internet access required. One 12-month single-user subscription of Remote Access Service included at no charge, valid for customers who purchase and install QuickBooks: Premier Edition 2010 software before December 31, 2010. Twelve months of service begins at the time of installation of Premier Edition software. After 12 months, Premier Edition users can subscribe to the service for a fee. Fees apply for additional subscriptions. Terms subject to change.
4 30 consecutive days of QuickBooks 2010 support included from first-time registration. Offer valid 90 days from software purchase; U.S. only. Assisted data conversion includes a one-time conversion case which can be applied to multiple files. Assisted data conversion must be completed within 30 days from the date you register your software.
5 QuickBooks Enhanced Payroll for Accountants is sold separately and requires a subscription, EIN and at least QuickBooks 2008. Internet access required for download delivery and Direct Deposit. Nominal additional fees apply for Direct Deposit. Checks sold separately. 24x7 access subject to occasional downtime due to systems and servers maintenance. State forms are supported for over 40 states. Terms, conditions, features, pricing and service options subject to change without notice.
6 Requires the purchase of additional single-user and/or multi-user packs to become multiple-user capable (one user per license purchased). All users must be on the same-year version of QuickBooks to access the same company file.
7 You can transfer data from Peachtree 2001-2008, Microsoft SBA 2006, and Microsoft Office Accounting 2007 to QuickBooks 2008 using the free downloadable tool at http://quickbooks.intuit.com/product/about_quickbooks/peachtree_conversion.jsp. Internet access and registration required. Quicken 98 through current version and QuickBooks 4.0 through present version can be transferred to QuickBooks 2008. Microsoft Excel 2000 through current version can be transferred to QuickBooks 2008.