All knowledge base posts in QuickBooks Community

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

Fiat Lux - ASIA — Wed, 25 Mar 2020 03:34:25 GMT

Is there any error message? How big is your file size?

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

pamiacc — Wed, 25 Mar 2020 00:55:24 GMT

My exports from desktop to online keep failing. So I came to this page to click the prepare data link and get access denied. Help.

Re: How to Record Bank Deposits in QuickBooks Online

nancyb8 — Sun, 22 Mar 2020 17:51:42 GMT

how do you undo a bank deposit?

Re: Intuit Hosting Powered by Right Networks

Tarek Yehia — Tue, 17 Mar 2020 21:41:48 GMT

How much does it cost for

Quickbooks desktop enterprise 2020 with hosting add-on

Re: How to Customize Invoices in QuickBooks Online

EMCEE — Wed, 05 Feb 2020 19:42:50 GMT

If I have 5 different Services that I invoice a hundred companies for once a year, can I create a template or draft invoice that could then be queued up for each of those clients and individual details (such as units sold) be adjusted before sending? I do not want a "recurring invoice".

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

Defrag_Solutions — Thu, 16 Jan 2020 15:15:04 GMT

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Re: How to use Online Banking, Connect Bank Accounts, and Review your Bank Feed in QuickBooks Online

rafael003 — Wed, 15 Jan 2020 15:44:25 GMT

I'm now started to use the bank feed in my bookkeeping practice, but I have a question. Is there any better way to do the checks? I'm still having to go back to the bank site and to view the check image so I can properly label them. Is there an easier way? can images be downloaded to Quickbooks? or any other solution.

Thanks in advance for any information

Re: How to Record Bank Deposits in QuickBooks Online

ABosworth — Sat, 11 Jan 2020 22:06:05 GMT

When I am in the "bank deposit" it does not show the payment amount for me to apply the deposit with the credit card fees. Help!

Re: Start Here with QuickBooks Desktop

Finguy — Tue, 07 Jan 2020 22:20:24 GMT

Having trouble with my "S-Corp Med Insure Premium". Have it set up to auto-generate as ITEM when I run payroll, but the dates don't go where I want so I have to edit/correct it. Working through 12-mo of 2019 corrections today painful! Would like to get this right for 2020. For example: I run 1/1/20 payroll and generate "S-Corp Med Prem" of say $600 for an employee "For Period January" so all good so far, But: It tags LIAB it as "Due 2/17" like a tax item! This can throw off annual totals and tax reports if not corrected. It is insurance so it is due 1/17 NOT a month later. I looked at "Liability: Change Payment Method", but it WILL NOT let me back it up to "Pay this Period" only "Pay next period". How can I correct these settings for my "S-Corp Med Insure Premium"? Thanks for any help!

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

roro99 — Mon, 06 Jan 2020 19:52:05 GMT

The links in this article is the very information I need to make a decision to switch to online version or not.

It is a same that Access is Denied the very information I need.

Re: Start Here with QuickBooks Desktop

Ru2 — Sun, 05 Jan 2020 18:40:46 GMT

Desktop is deleting transactions. I have 12 transactions a month including payroll. It deletes all payroll from one date. So when you go to pay taxes they don’t add up correctly. You look and half the transactions are gone.

Re: Understanding (and Separating) Owner Funds and Company Funds

_Ro_ — Thu, 26 Dec 2019 02:08:58 GMT

Hi there! I'm still getting used to the accounting terminology and realize that we all use what we are most comfortable with. I'm just wondering if an "Owner's Equity Contribution" is the same as an "Owner's Equity Investment". (I have read references to both in various articles.) Is it simply a matter of preference in terms, or are these different types of accounts? Thank you in advance for any input!

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

Neb1 — Sun, 15 Dec 2019 01:19:52 GMT

As per the note above. Instructions to compare the differences between my desktop QB for Mac 2019 and the online version take me to an access denied page. Without the ability to see the differences and understand what is involved in the “upgrade” I have lost confidence in your product and its integrity.

Re: How to Customize Invoices in QuickBooks Online

MichaelW — Mon, 09 Dec 2019 06:48:14 GMT

Hi, We're a company that facilitates instant EFT - how do we add a button for the customer to click to Pay with us? This needs to be a link to our site with a querystring embedded.

Many thanks

Michael Watson

Re: How to use Online Banking, Connect Bank Accounts, and Review your Bank Feed in QuickBooks Online

Gavin Butler — Wed, 27 Nov 2019 21:41:07 GMT

I have been with Quickbooks for some years. Recently they advised me to delete three bank accounts and to try and add them back again due to banking error 103. I have been on the phone to them several times and no fix. They claim it is escalated to their banking engineers to fix. This is now taking months and no follow up. They still charge me for a system I am not able to fully utilise.

It all started when I submitted the paper documentation for direct feeds auto from the bank. It worked for one bank account and created problems for the other. It is very poor form that quickbooks do not seem to care about my issue

Re: Your First Time with QuickBooks Online - Everything You Need for Successful Bookkeeping

ajm397 — Wed, 16 Oct 2019 21:28:44 GMT

First time user of QB, and it is driving me insane. ... In need of good video tutorials

Re: Adding Products and Services, Customers, and Vendors to Lists

Lou6 — Wed, 25 Sep 2019 19:02:55 GMT

I am breaking my income accounts into further detailed revenue streams. I changed the associated income accounts with a service. I noticed that the change was not retroactive, and only pertained to invoices created after the change.

I had to individually go into older invoices and manually change the service to have it show up in the correct income account. Is my understanding correct? Is there a way to make income account association changes retroactive?

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

slgroom — Mon, 23 Sep 2019 00:44:15 GMT

The link to Mac instructions takes me to some protected page. I didn't buy the product yet so I don't have an account. I don't want to buy the product, or sign up for a free trial, until I can read the instructions to make sure it will do what I need.

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

patp3005 — Fri, 13 Sep 2019 17:48:12 GMT

The majority of the links in this article (I didn't check all of them) lead to a screen saying "Access Denied". I'm a Certified ProAdvisor. Is there something that needs to be done to gain access?

Re: Setting up Inventory in QuickBooks Online

briton — Fri, 13 Sep 2019 16:35:34 GMT

When I took over the accounts in QB Online, they already had an inventory. A problem has arisen when I add new items or make adjustments. Our vendor supplies items either individually or in cases of 24, 150 and so on and we receive a discount for the bulk items. The inventory only contained single items so as each invoice arrives which contains a bulk item, I have been adding an inventory item by duplicating the single item and then changing the detail (price, cost etc). Description and ordering detail are the same with the addition of "Case of xx" and the item number merely has a "C" added (meaning "Case").

Question 1: Using duplicate item as a method creates an inventory adjustment rather than a New Item (even though the inventory item is new and the "adjustment" is a START inventory item. Unfortunately that means that the account is Inventory Shrinkage rather than Inventory Asset. If I try to change the account, it will not allow me to assign Inventory Asset account to it - it shows an error when I try to save. Although there is zero on hand and zero value, should I leave it as zero shrinkage or should I create using "New" and then have to type in all the descriptions rather than use duplicate item which completes most boxes for the bulk item correctly?

After the purchase order is fulfilled and the Bill created and paid, the "Case" inventory quantity now has a value. Because we don't actually sell the bulk quantity, I now make a manual Inventory Adjustment for the bulk item (minus) which brings it to zero and for the single item (plus) for the quantity in the case(s). In both cases this allocates Inventory Shrinkage as the account.

Question 2: While this works out correctly for the quantity on hand (zero for the bulk item), it means there is a $ value increase in the value of inventory (because both cost and sales prices have risen). Is it OK to leave this "negative shrinkage" (i.e. a report will show Shrinkage is negative) or do I have to make some other adjustment?

Re: Invoice and Sales Form Basics

dorisellenbranch — Sat, 10 Aug 2019 22:17:19 GMT

I found invoices which have several charges. One or two of those charges do not show up in the Sales income account. How can I correct this?

Re: How to Customize Invoices in QuickBooks Online

pvana — Tue, 16 Jul 2019 11:58:45 GMT

We're new to QBO and are having trouble with creating multiple invoice templates. For instance, we need to have three different "company names" or dba's (sales channels). When we edit each of the three templates with a different company name, all the templates get changed to that latest company name entered. Is this field truly not customizable? Why would Intuit allow us to change it if it propagates over to all other templates? Might it be a Mac App issue? Just trying to figure out if we made a mistake. We were told by the sales rep that this feature (multiple, customized forms) was now available, but the way it's looking, either it's not or there is a major glitch in the system. Paul

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

rasplu — Tue, 21 May 2019 17:59:00 GMT

Access Denied. No reference to quickly contact support...

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

PaulatTahoe — Fri, 10 May 2019 16:27:16 GMT

I just moved from Quickbooks Mac 2019 to Quickbooks Online for our C corporation. The operation was seamless for the most part but there is a lot of little "nooks & crannies" you need to find and adjust like start of the corporate year, etc... It will take a few hours/days to learn all the menus and adjustments but once it's done I'm liking it more as time goes on..

I to have the "access denied" here on some of the instructional videos and files and I have full administrative privileges to our account .. Quickbooks admin needs to fix this...

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

quarfie — Sat, 20 Apr 2019 22:31:28 GMT

All links say "Access Denied".

Note: I am in Canada and I arrived here by clicking a link on my Quickbooks online Dashboard.

Re: Your First 15 Minutes with QuickBooks Online

GeekyAccountant — Thu, 18 Apr 2019 17:23:36 GMT

Thank you so much for the 15mins setup guide.

Re: How to Customize Invoices in QuickBooks Online

rich9 — Fri, 12 Apr 2019 18:51:02 GMT

My invoice format has the data field ENCLOSED. I want to change that to Purchase Order #. How do I do that? It says to click on the "pencil" on the right side but when I do that it does not allow me to change anything. I am using QB Online. TY.

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

SpinnersDiscGolf — Wed, 10 Apr 2019 21:41:10 GMT

LINKS NOT WORKING...HELP!!!

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

grrrampa — Tue, 09 Apr 2019 21:09:11 GMT

I'm also getting the access denied message with those links. Is there anyone out there who can explain and/or fix it?

Re: Data structure when converting your QuickBooks for Windows file to QuickBooks Desktop for Mac

Kellykel714 — Mon, 08 Apr 2019 20:02:24 GMT

I have a MacBook and have recently upgraded the operating system. I have waited to do so because i was using quickbooks 2014 and didn't want to lose important information for the business. I had no other choice but to update the OS so i can file taxes. With that being said, I also purchased QB 2019 and have lost every document, invoice, customer, etc for the last 5 years. This is information that we desperately need. Is there any way to open this information or to convert it over to QB 2019?

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

greggbryon — Sat, 06 Apr 2019 23:59:35 GMT

i keep trying to get info and it keeps saying i don't have access. not very helpful

Re: Setting up for Success With QuickBooks Online

LRbda — Thu, 04 Apr 2019 12:17:36 GMT

Hello,

I have chosen the internation version, but it is still asking me for state. I can't get pass the first step

Re: The Fundamentals of QuickBooks Online

rajendraisai — Thu, 04 Apr 2019 04:07:36 GMT

Dear all,

I have created staff welfare ledger wrongly under group current Liabilities, now I want to change that grouping to indirect expenses, so please help me how to edit ledger grouping.

With Regards,

Rajendra Isai

Why do I need to choose a sales tax category?

KyleMcDougall — Wed, 03 Apr 2019 21:19:13 GMT

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

Mmahge5 — Tue, 02 Apr 2019 15:20:39 GMT

I could not follow any of these links. When I tried, access was denied. Why is that?

Intuit Hosting Powered by Right Networks

arahn — Thu, 28 Mar 2019 19:57:12 GMT

Discover a whole new way of doing business with our new QuickBooks Desktop Enterprise with Hosting. It offers protected anytime, anywhere, and on any device access to your data. Your team all works with the same information, at the same time - no matter where they are and no matter if they're using a Mac, PC, or tablet. Now, everyone can get more done.

Intuit Hosting Powered by Right Networks

Who is Right Networks?

QuickBooks Desktop Enterprise Subscription With Hosting Pricing

What does Intuit Hosting do?

New to hosting FAQs

Can I have third party apps?

To view a full list of third party apps, visit the Right Networks Application Directory

How long does onboarding take?

How many users can I have?

Your Right Networks users need to match your QuickBooks user count. Example; If you have a 5 User Enterprise Solution subscription, you can have up to 5 hosting users.

How do I add users to Right Networks?

If you already purchased the right number of QuickBooks users and just need to create Right Networks users, you can add them through the Right Networks My Account Portal or by contacting Right Networks support.
If you need to add more QuickBooks and Right Networks users, you can contact us to add more seats to your QuickBooks license. Once you've added additional QuickBooks users, you can then add the same number of Right Networks users.

What does hosting mean?

Hosting is another term for in the cloud. It means your QuickBooks software and data are stored (hosted) on an enterprise-level web server at a protected facility, instead of locally on your office computer. You access them over a protected Internet connection rather than via your local network.
You're not tied down to your office to run QuickBooks Desktop Enterprise. You can access it anywhere, anytime, and on any device, including Mac.

How safe is my hosted data?

We offer our hosting service through Right Networks, one of the leading providers of enterprise-level hosting. Enterprise-class anti-virus technology, firewalls, encryption and multi-layer access controls help protect your files and transmissions. Right Networks IT professionals continuously monitors the system and handles all updates and upgrades.

What are the benefits of choosing QuickBooks Desktop Enterprise with Hosting over QuickBooks Desktop Enterprise (local access only)?

Anywhere, anytime access to applications and data
- With your applications and data hosted, you can connect anytime from anywhere with an Internet connection using a simple client program. Simply launch the remote access application and log in with your user ID and password. Your QuickBooks Desktop Enterprise is ready to use. There's virtually nothing new to learn because the software looks and works just like it does on your PC.
Data security
- QuickBooks Desktop Enterprise is hosted in top-of-the-line data centers that provide true enterprise-class scalability and reliability, including full-time security personnel, closed-circuit video surveillance, continuous and redundant power systems with backup generators, fully redundant network systems with multiple-backbone access, advanced network firewalls, and hazard avoidance and alert systems.
- If a disaster strikes your office, you'll be able to access your business-critical information from computers at another site. Whether the disaster is as small as a PC crash or as catastrophic as a hurricane, QuickBooks Desktop Enterprise with Hosting can help keep your business running.
Data protection and backup
- We protect your hosted data with encrypted transmission, firewalls, multi-layer access controls, and encrypted backups. In addition, your data is automatically scanned with enterprise-class antivirus technology. We back up your hosted data nightly, and retain backups for 90 days. So, if you accidentally delete a file, it may be recoverable.
No server or network maintenance required
- If you currently store your company data on file servers on your network, you know how much time and money it takes to keep the systems patched, scanned for viruses, access-controlled, etc., in addition to the hassles and risks of making the servers available from remote locations. You can eliminate the need to have servers and virtual private networks (VPNs) in your office. Instead, keep your data in a protected data center, and stay focused on your business.
- And with your applications running in Right Networks data centers, you no longer need to install and maintain them on your own computer. All you need on your PC is a simple client program that is built into Windows Vista and Windows 7.8

Do I need my own network?

No. The Internet is the only network you'll need, and if you're reading this, you've already got it!

How long does it take to learn?

If you're familiar with QuickBooks Desktop Enterprise, no time at all. QuickBooks Desktop Enterprise with Hosting has the same look and feel. If you're new to QuickBooks, we offer multiple ways to get up-to-speed fast, including the comprehensive support site, Everything Enterprise, which includes exclusive training videos for Full Service Plan members (login and valid Full Service Membership required).
Right Networks provides 24/7 support. If you have any questions, its experts are there to help you.

How does the speed compare to running it on my PC?

As with any Internet-based service, you'll need a good-quality, fast Internet connection. While experiences may vary, some customers have noticed improved speed and functionality after switching. In addition, you can increase the number of users without losing performance.

What is the difference between QuickBooks Online and QuickBooks Desktop Enterprise with Hosting?

Both are Internet-accessible solutions, but QuickBooks Online is designed for early-stage businesses that don't require advanced features and functionality. QuickBooks Desktop Enterprise with the Hosting Service offers advanced functionality for growing, small-to-mid-sized businesses that are managing more complexity and may operate from multiple locations or facilities.
Additionally, you access QuickBooks Online directly through a Web browser. Most Hosting Service users access their QuickBooks Desktop Enterprise through a remote access application, although it can also be accessed directly through Internet Explorer.

How does Microsoft Word and Excel work with QuickBooks Desktop Enterprise with Hosting? And how does my email work?

Microsoft Word and Excel work with QuickBooks Desktop Enterprise and the Hosting Service the same way as they do with the desktop version. If you have Microsoft Word and Excel installed, you can export QuickBooks Desktop Enterprise reports to Excel and estimates, invoices and statements to Word.
Additionally, if you'd like to access hosted versions of Word and Excel over the Internet, you can lease Microsoft Office directly from Right Networks for an additional fee. Your Enterprise Hosting Service will cover the hosting for those applications at no additional charge, and you can access them over the same connection.
For your email, you have several options. You can use QuickBooks email services, configure QuickBooks to use Web mail, or add Outlook to your Right Networks account.

What to expect after purchase

Who do I call for support?

For questions related to QuickBooks usage, Error messages, Payroll, Intuit Payments, or adding users , Contact Intuit.
For Questions related to adding shortcuts, apps, getting the latest software year installed, or inability to log in to the Right Networks environment, Contact Right Networks.

Re: Setting up for Success With QuickBooks Online

aquilescp — Sun, 24 Mar 2019 01:47:55 GMT

Hello community, I'm new in this forum and I would like to talk about an excellent option to check printing. I wanna talk about Onlinecheckwriter, this is the best way to save time and money, only with one click you can print all your checks on blank and have your stock. This allows you to write checks quickly when you need. Another thing that is really important, the app is cloud based, so you don't need to download software and login wherever you are.

Re: Start Here with QuickBooks Desktop

jonathan11 — Mon, 18 Mar 2019 14:20:02 GMT

i need help downloading quickbooks i just purchased

Re: Your First Time with QuickBooks Online - Everything You Need for Successful Bookkeeping

KL7 — Wed, 06 Mar 2019 20:13:49 GMT

Wow! I'm a first time user of QBs

The get started links are on help I'am have no idea what the first thing to do is all the forums are shut down

I'm on my phone waiting 45min to get help. this should'nt be this difficult.

Re: Your First 15 Minutes with QuickBooks Online

iselaherrera — Fri, 01 Mar 2019 21:49:09 GMT

I still have not got my check stubs print no body cares to help other then given me links. no person to help what customer service is this??? [removed]

Start Here with QuickBooks Desktop

arahn — Tue, 17 Dec 2019 22:59:16 GMT

Everything you need to get started with QuickBooks Desktop. Accounting is a process. There’s an order to everything, from completing sales transactions to running financial reports and reconciliations.

These resources are to help you through the download, install, and activation process to get your books up and running. You too, can become a QuickBooks Ninja!

System Requirements

Before installing and using QuickBooks Desktop, it is important to know the necessary system requirements. This will ensure QuickBooks is compatible with your setup and will help avoid issues when you start using the program.

Downloads and updates

Install

After you install

If you run into issues

Try the following tools and resources in the order suggested to get you up and running. We try and make the download, install, and activation process as easy as possible but we know sometimes it doesn't go as planned.

Re: Quick Conversion Reference - Converting from QuickBooks Desktop to QuickBooks Online

Terrell K Arline Attorney at Law — Wed, 20 Feb 2019 22:24:38 GMT

All I am trying to do is keep track of my employee time on a cell phone.

Can this program update on line do this?

The above materials said I needed a third party application.

If this update to QB on line will not allow me to enter time on my cell phone, I don't need it.

Please advise.

Terrell Arline

Re: The QuickBooks Encyclopedia

Tower Medical — Mon, 18 Feb 2019 16:50:23 GMT

I have employees that are now independent contractors. How can I switch this?

Re: Your First Time with QuickBooks Online - Everything You Need for Successful Bookkeeping

zpollock — Tue, 29 Jan 2019 22:30:25 GMT

Hello,

I started with quickbooks last week. I started with importing information from the bank as a cvs. Well none of the balance information transferred and now there is no starting balance info anywhere. I called support and was given an 8 step process to fix it. I just want to scrap it and start over. I tried setting up a new company because I can't get the starting balance. It doesn't let me. I tried deleting all the info to import it all over again, no luck. I am ready to throw it out the window. Do I start a new account and then ask to be refunded the money for the last set up, it has been a serious waste of time.

Help!

All I need it for is for tax purposes for a non profit that I volunteer to be the treasurer for, yeesh.

Let me know how I can proceed.

Thanks.

Zita

Re: How to Add Independent Contractors and Track Them for 1099s in QuickBooks Online

Anonymous — Wed, 23 Jan 2019 13:26:26 GMT

You can prepare 1099s from Essentials, not sure about Simple Start.

Re: How to Review Open Invoices and Send Payment Reminders and Balance Forward Statements in QuickBooks Online

htcoftexas — Wed, 16 Jan 2019 22:03:51 GMT

I would like to figure out a way to invoice my customers for partial payments but be able to show them their running total. For example if the total Estimate is for $5000 and they make an initial $1500 payment I'd like to be able to send them the next invoice showing the initial amount was $5000, they have paid $1500 and they owe this invoice another $1500 which will leave their balance due at $2000. Is there a way to do that ?

Re: How to Customize Invoices in QuickBooks Online

armonscatering — Thu, 10 Jan 2019 19:51:33 GMT

I was trying to add more custom fields on header

There were no options to do that

Re: How to Record Bank Deposits in QuickBooks Online

KatieJay — Thu, 10 Jan 2019 02:31:06 GMT

In the bank deposit, why can't I have different customer's in the received from field and the Customer/Project Field for Track Returns for client?

Re: How to Customize Invoices in QuickBooks Online

CPRrandy — Thu, 03 Jan 2019 14:38:35 GMT

I am a wine distributor and need to print liquor permit numbers on each invoice. I can save the permit number for each customer in the customer record "Notes" or "Additional Info" fields, but how do I get that to print on the invoice? Alternatively, how do I add a custom field (e.g., "Permits") to the customer record and have THAT print on the invoice?

Re: Am I Ready to Get Started in QuickBooks Online?

Mayday — Wed, 02 Jan 2019 02:33:54 GMT

Ready to get started

Re: Sales Tax in QuickBooks Online

Ktown808 — Fri, 28 Dec 2018 11:03:26 GMT

So, I decide to tryout Quickbooks online - I just spent hours putting in invoice data and now I see there is no tax added. So I try to put on the automatic tax - but we have wholesale and retail customers. I'm in Hawaii and we have General Excise tax and are supposed to charge; .50% excise for wholesale and 4.5% for all others - but the auto tax keeps charging 4.712% which our company does not use - If I try to change to tax exempt, it goes to zero (we need to charge .50% in those cases) So, i would have to basically tell the employees when they make an invoice, they have to figure out who is wholesale/retail, then go and override and calculate the tax for .50 or 4.5 - this is going to cause so many errors that my head would explode:womanfrustrated:. I just wish QBO would let you put in your own tax rates. So I guess I am going back to my original software.

Re: How to Reconcile an Account in QuickBooks Online

sweetsu — Fri, 07 Dec 2018 14:15:12 GMT

I need to unreconcile which i have done many times for another company using desktop. But with online, i have followed instructions but when i get to "Action" dropdown, i do not see the option to Unreconcile. I only see the option to Print. Can you advise? thanks

Re: How to Customize Invoices in QuickBooks Online

Freddy Calero — Tue, 27 Nov 2018 18:24:05 GMT

Hello

I'm using QBO International version; I created two Inovice Style but the "Standard Users" can not see it

when trying to Invoice a customer? they can only use the default Invoice.

I can see an option at the bottom of the Invoice' screen that says "Personalisar" where I change the invoice style but the standar users can't see it. Why? is this an error from the app? is there a way to allow standar users to see this option? and change invoice style while making a new invoice?

Re: Setting up for Success With QuickBooks Online

Tony4 — Mon, 26 Nov 2018 16:39:36 GMT

is there a phone # i can call for QB help

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

rameez KButt — Mon, 26 Nov 2018 05:27:05 GMT

Hello,

I have few confusions regarding the closing of books and will explain with example.

Scenario 1

Suppose today is 1 January 2019

My first fiscal month is January

If I go in the settings and close the books at 31 Dec 2018. so all the expenses and revenue will be Zero and go to their respective accounts?

Scenario 2,

Suppose today is 25 Nov 2018

My first fiscal month is January

If I go in the settings and close the books by giving date 24 Nov 2018, so all the expenses and revenue will be Zero and go to their respective accounts?

will the balances be transferred automatically on 1st January 2019

Re: The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online

rameez KButt — Mon, 26 Nov 2018 05:26:01 GMT

Hello,

I want to know how to take a back up of Quickbooks online and how to restore that file in Quickbooks online.

Re: Your First 15 Minutes with QuickBooks Online

EAA839 — Mon, 26 Nov 2018 00:27:34 GMT

Not sure where to ask this question, so......we're just a small non-profit (20 members). No taxable sales; no employees. Members pay yearly dues every December for the next year. We make money selling food/drinks and washing cars at our monthly BBQ's (and we also receive anonymous donations) .Our bills are utilities, insurance, property tax and buying supplies for BBQ's and the operation. When starting, can I just take the bank statement from last January 1st and plug that in as a starting balance (a video said to use Dec 31st which I didn't understand)? Then, plug in the couple of checks we wrote during the year? In January, we'll open a new bank account and connect that to our QB account. Thank you.

Re: How to Customize Invoices in QuickBooks Online

reyguitche04 — Tue, 20 Nov 2018 18:10:41 GMT

My company is charging an extra amount for credit cards payment. Is there a way to customize the bottom portion of the Invoice like probably inserting "Credit Card Fee" before the "Totals"?

The Credit Card Fee will be based on the Gross Sales + Vat.

Re: How to Add Independent Contractors and Track Them for 1099s in QuickBooks Online

chkahn12 — Mon, 19 Nov 2018 04:59:01 GMT

Is tracking 1099s still only available in QBO Plus or is this now available in Essentials and Simple Start?

Re: Sales Tax in QuickBooks Online

Wise Agbetsiafa — Fri, 16 Nov 2018 12:04:31 GMT

Hi team;

Ghanaian Tax Laws stipulate the following scenario:

Total Sales 100.00

CST (6%) 6.00

NHIL (2.5%) 2.50

GETFund (2.5%) 2.50

Sub-total = 111.00 based on which we must compute VAT.

How do we do the Tax Groupings? We did it but the VAT was being computed only on the Total Sales + only 1 of the above 3 Taxes

Re: How to Use Features and Functions in QuickBooks Online

tmcsales — Mon, 12 Nov 2018 19:11:59 GMT

We're interested in the QB Online "Essentials" version. However, we have 2 contractors working for us who do the same work for the same amount each and every month. Could we use the Essentials version or is the "Plus" ver. absolutely required. No one except the bookkeeper needs to fiddle with that - one time per month: this isn't worth $13 extra so can it be managed without the upgrade? Thanks for an insightful opinion on this.

Re: How to Customize Invoices in QuickBooks Online

Anonymous — Wed, 07 Nov 2018 17:13:23 GMT

, totally agree. For now, the only option is to do all caps, but that in and of itself doesn't look as clean as what I think you're envisioning. I will funnel this information upward!

Re: How to Customize Invoices in QuickBooks Online

Anonymous — Wed, 07 Nov 2018 17:12:30 GMT

, what kind of data fields are you looking for?

Re: How to Customize Invoices in QuickBooks Online

bigjay615 — Wed, 07 Nov 2018 02:31:12 GMT

i recently switched from desktop and was able to have certain info not appear on a printed estimate or invoice that i had visible on screen.

how do i that on online, or do i need to switch back???

Re: How to Customize Invoices in QuickBooks Online

Frank6 — Fri, 02 Nov 2018 16:11:34 GMT

It would be amazing to be able to change the appearance of a Custom Field - I want to use it to draw attention to the user that they are on AUTOPAY and it needs to be a BIG font with some COLOR.

Re: Enhancing Invoices and Sales Forms

bgatcorva — Wed, 31 Oct 2018 13:32:26 GMT

Can you add the sales tax on each line item of an invoice?

Re: How to Customize Invoices in QuickBooks Online

penki — Mon, 29 Oct 2018 12:13:01 GMT

I have created a non UK EC invoice style - it needs to have a default message but if I put on it amends the UK invoice as well - how do I just do for the relevant one?

Re: Am I Ready to Get Started in QuickBooks Online?

Anonymous — Wed, 16 Jan 2019 15:41:55 GMT

Hey @sandralock,

Thank you for the comment. This is a landing page for our various tutorials on Getting Started with QuickBooks Online. Please explore the main page to find our several "How to" tutorials.

Sales Tax in QuickBooks Online

Anonymous — Mon, 29 Jul 2019 22:53:44 GMT

Re: Am I Ready to Get Started in QuickBooks Online?

sandralock — Fri, 19 Oct 2018 03:32:18 GMT

This tutorial runs in circles and never gets to actual instruction on how to use the site. It talks about what one will be able to do but not how to do it. I consider this a waste of time. Lets get to the instruction and real examples please.

Enhancing Invoices and Sales Forms

Anonymous — Fri, 19 Oct 2018 17:47:39 GMT

Invoice and Sales Form Basics

Anonymous — Fri, 19 Oct 2018 17:47:58 GMT

Re: Financial Reports and Reporting Features

sicba — Mon, 15 Oct 2018 18:53:18 GMT

We have a vehicle loan set up as a long term liability. When I do the budget, only income and expenses show - so the monthly amount paid towards this loan is not showing as an expense. How do I fix this?

Re: Understanding (and Separating) Owner Funds and Company Funds

Rustler — Tue, 09 Oct 2018 20:38:02 GMT

I didn't write the article, If I had it would have been different.

Some folks like using the expense form, that is a title not a function, you can put balance sheet accounts on it

There is, quite often, more than one way to make entries, what counts is NOT how you did it, but that the accounts posted to are correct

Re: Understanding (and Separating) Owner Funds and Company Funds

tlhunt0704 — Tue, 09 Oct 2018 17:19:35 GMT

Could you please elaborate as to why the expense form is used to record personal purchases paid for with company funds? These types of transactions are not an expense to the business. They are transfers between two balance sheet accounts (the business checking account and owner's draw.) As such, it makes more sense to use the write check, bank transfer or journal entry functions. Of the three options, I have found the write check function to be the most appropriate. It accomodates debit card and ach transactions along with class tracking.

Not all money out or purchase transactions are business expenses, however, when these types of transactions flow through a business checking account they must be accounted for. This is key to accurate reporting and recordkeeping. Because we are working with the business's financial records, only true business expenses should be entered as an expense type transaction.

Re: Understanding (and Separating) Owner Funds and Company Funds

Rustler — Tue, 09 Oct 2018 11:55:35 GMT

Could someone please explain to me why you would enter personal purchases paid from a business account as an expense when it is not?

You are correct, you do NOT do that. business funds used for personal expenses are an equity draw (sole proprietors & partnerships)

Furthermore, why you would use the write check function to record such purchases when they are paid by debit card or thru ACH?

Write checks is a data entry form. ACH, EFT, and a Debit card are just methods of electronic checks. Use write check, change the check number to ACH, EFT, or DB, do not print, and enter the transaction.

I believe I may be getting hung up on terminology and the difference between expense and expense accounts in Quickbooks Online. Any applicable information that would help to clarify this for me would be greatly appreciated.

Re: Understanding (and Separating) Owner Funds and Company Funds

tlhunt0704 — Tue, 09 Oct 2018 01:36:00 GMT

Could someone please explain to me why you would enter personal purchases paid from a business account as an expense when it is not? Furthermore, why you would use the write check function to record such purchases when they are paid by debit card or thru ACH? I believe I may be getting hung up on terminology and the difference between expense and expense accounts in Quickbooks Online. Any applicable information that would help to clarify this for me would be greatly appreciated.

Managing and Avoiding Payment Holds

AmyBivin — Wed, 10 Oct 2018 17:06:45 GMT

If you have an Intuit QuickBooks Merchant Account who uses our credit card or ACH processing services, then this is an informative article for you. Learn how to deal with a payment on hold. Learn how to get your money faster and avoid unecessary fees.

Understanding Payment Holds

AmyBivin — Tue, 16 Oct 2018 01:15:58 GMT

Getting paid is important to everyone, especially small business owners. So when something goes wrong, it is important to understand why, how to manage the issue and how to minimize these in the future. In this article, we will guide you through the what the typical payments process cycle looks like and some specific scenarios where holds occur. If you are currently experiencing payment holds, additional guidance is provided in our next article, “Managing and Avoiding Payment Holds”.

In order to have the best possible experience, we encourage you to read through this entire article to gain a thorough understanding of payment holds. If you are short on time and need some quick guidance, you can also click on the individual links below to jump to the areas that interest you the most.

Contents

When to Expect Funds in Your Account
Good to Know - Credit Card Processing Cycle
What Triggers a Hold?
What Happens When Funds Are Placed On Hold?
What Happens When You (the Business Owner) Void a Credit Card Transaction
What Happens When Your Customer Voids a Credit Card Transaction

When to Expect Funds in Your Account

When you are using an electronic payments system, it is important to have the right expectations of when funds will hit your bank account. The time it takes to process payments can vary based on a number of factors, such as the time of day. For QuickBooks Online Payments users, credit card payments typically deposit in about 2-3 business days and free ACH Bank Transfer payments deposit in about 2-7 business days.

Good to Know - Credit Card Processing Cycle

What Triggers a Hold?

When something unexpected occurs in your transaction(s), a hold may be placed on the funds. Here are some common reasons for holds:

When your payment processing exceeds the established maximum dollar amount expected on your account
When a transaction is processed after several authorization attempts and failures
When certain transactions require verification of your business type to ensure it is compliant with the Intuit Acceptable Use Policy
When our systems identify processing patterns that pose a risk to any of the parties involved: You, your customer or to Intuit.

What Happens When Funds Are Placed On Hold?

Intuit will attempt to contact you via the phone number you have provided on your merchant account. You will then receive an email with detailed instructions on what additional information is needed in order to complete our review. For example, we may ask for a detailed invoice with the cardholder's name and billing address as they are reflected on file with their bank. To resolve the issue as quickly as possible, please submit any requested documents as soon as possible.

When will Intuit release these funds?

We are unable to deposit any money from funds on hold until we complete our review. Once all of the requested information has been provided, the review is typically completed within 2 business days.

What Happens When You (the Business Owner) Void a Credit Card Transaction?

If you void a transaction prior to batching, the authorization for that amount remains, placing a hold on the customer’s credit card for around 7-10 days (or up to 30 days, depending on the policies of the cardholder’s issuing bank).

What Happens When Your Customer Voids a Credit Card Transaction?

A chargeback is a transaction that has been disputed by the cardholder or card issuer. Here are the most common reasons for chargebacks. Listed below each bullet is a list of documents to dispute the chargeback.

The cardholder claims they did not get the merchandise or service.
- Rebuttal addressing the Cardholder's claims.
- Proof of Delivery.
- Signed proof of pick-up.
The cardholder claims the merchandise or services were not as initially described or were received in defective condition.
- Rebuttal addressing the Cardholder's claims.
- Proof that merchandise/service matched the description.
- Proof that the Cardholder did not attempt to return the merchandise.
- Proof of ongoing negotiations between the Cardholder and the Merchant.
- Outside opinion from a third party expert in support of the Merchant's rebuttal.
The cardholder claims the transaction was cancelled and/or the merchandise was returned.
- Rebuttal addressing the Cardholder's claims.
- Proof that the Merchant's return/cancellation policy was properly disclosed to the Cardholder at the time of sale.
- Proof that the Cardholder's cancellation/return was not in accordance with the Merchant's properly disclosed policy.
The cardholder does not recognize the transaction.
- A copy of the Transaction Record with showing what was purchased.
The cardholder claims fraud or unauthorized charge.
- A copy of the signed and swiped receipt (if applicable).
- Rebuttal letter, Invoice, proof of delivery.
- Compelling evidence (i.e. photographs, emails, etc.), to support that the Cardholder made the Transaction and has received the merchandise/service.

Duplicate transactions.
Failure to respond to an inquiry (American Express only).

Please note: Even if you work with Intuit to successfully reverse a chargeback, you still need to pay a chargeback fee. The chargeback fee is not a penalty fee but a processing fee for handling the issue on your behalf.

If you have received a chargeback, DO NOT issue a credit to the cardholder since they already received a credit from their bank upon the processing of the chargeback.

If you have need help with payment holds, please continue reading more in our next article “Managing and Avoiding Payment Holds.

Re: Data structure when converting your QuickBooks for Windows file to QuickBooks Desktop for Mac

abouttodumpintu — Mon, 01 Oct 2018 22:18:58 GMT

support not answering the phone again

Data structure when converting your QuickBooks for Windows file to QuickBooks Desktop for Mac

BrandonT — Tue, 02 Oct 2018 18:35:14 GMT

You can convert any company file to a Mac version from a U.S. version of QuickBooks Pro, Premier, and Premier Accountant Edition for the same year as your version of QuickBooks for Mac or the two previous years. In other words, if you have QuickBooks for Mac 2019, you can convert your file from QuickBooks for Windows 2017, 2018, and 2019.

Before you start, be sure that you are familiar with what data is converted from QuickBooks for Windows to QuickBooks for Mac.

Data that is and is not converted from QuickBooks for Windows to QuickBooks for Mac

Although Intuit has used reasonable efforts to include all features affected, Intuit disclaims that all features are included in these lists. Be sure to compare the newly-converted data with the original data to learn what data was not converted.

Data that is converted from Windows to Mac

Account list (chart of accounts)
Customer list
Vendor list (notes will not be converted)
Item list
Payment terms list
Shipping via list
Customer type list
Vendor type list
Employee list (notes will not be converted)
To do list (alerts will not be converted)
Other names list (without notes)
Job types list
Payment method list
Customer message list
Classes
Reminders (alerts will not be converted)
Links between pay items and other items
Custom field definitions
Transactions and their links:

Invoices
Bills
Deposits
Payments
Transfers

Memorized transactions
Multiple estimates per job
All list reports
History of QuickBooks versions used with the data file
Transaction statistics
1099 categories
Notes
Audit trail
Preferences

Company name and address
Which features are enabled

Time and activity records
Budgets
Reconcile
Address book data
Income and expense tracking by class (available in QuickBooks for Mac using Profit & Loss by Class reports)
Job costing data (available in QuickBooks for Mac using Job Profitability reports)
Vehicle list

Data that is not converted from Windows to Mac

Important: QuickBooks for Mac does not support multiple currencies. Since accounts and balances are affected by the multiple and home currency settings, these settings cannot be changed in QuickBooks for Windows once they have been set. If you have used multiple currencies in your Windows company file, you will not be able to convert your data for use in QuickBooks for Mac.

Some features and data will NOT be converted from Windows to Mac, including (but not necessarily limited to) the following:

Any data if you have used multiple currencies in QuickBooks for Windows.
Intuit integrated payroll and payroll list items (QuickBooks for Mac uses Intuit Online Payroll)
Online banking transactions that have not been accepted into a register (transactions that have been accepted will appear as payments, deposits, and transfers with associated links)
Online banking aliases
Customized settings for forms like invoices, estimates, statements, and purchase orders (forms can be customized in QuickBooks for Mac)
Multiuser data, such as usernames
User passwords (QuickBooks for Mac supports administrator password)
Memorized reports
Business planning, expert analysis, and business optimization tools
Customized price levels
Integration with third-party applications, including Microsoft Word, Outlook, and ACT!™
Merchant account services (you’ll need to set this up again in QuickBooks for Mac)
Sales order and back order tracking (available in Premier versions of QuickBooks for Windows)
Assembly items (available only in Premier versions of QuickBooks for Windows) will be converted into non-inventory part items
Budgets created without an associated account
Transaction type “EFP payroll” (will convert into a payroll liability check)
Workers comp list
Fixed asset item list
Multiple “ship to” addresses, Preferred Send method, and payment information for Customer:Jobs
User-added columns to lists

Unsupported reports

The following preset reports are currently not supported by QuickBooks for Mac 2019. You can, however, create many of these reports using the customization, filtering, and memorization features in QuickBooks for Mac.

Profit & Loss Unclassified
Open Purchase Orders by Job
Sales Tax Revenue Summary
Pending Builds
Income Tax Preparation
Profit & Loss Budget Performance
Fixed Asset Listing
Voided/Deleted Transactions (available in Premier versions of QuickBooks for Windows®)
Voided/Deleted Transactions History (available in Premier versions of QuickBooks for Windows®)
Closing Date Exception (available only in Premier versions of QuickBooks for Windows®)
Open Sales Orders by Customers (available in Premier versions of QuickBooks for Windows®)
Open Sales Orders by Item (available in Premier versions of QuickBooks for Windows®)
Adjusted Trial Balance (available in Premier versions of QuickBooks for Windows®)
Adjusting Journal Entries (available in Premier versions of QuickBooks for Windows®)
Forecast Overview (available in Premier versions of QuickBooks for Windows®)
Forecast vs. Actual (available in Premier versions of QuickBooks for Windows®)
All payroll and workers comp reports

Unsupported report filters

The following report filters are currently not supported by QuickBooks for Mac. The balances of memorized reports that were created using these filters will not match balances in the original data file.

Name Email
Paid Thru
Sales Tax Code
Template
Online Status
Printed Status
Voided
Workers Comp Code
Is Adjustment

Re: Coming back to QuickBooks Mac from QuickBooks Online - What to Expect

BrandonT — Fri, 28 Sep 2018 16:32:15 GMT

Thanks for your comments. You bring up an excellent point about fiscal year end. Sage advice indeed ~BrandonT

Re: Coming back to QuickBooks Mac from QuickBooks Online - What to Expect

lynda — Fri, 28 Sep 2018 00:07:41 GMT

Great article ! Thank you for letting us know the steps.

After reading this, I would actually recommend if a customer wanted to make the transition back to QB Mac, I would recommend the following:

Wait till their fiscal year end and then start a new file.
Use their balance sheet from their tax return as their opening entry.
Abandon QBO.

But to be honest, I would probably convince them to stay in QBO first! :cathappy:

Lynda

Coming back to QuickBooks Mac from QuickBooks Online - What to Expect

BrandonT — Thu, 25 Oct 2018 18:53:30 GMT

Re: How to Connect Bank Accounts and Use the Bank Feed in QuickBooks Online

Anonymous — Wed, 26 Sep 2018 21:20:33 GMT

Hey ,

The short answer is yes, but it will take some extra steps. Another user, posted a similar question a few months ago. Essentially, if your bank supports this feature, you can use WebConnect to download transactions from your online bank data and upload them into QuickBooks Online. Is this what you're looking for?

Re: How to Review Open Invoices and Send Payment Reminders and Balance Forward Statements in QuickBooks Online

Anonymous — Wed, 26 Sep 2018 20:22:00 GMT

Hey ,

Thank you for sharing your feedback on the article. The primary focus of this piece was how to manage current open invoices that have yet to be paid. It sounds like you want is a report that gives a summary of all Invoices, Estimates, Sales Receipts, and forms you've sent to a specific customer for a specific point in time. This is definitely possible in QuickBooks!

There are a couple of ways to get this information. First, you can go to the Sales Tab and then the Customers subtab. Select the customer you are interested in from the list and you'll be brought to their profile page. At the bottom, you will see a list of all of their transactions. Check the boxes next to the transactions you want to include in a report, click Batch Action, and then select "Print Transactions." You can also export these to a CSV Excel file if you want to save some paper.

The second way is to go to the Reports Tab and search for the Sales by Customer Detail Report. Set the date range to "This year" and then click "Run Report." This will bring up a list of all completed sales transactions by customer. If you want to narrow down the details even further, you can use the filters above the report or click the "Customize" button to add various criteria.

Additionally, if you only want to see a customer's open or outstanding balance (not including completed transactions), search for the Customer Balance Detail report and follow these same steps.

I hope this helps, please reach out if there are anything other topics you're interested in! I will also include a link to more resources on financial reports: Setting up for Success with QuickBooks Online: Financial Reports and Reporting Features.

Re: How to Review Open Invoices and Send Payment Reminders and Balance Forward Statements in QuickBooks Online

Jellad — Wed, 26 Sep 2018 14:24:43 GMT

Sorry that was no help, it is a simple thing. I want to send statements to my customers that show all invoices and statements from the beginning of the year..... I would think that all accounting packages would be able to do this. Should this not be a very basic thing to do. I have gone in to statements and hit save and send thinking that of course it would show everything. I was very annoyed when my customers got back to say that none of the payments were included. Come on what else is a statement only everything on the account.....................Am I missing something here.

Re: How to Connect Bank Accounts and Use the Bank Feed in QuickBooks Online

PlyDani — Wed, 26 Sep 2018 13:41:00 GMT

is it possible to sync my bank statements from prior to the 90days cut off and last year? I'm doing my first Profit/Loss accounts from Feb 2017 (very late I know!) to end of Sept 2018 and it looks like I'm literally going to have to sit and enter each item in/out individually of my bank account pre 90 days ago...help!

Re: Your First 15 Minutes with QuickBooks Online

KimberlyT1 — Fri, 21 Sep 2018 15:46:06 GMT

I'm so happy to see your comment! Just as mentioned, I'm working on the Getting Started with QuickBooks Self-Employed guide. Laying the foundation and getting started on the right foot can help you learn and maintain best practices, while also boosting your confidence when it comes time for tax season! I look forward to hearing what's most important to you.

Re: Your First 15 Minutes with QuickBooks Online

Anonymous — Fri, 21 Sep 2018 00:20:12 GMT

Thank you , I appreciate the feedback.

Even though you're using QuickBooks Self-Employed (which is also online, but different from QuickBooks Online), there are a few articles in the current Getting Started series that might be very useful, such as the QuickBooks Encyclopedia. We plan to roll out a Getting Started with QuickBooks Self-Employed in the near future... stay tuned! Anything specifically you want to know about your accounts and settings?

Re: Your First 15 Minutes with QuickBooks Online

prglenn — Fri, 21 Sep 2018 00:18:55 GMT

This article is all well and good....except...My gear icon does not give "account and settings" as an option. I have QB Self-Employed online. Is this because I only have the basic subscription?

Re: Your First 15 Minutes with QuickBooks Online

MichaelDL — Thu, 20 Sep 2018 19:35:12 GMT

Hello and welcome to the Community, .

In order to answer that question, I'd like to explain a bit about how QuickBooks Online stores your data. QBO is a marvel of modern cloud computing, meaning that your company's information is kept on Intuit's world-class servers instead of your local PC. This way, all you need to access your data from anywhere at anytime is an internet connection.

There's no need to worry about saving your file on your computer or a flash drive since the data is constantly updated and secured on Intuit's back-end. A broad overview of the routine goes as follows:

Any time you update information in your QBO file, the the data is stored to two physical hard drives.
Periodically throughout the day, the updated data is copied to an external third drive in case something happens to the first two.
Regardless of changes or activity, automatic backups are made every night. The third drive is also regularly moved off-site to a secure location to ensure your data's utmost privacy.

This information is also detailed in our article on whether or not you need to backup your data in QuickBooks Online. We also offer a guide on why your QuickBooks Online data is secure that you may find helpful.

Rest assured, your information is in great hands. Please feel free to get back in touch with me here should you have any additional questions or concerns. Thanks for reaching out, wishing you a wonderful rest of your day.

Re: Your First 15 Minutes with QuickBooks Online

Kamran — Thu, 20 Sep 2018 13:39:59 GMT

Please let me know how can we get full backup of quickbook online on a daily basis and what will be the format of data file

Re: Quick Conversion Reference - Converting from QuickBooks Desktop to QuickBooks Online

clurr97 — Thu, 20 Sep 2018 10:20:30 GMT

Yes this can be a good thing for all the benefits above. Beware of stock if you have it. Make sure you do a full stocktake before hand and that your records in Qb match then copy and save a back up. Make sure you have back ups of everything.

If you do the upgrade- your data will have to be sent off for a week if you are lucky before you can use the online version fully. We went from a old desktop to this and it took a month before their developers were able to convert the data successfully, with many painful calls chasing the slowness of it etc. Problem is that the developers are in India and work different time zone to UK and talking if issues/questions etc. We then has a months worth of invoicing from the desktop to add into the online system plus a months worth of purchase and other transactions to enter. Best to schedule in to quiet time.

Also if you use Rep facility and rely on it to run commissions which we did. ITS NOT IN ONLINE version! major issue for us. We have to use a thing called CLASS and manually enter the rep initials for every product sold on every invoice for every customer, having a master paper file of reps. You CANNOT set a rep for the customer as before.

How to Reconcile an Account in QuickBooks Online

Anonymous — Thu, 13 Sep 2018 16:39:41 GMT

Account reconciliation is the process of matching transactions entered into QuickBooks Online against your bank or credit card statements. This review should be done on a regular basis, once a month at the very least when you receive your statements.

The process itself can be done fairly quickly if you connect your online bank accounts to QuickBooks Online and perform regular upkeep throughout the month. It's also important to learn how to use the Undeposited Funds account so transactions in QuickBooks match what's recorded on your bank and credit card statements.

Why do I need to reconcile my bank accounts in QuickBooks Online?

The balances in QuickBooks Online need to match your bank and credit card records so you have accurate financial data. Naturally, financial reports are only valuable if the base information is precise.

Moreover, your records need to be accurate when its time to file your taxes. By compiling and maintaining your account data throughout the year, you'll be well ahead for your next filing.

There are other underlying benefits as well. If you regularly reconcile your accounts, you'll know exactly how much money your business has in the bank and that you're always working with accurate data. Equipped with this knowledge, you can make smart, informed business decisions.

If you don’t already, build account reconciliations into your routine. Future you will thank you.

Get started reconciling your accounts in QuickBooks Online

Select the Accounting Tab from the Nav Bar and then the Reconcile sub-tab. Start with your checking account and work your way through each connected bank and credit card account one at a time.

Enter the Ending Balance and Ending Date as they appear on your bank statements. If the number you enter doesn't match the beginning balance recorded in QuickBooks, that's ok - we're about to figure out why.

Tip - print out paper versions of your bank statements and collect them in the same, accessible place (a folder, a drawer, anywhere but the floor). Having printed copies makes a side-by-side comparison much easier. When you're done, file these papers away and clear the space for next month's documents.

Go through your accounts in QuickBooks line-by-line, checking that individual item amounts and aggregate totals match what's on your bank statement. Do this until the difference between the QuickBooks account and your bank statement(s) is $0.

Check out the reconciliation basics video above. The pro-tips at (0:52) and (1:12) will help you breeze through reconciliations and tackle any unforeseeable roadblocks.

Remember, the difference between what’s recorded on your bank or credit card statements and the relevant QuickBooks account should be...

If you don't get to $0.00, don't worry. As the video notes, bank service charges, checks that are not cleared by your bank but are entered in QuickBooks, and transactions that posted to the bank but aren't recorded in QuickBooks are a few common causes for slight ending balance variations.

Generally, these problems can be avoided if you only record transactions as they occur in real-time (or very soon after) and reconcile accounts frequently - it's far easier to recall month-old details compared to 6 months old.

Track down these anomalies systematically. Take it slow and check these common problem areas first before calling your accountant. There's a solution for each of these scenarios.

Following a procedure (whatever works best for you) will surely lead to a resolution. To start, narrow down the scope of your search: if there's a big difference, there may be one or several skewed transactions; if the difference is marginal, it's probably a fee or missing sales tax.

What happens if there's a different opening balance in QuickBooks this month, even though you reconciled your accounts correctly last month? That means there's a discrepancy somewhere in the books. Reconciliation discrepancies can be caused by one of the following reasons:

Previously reconciled transactions have been modified, deleted, or added
Reconciliation adjustments (Journal entries, etc.)

If you have a discrepancy, follow the steps outlined in this troubleshooting guide. For a deeper dive into common reconciliation questions, check out these issue-specific articles:

Any other tips I should keep in mind to be successful?

Make reconciliations habitual. Do them the same time every month, preferably soon after you receive your bank statements so you can make quick corrections.
As we mentioned earlier, when done regularly, bank reconciliations will make filing your taxes much easier. If you don't have all of your accounts connected to QuickBooks, note that your end of year numbers won't reflect the breadth of your business. Adding accounts retroactively may be quite difficult since you won't have nearly as much time to review the numbers.
If you prefer a visual reconciliation guide, try this article from the QuickBooks Resource Center.

What’s Next?

Check your Progress

Am I Ready to Send an Invoice in QuickBooks Online?

How to Send Paper Invoices in QuickBooks Online

Anonymous — Thu, 13 Sep 2018 17:06:11 GMT

While many businesses send digital invoices via email, some customers still prefer carbon copies. If records are stored digitally, they're easy to access and organize. Creating, sending, and managing paper records in QuickBooks requires a bit more planning and forethought. Do what makes sense for your operation, but always consider your customers' preferences.

Why should I send a paper Invoice?

Let’s reframe the question: if customers request a carbon copy, can you encourage them to go digital?

The advantage of digital Invoices is you can never really lose them. A deleted Invoice can always be recovered from an email trashcan, and in extreme cases, you can instantly send them another copy. There’s also virtually no wait time and thus no additional delays in payments. This a huge plus for busy buyers and sellers. If customers absolutely need a carbon copy for their records or simply prefers sticking to their routine, they can always print out the emailed version.

Then again, going the extra mile and sending them a printed copy may pay dividends in customer satisfaction.

Get started sending paper invoices

To create a paper version, follow the normal Invoice creation process (if you need a refresher, check out “Your First Hour with QuickBooks Online”): add your customer’s contact information, the items being purchased, and check the tax and totals.

When you’re ready to print the Invoice, scroll to the bottom and click Print or Preview.

You’ll see a PDF preview of what the Invoice will look. Decide if you need to make any adjustments and if everything looks good, click Print.

Once you have the paper copy in hand, close the preview and go back to the Invoice. To record the Invoice, go down to the bottom of the form but instead of clicking Save and Send, click the arrow and select Save and Close.

By clicking Save and Close, the transaction gets recorded into QuickBooks but the digital form isn’t sent to your customer’s email, thus avoiding the confusion of receiving multiple copies. When you receive the payment against the paper invoice, you would follow the same process as a digital invoice and continue to digitally record the accounting.

Any other tips I should keep in mind to be successful?

While you may be tempted to send customers digital and paper versions of the Invoice, to avoid confusion, it’s best to stick with only one method. If you really want to send both, write “void” or “this is a copy” somewhere on the printed form so customers don’t accidentally pay you twice. Unless your customers are exceedingly organized, sending multiple copies complicates the process unnecessarily.

What’s Next?

Check your Progress

Am I Ready to Send an Invoice in QuickBooks Online?

How to Review Open Invoices and Send Payment Reminders and Balance Forward Statements in QuickBooks Online

Anonymous — Thu, 13 Sep 2018 16:58:07 GMT

Being proactive means keeping a close eye on open invoices. Knowing what customers owe you, developing clear policies, and planning accordingly are incredibly for sustaining your business.

In QuickBooks Online, there are a few tools and simple review techniques you can incorporate into your workflow that will help you professionally manage open and overdue payments.

How to Add Independent Contractors and Track Them for 1099s in QuickBooks Online

Anonymous — Thu, 13 Sep 2018 16:49:43 GMT

Many small businesses hire short-term or bring on independent contractors to complete projects. Properly accounting for expenses associated with their work is mission critical.

If you are using QuickBooks Online Plus, you can track these expenses and file 1099-MISCs for your independent contractors. It’s essential that you follow the process outlined in this article, not only for good accounting but legal reasons as well. There are also hired-wired 1099 features that only work up if you utilize these workflows.

How to Customize Financial Reports in QuickBooks Online

Anonymous — Thu, 13 Sep 2018 17:08:21 GMT

Use custom reports to get the data that matters most to you.

While general reports in QuickBooks provide tons of actionable financial data, custom reports let you pull the exact data you need to dive into the nitty-gritty details of your business. This depth of understanding leads to better insights. Better insights lead to better decision-making and actionable outcomes.

Why do I need to customize financial reports?

Foremost, customize your reports so the data makes sense to you. At the end of the day, a report is only useful if you understand what the data is telling you. The filters in the customization module can be used to eliminate extraneous details or pull additional data points so you can easily zero-in on account specifics.

Moreover, narrowing the scope of reports helps you learn more about how each part of your business impacts its overall health. These insights empower you to make more informed financial decisions.

Get started customizing financial reports

Most reports can be customized using a consistent set of filters and display settings. These are particularly useful for narrowing the scope of the data in order to simplify your analysis.

Start from the Reports Tab. Select the “All” sub-tab to browse through the complete list of reports in QuickBooks Online, or use the search bar to find a specific report.

There are two ways to customize reports and both paths lead to the same customization modal:

Method one: click the () next to a report on the list and select “customize.”

Method two: if you’re already viewing a report, click the button to apply customizations.

Before going deep into the customization modal, all reports have a basic set of filters at the top of the page. These let you adjust the report period and toggle between cash and accrual calculation of the report.

Once you click customize, a variation of following modal will appear (the filters available vary from report to report):

Use the expand arrows () to bring up the nearly limitless customization options. It’s up to you to figure out which filters and display options work best for your needs.

Rows/Columns- lets you modify which columns and rows display on reports.
Filter- lets you select the specific accounts, sub-accounts, customers, vendors, and items that appear on reports.
Header/Footer- lets you toggle data tables and other information that appears reports, such as date and time prepared.

Remember - your ultimate goal is generating data that informs your financial and operational decisions. The data is only useful if you know how to interpret it.

Show me why I should run a custom report

Let’s customize a Profit and Loss Report so it’s easier to understand. QuickBooks has a number of semi-customized reports available. Personally, I prefer using the “Profit and Loss Report by % of Total Income Report” over the standard Profit and Loss Report because I can easily distil my business’ performance at a glance - it breathes life into what are otherwise flat numbers.

I also prefer percentages over raw numbers because I don’t have to do any calculations to understand the relative significance of particular income and expense categories.

For this Profit and Loss Report by % of Total Income Report, I applied the following customizations:

Items as% of income - so I can quickly see which areas of my business are having the biggest impact on my bottom line ( Customize > Rows/Columns )
Columns by month- so I can compare performance trends month-over-month ( Customize > Rows/Columns )
Negative numbers in red- so I can see where I’m taking the biggest hit
( Customize > General )
Removed the company name- so there are fewer words on the page ( Customize > Header/Footer )

I made one additional customization that’s visible when I expand the report - Items as a % of Row ( Customize > Rows/Columns ). This lets me see which items brought in the majority of my income for the month and which month had the most sales for each item.

In a few seconds, I know that Fountain and Garden Lights sold well in January, Plants and Soil has brought in the most income to-date, and my combined Landscaping Sales account for roughly 44% of my total sales income in December. February wasn’t such a good month. Maybe it was the season?

Thanks to customization, I know Spring is an opportunity to rally.

Any other tips I should keep in mind to be successful?

If you want to email, print or export your report, click the icons at the top of the report page. This is the easiest way to share data with your team. Don’t forget to provide a brief summary of your findings.

Once you’ve found your perfect set of filters, you can save your customizations by clicking the “Save Customization” button at the top of the report. Give your custom report an accurate yet catchy name so it's easy to remember.

If you create a report group, you can choose who can access these custom reports. You can even schedule reports to run and be sent out automatically via email (with the option to attach it as an excel file).

Check your Progress

Am I Ready to Send an Invoice in QuickBooks Online?

What’s Next?

Understanding (and Separating) Owner Funds and Company Funds

Anonymous — Fri, 28 Sep 2018 18:04:34 GMT

We see lots of questions on QBCommunity about how to handle scenarios where the owner either puts money towards their business out of personal funds or uses business funds to pay for personal expenses.

These are both common scenarios and for more than financial reasons, it’s imperative to account for these types of transactions properly.

This will reapply some of the techniques we learned from the “Creating and Managing Accounts” tutorials as you may need to create some new accounts. For the workflows below, it’s very important to follow them in order and exactly as directed so your accounts remain accurate.

How to Record Business Expenses: Paying with Owner Funds | QuickBooks Online Tutorial 2018

Let’s start with a scenario where you, as the owner, paid for an expense for the business out of your own pocket. Create an “Owner’s Contributions” equity account (Accounting > Chart of Accounts > New Account) that you will use going forward.

Now, enter the Expense the same way you'd record a typical expense transaction, entering the date of the purchase and the payment method. In the line item section, enter the expense and then add an additional line item posted to your new Owners Contribution account for the same amount as a negative value. This effectively “zeros-out” the expense. By doing this, your checking account (or whatever account you are paying from) records remain accurate - - you can track what you as the owner have contributed without impacting those numbers.

It’s also wise to utilize the memo section if you want to add an explanation for why personal funds were used – the more documentation you have, the easier tax season will be. You can even create sub-accounts of Owner’s Equity if you want to separate one-off payments from other types of purchases, like assets.

We recommend checking your Owner’s Equity Account in the CoA (click “view register” for more details) and your Profit and Loss Statement after entering an Owner’s Contribution. A quick review shouldn’t take more than a few seconds.

Give it a try - simulate a few of your recent purchases as if you, as the owner, had paid for business expenses out of your own pocket in Quick Books Online Test Drive.

How to Enter Personal Expenses: Paying with Company Funds | QuickBooks Online Tutorial 2018

Now, let’s look at the opposite scenario when business funds are used to pay for an owner's personal expenses. Create an “Owner’s Personal Purchases/Owner's Draw” equity account (Accounting > Chart of Accounts > New Account) that you will use going forward.

The detail type can also be “Personal Expenses” if you want to further differentiate this account from the Owner’s Contribution account you just created (note that the Category and Detail Type can be exactly the same, but the name distinguishes the two).

Enter the expense (in the case of the tutorial, a meal) and use your new Owner’s Draw account. When you go into your Balance Sheet or CoA, you will see the company payment method you used when you entered the expense has been reduced and your Owner’s Draw Account now has a negative balance.

Check your Progress

Am I Ready to Send an Invoice in QuickBooks Online?

What’s Next?