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Monthly Archives: April 2009

QuickBooks 2006 Customers

I received a notice from Intuit QuickBooks Accounting, regarding Quickbooks 2006 customers. It says QuickBooks payroll and other services will be discontinued on May 31,2009. I am pretty sure this does not mean me, as I have 2008 Contractors Edition. I, of course, wanted to ask you. I would also like to get more info on the seminar you are doing on the 19th of May.
No worries. Intuit stops supporting QuickBooks after 3 years, so you’re fine until 2011.

You can find more information about the QuickBooks for Builders & Contractors workshop here: http://www.theqbspecialists.com/quickbooks_training.php 


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

Ruth Perryman - QuickBooks Specialist Written by +Ruth Perryman

Ruth is the an Intuit Premier Reseller that offers great deals on QuickBooks POS and QuickBooks Enterprise. She has provided expert QuickBooks help to thousands of businesses all over the world since 1996.

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Non-Profit Fiscal Year in QuickBooks

I entered a credit card charge of $2700 back in July '08.  The credit card bills are only paid in part each month.  The $2700 is showing up on a P&L for this fiscal year.  Why is that?
If your fiscal year is Jul-Jun, like most nonprofits, July 08 is part of your current fiscal year.  If it’s not, you may need to change your report settings at Company -> Company Information.  For instance, if your fiscal year is Jan-Dec you’ll need to change the month to Jan.

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

Ruth Perryman - QuickBooks Specialist Written by +Ruth Perryman

Ruth is the an Intuit Premier Reseller that offers great deals on QuickBooks POS and QuickBooks Enterprise. She has provided expert QuickBooks help to thousands of businesses all over the world since 1996.

Visit our webstore for great deals on QuickBooks and QuickBooks POS!

How to Add Custom Fields to Invoices and Reports in QuickBooks

I work for a small auto repair shop. I use QuickBooks 2009. When I enter invoices, I include the model and year of the automobile. How can I create a report that shows only the customer and his auto information?
First, create a custom field for auto info:

1. Go to Customer Center and double-click on any customer.
2. Select the Additional Info tab and Define Fields
3. Enter the auto information for all your customers

You can also add the custom field to your invoices:

1. Go to Customers -> Create Invoices
2. Click on Customize button
3. Select Additional Customization
4. Click on the two boxes next to your custom field (should be toward the bottom of the list)

You can also use the custom field to customize reports:

1. Select one of the List reports (Customer Phone List is a good one)
2. Click on Modify Report
3. In the Display box, remove phone and add customer type 


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

Ruth Perryman - QuickBooks Specialist Written by +Ruth Perryman

Ruth is the an Intuit Premier Reseller that offers great deals on QuickBooks POS and QuickBooks Enterprise. She has provided expert QuickBooks help to thousands of businesses all over the world since 1996.

Visit our webstore for great deals on QuickBooks and QuickBooks POS!

How to Setup Donors in QuickBooks for Nonprofits

I am a new Treasurer for a nonprofit using QB 2008.  I'd like to investigate another setup that will allow for structured entry of donors, events, programs, fundraising.  We currently class to identify fundraising, program and administration.  Donors are entered in a memo field.  Jobs are used to identify particular activities, such as a specific fundraising event.  Organizations renting our facilities are setup as customers using a concatenation such as: "Facility Rentals: Private Parties: GroupName".  I would like to investigate setting up donors as a customer type, with all relevant information; renting organizations as a second type of customer; etc.  I'm also interested in knowing whether QB Online would satisfy our needs.  I am hiring someone to setup a server and network in the office so that our current version of QB (multi-user) can be used by more than the bookkeeper. Thank you
You definitely should be using customers for your donors, and entering their donations through the Customers > Enter Sales Receipts and pledges through the Customers > Create Invoices window.  When you received a pledge payment, you use Customers > Receive Payments.  This way you can easily see the payment history of your donors.

The organizations renting your facilities should also be customers.  But the customer center really isn't meant to be used the way you're using it.  Customer should be the name of the donor or organization, use the customer type field or create a custom field to categorize them into donors, private parties, etc.  Both are located on the Additional Info tab in the customer records.  I recommend using the type field for donors and facilities and create a custom field to categorize the type of facilities (private party, etc.)

You're using classes appropriately, except I recommend making a specific fundraising event a sub-class under Fundraising rather than a Job.  You should use Jobs for grants though.  Establish the granting agency as a customer and list each individual grant from them as a Job.  If they are multi-year, you should also set them as a sub-class under Temporarily Restricted funds, which is where you book the revenue.  As you spend down the grant, you transfer the funds to your operating fund.

Are you using Premier Nonprofit or Pro?  The online version is similar to Pro, but I usually recommend Premier Nonprofit for nonprofits because it's got some really useful reports and Word templates not found in the other versions.  If Pro works fine for you, than Online will as well.  But there's a monthly subscription fee, so you may find that it's more expensive in the long run.

Let me know if there's anything else we can help you with! 


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

Ruth Perryman - QuickBooks Specialist Written by +Ruth Perryman

Ruth is the an Intuit Premier Reseller that offers great deals on QuickBooks POS and QuickBooks Enterprise. She has provided expert QuickBooks help to thousands of businesses all over the world since 1996.

Visit our webstore for great deals on QuickBooks and QuickBooks POS!