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Monthly Archives: September 2009

How to Use Checking Sub-Accounts to Track Restricted Cash Balances in QuickBooks for Nonprofits

Someone once told me that he was able to subdivide his checking account into two (or more) sub-accounts that would still roll-up into one for the purposes of the reconciliation process. In other words, (this was a nonprofit), he had one sub-account for unrestricted cash and another for restricted cash, and when he did his monthly bank reconciliation, QuickBooks recognized that the two sub-accounts both related to the same checking account. I've tried a couple of times to recreate this, but haven't succeeded. Do you know how? What other suggestions might you have for segregating cash on the balance sheet?
First, create two additional bank accounts.  Go to Lists > Chart of Accounts, click on the Accounts button, select New.  Select Bank as the type, click on Continue, name them something easy to remember (like unrestricted and restricted), check the box next to Sub-account of, and select your regular checking account.

If you’ve already setup the two new accounts, you can easily make them sub-accounts.  Begin by making sure they are directly underneath your regular checking account.  If they aren’t, right-click on the diamond next to the account and drag them to the right spot.  Then right-click on the diamond again and drag it to the right.  Be careful not to make one of the new accounts a sub-account of the other sub-account.  If done correctly, they’ll both be indented one space over underneath the checking account.  If not, one will be indented underneath the other sub-account.  If this happens, just right-click on the incorrect account and drag it to the left.  

You may get an error message that you need to put your list in the original order before you can start moving the accounts around.  This will change your list order.  If you don’t want to do this, right-click on the account you want to make a sub-account, select Edit Account, check the box next to Sub-account of, and select your regular checking account.

Now, you can reconcile either of the sub-accounts or the parent account.  When you’re ready to reconcile, select whichever account you want to reconcile.  If you choose the parent account, all the transactions within the sub-accounts will be combined in the reconcile window.


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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, CMA, CFE, CFM, MBA

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

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News Flash – Don’t Open Fraudulent Emails Claiming to be from The Intuit Online team

Intuit is currently investigating fraudulent emails that were sent to some customers the past few days and claimed to be from The Intuit Online Team. The email requests users to update their account information by clicking a link that goes to a fraudulent web site or may download what the email indicates is a “security tool.” Messages of this type frequently include familiar brand logos and legitimate toll-free numbers and postal addresses.

Fraudulent Email

Subject: NECESSARY TOOL

Body: Due to increased security measures our company developed a tool for secured access to the web-page. You should follow these instructions:
- download the tool click here
- install it on your personal computer

In case you don’t install this tool within two weeks from the moment of receiving this letter you will be denied access to services provided by our company.

We are here to support. We want to do everything we can to get you up and running. To contact us, or to view Frequently Asked Questions, please click here. Going forward, you can also click support at the bottom of any page or call us at 800-624-1465. (Don't respond to this email; it was sent from an address that can't accept incoming email.)

Best regards,
The Intuit Online team

Intuit did not send this email and will never use emails to request personal information or update security tools. A copy of the e-mail is shown below should you want to refer to it.

What should you do?

To protect yourself from fraudulent emails and websites, here's what you can do:

  • Be suspicious of any email that asks for personal information, requires you to download anything or requests your authentication information to access your online account.
  • Do not click any links in a suspicious email.
  • Do not download any tools from an email.
  • Delete any suspicious email from your inbox and your trash bin immediately
  • You can get more security information and recommendations on securing your computer on these Security pages.

If you think you've provided personal information such as your login name and password through a fraudulent website, or if you have recently downloaded a “necessary” or “security tool” from a suspicious email, here's what you should do:

  • If you have downloaded the tool, please delete it. You should scan your system using an anti-virus program from a respected Security vendor such as Trend Micro, McAfee, Symantec or Microsoft to remove any viruses that may now be on your computer. Several of these vendors also offer free online security tools.
  • Change your password to prevent unauthorized users from logging into your account. You should make this change from a system that you know is not infected or only after you have removed the virus from your computer.

If you have any questions, please don't hesitate to contact us. We are taking immediate action to stop this from happening and to provide you with the best possible experience.


Visit our webstore for huge savings on QuickBooks!

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, CMA, CFE, CFM, MBA

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

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News Flash – Ruth Perryman Appointed to Intuit Trainer/Writer Network

 

Ruth Perryman, Advanced Certified QuickBooks ProAdvisor, has been named to the Trainer/Writer Network for Intuit Inc., a leading provider of business and financial management solutions for small businesses, consumers and accounting professionals.

The Trainer/Writer Network is an exclusive group of Certified QuickBooks ProAdvisors who deliver training to accounting professionals across the country and work closely with Intuit product and marketing teams.

“I am very excited about being able to deliver the best QuickBooks training and education to fellow accountants and bookkeepers.  Since taking my practice to the next level after moving back to the Sacramento area last year, it is wonderful to have achieved such success in such a short time.” comments Ruth Perryman, Certified Management Accountant and president of The QB Specialists.

“Intuit is fortunate to have Ruth Perryman on board as an approved trainer who can present on a variety of topics relevant to real-world accounting practices,” said Jasen Stine, Program Manager – Accountant Training & Relations for Intuit. “Our focus is on developing the very best training for accounting professionals and advisors, so Ruth Perryman is a valuable addition to our network.”

About Intuit Inc.

Intuit Inc. (NASDAQ: INTU) is a leading provider of business and financial management solutions for small and mid-sized businesses; financial institutions, including banks and credit unions; consumers and accounting professionals. Its flagship products and services, including QuickBooks®, Quicken® and TurboTax® software, simplify small business management and payroll processing, personal finance, and tax preparation and filing. ProSeries® and Lacerte® are Intuit’s leading tax preparation software suites for professional accountants. The company’s financial institutions division, anchored by Digital Insight, provides on-demand banking services to help banks and credit unions serve businesses and consumers with innovative solutions.

Founded in 1983, Intuit had annual revenue of $3.1 billion in its fiscal year 2008. The company has approximately 8,000 employees with major offices in the United States, Canada, the United Kingdom and other locations. More information can be found at www.intuit.com.

Intuit, the Intuit logo, QuickBooks, Quicken and TurboTax, ProSeries and Lacerte, among others, are registered trademarks and/or registered service marks of Intuit Inc. in the United States and other countries. Other parties’ trademarks or service marks are the property of their respective owners and should be treated as such.

 


Visit our webstore for huge savings on QuickBooks!

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, CMA, CFE, CFM, MBA

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

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How to Attach Documents to Emailed Invoices in QuickBooks

I found your website from a google search and I'm looking for some help with our QuickBooks Enterprise software. I'm not sure if we need a custom solution or some add-on that you know of.  What we really want to do is email using Billing Solutions, but be able to attach additional pdf files. Files such as spec sheets, original customer request. I know that we can print using cutepdf writer and then compose new email and attach all the files, but that's such a slow workaround, and it doesn't allow the estimate to be viewed online.  Any help would be greatly appreciated.
The easiest solution, but not necessarily the best, is to change your preferences so you send your invoices using Outlook instead of QuickBooks Email (Edit > Preferences > Send Forms).  However, when you do this Billing Solutions loses some of its functionality.  If these things matter to you, you should probably explore a CRM.  There are several good ones, but I can’t really recommend one in particular without getting a better understanding of your specific needs.  

If you use Outlook or Outlook Express, the following Billing Solutions features will not be available:

•    Sending automatic payment reminders to customers with overdue invoices.

•    E-mailed Forms Delivery Tracking (a Billing Solutions feature that lets you track if and when your customers view the invoices and estimates you send them by e-mail). However, Outlook/Outlook Express users can track their e-mails from their Sent box.

•    Allowing online payment for statements.

•    Adding a View Invoice button in e-mails that customers can click to go directly to the Customer Account Center to view and pay their invoices. With Outlook/Outlook Express, customers can still pay their invoices online by clicking the URL in the e-mail they receive to go to the Customer Account Center.

•    The ability of customers to view estimates in the Customer Account Center.


Visit our webstore for huge savings on QuickBooks!

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, CMA, CFE, CFM, MBA

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

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