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Monthly Archives: January 2010

Links to Download QuickBooks Products from the Web

We've been getting a lot of calls from people who need to re-download their QuickBooks products, but they've lost (or deleted) the email link.  Luckily, Intuit keeps a terrific database of QuickBooks downloads for their supported products.  Note:  for those that are unaware of QuickBooks sunset policy, they generally stop supporting a version after three years.  In other words, they no longer support QuickBooks versions older than 2007 and sometime this spring they'll stop supporting 2007as well. 

To make things easier for everyone involved, especially me, we've added a page to our website with links to download all the QuickBooks products currently supported by Intuit.  Just remember, you will need your license and product numbers in order to install them.  You also need to comply with your Intuit licensing agreement.

Links to Download QuickBooks Products from the Web


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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 Produce a Profit & Loss report by Month and YTD in QuickBooks

I am trying to produce a monthly Income Statement or Profit and Loss Statement that will show the percentages for the month as well as the percentages for the year to date.  I can generate a report that has my monthly P&L for September and also my YTD for January through September (with percentages of revenues).  I am looking for a report that will have the percentages for both the month and the year to date on the same report.  Hoping you can help?
Try this:

1. Go to Reports > Company & Financial > Profit & Loss Standard
2. Click the Modify Report button
3. Change the dates to 1/1/09-9/30/09
4. Change Display Columns to Month
5. Click the box next to % of Row


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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 Enter Business Expenses Paid with Personal Funds in QuickBooks

Can you answer another quick question for me? You may charge me if you want… I have a personal account that I have bought some things for the business with… How do I enter those transactions? Is it a journal entry, or do I use the register?  When I pay for personal things with my business account, it comes off my owners capital… And, when I put money in by a transfer, it goes to my owners capital.
You can use an owners equity account in Banking > Transfer Funds.  But that really only works when you actually transfer cash between accounts.  You should use a journal entry (Company > Make General Journal Entries) to book business expenses paid with personal fund (cash, check or credit card) – debit your business expense account and credit your owners equity account. 

However, journal entries can be really confusing for non-accountants so I highly recommend that you avoid this whenever possible even if it means getting a business credit card or devoting one of your personal cards 100% to business expenses.


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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 Invoice for Time and Materials in QuickBooks for Professional Services

I found your contact information on the QuickBooks website.  I am one month into a new civil engineering business.  I have a goal of doing things right from the beginning – so I bought QuickBooks and assumed that I could figure it out.  It is not as intuitive as I anticipated.  In fact, I am not sure that this is the right solution for me.  I am wondering if you would be open to a telephone conversation with me to help me determine a couple of things:

1) Should I be using QuickBooks or is this overkill for a brand new, one man business?  I do have aspirations to grow but is this going to be a distraction in the short term?  Or, should I put in the time to learn it because it will pay off in the form of increased productivity?

2) If I do stay with QucikBooks – what can/should I do with it and what should I not do with it?  I think that part of my trouble is that I am hoping that it will do things for me that it is not made to do.  Specifically, I am trying to get it to keep time by client and by sub-tasks.  But, I can’t figure out how to do that the way I want to.  Maybe I just need to track time using an Excel spreadsheet and import that information to QB.  Still, if I do that, how do I create invoices in QB that show the time charged to sub-tasks?

3) If I do stay with QuickBooks – would it be to my advantage to work with you to just get me set up and running and then let me take it from there?  Obviously, as a new business I am running all on borrowed money now so I am trying to keep expenses to a minimum.  But, I do have to track my time for clients accurately and fairly and I am putting this task off and using Post-It notes for the time being so that I can stay productive.  The QuickBooks thing is not happening for me except now, at 9:15 at night.  This is not going to work.

So, given that background, if I sound like I have the kinds of issues that you can address and if I am potentially your kind of client, I would like to talk to you. 

Which version of QuickBooks are you using?  QuickBooks Premier for Professional Services is a little more than Pro ($250 vs. $150 at Amazon, Costco and Sam’s Club) but it’s tailor-made for businesses like yours.  That said, you can get either version to do what you want: 

  1. Begin by creating service items for your sub-tasks.  Go to Lists > Items List, click the Item button and select New.
  2. Use timesheets to keep track of your time by customer and sub-task.  First, turn it on by clicking Yes under Do you track time at Edit > Preferences > Time & Expenses > Company Preferences.  If you are using QuickBooks Premier, also check the box next to Create invoices from a list of time and expenses.  Then enter your time at Customers > Enter Time > Use Weekly Timesheet.
  3. If you are using QuickBooks Premier, you can add your time to invoices by going to Customers > Invoice for Time & Expenses.  You can also add time to an invoice in any version of QuickBooks by clicking the Add Time/Costs button on the invoice.

Get free QuickBooks support and training!
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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!