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Monthly Archives: February 2010

How to Work with Multiple QuickBooks Files

Even with Intuit’s installation assistance, we still have a screwed-up install.  Right now, this is looking like a clear Windows 7 vs. Windows XP issue because, on XP, it opens the company file with zero problems.  Note that Intuit’s UPGRADE from QuickBooks Pro 2009 to QuickBooks Pro 2010 on our XP system was ANYTHING BUT CLEAN!  It created multiple service accounts, and the Intuit India tech folks, who answer their calls and read from scripts, reinstalled it remotely, but left these extra service accounts on our primary windows xp system – something like QBService19 – and now, the newer installation placed QBService20 service account; and that is apparently what it is actively using.  [some details – we bought a brand new Windows 7 Home Premium 64-bit computer just before Christmas; and upgrade to 2010, since that is what Intuit says is supported]  Since we bought QuickBooks Pro 2010, we get that error (intermittently when FIRST trying to open the company file across the network from Windows 7 system to the actual company file on the XP system):
 
“You cannot open a QuickBooks Enterprise Solutions file using a QuickBooks non-Enterprise Solutions product.”

but we DO NOT HAVE ANY 'Enterprise Products' and we never did – it is something due to installing the product on Windows 7 Home Premium 64-bit. The message is intermittent – does not happen ALL the time, and INTUIT should 'fix it' – but even THEY claim they do not know what triggers that error. fyi, I am going from Windows 7 system, secondary workstation, single-user license – NOTHING is open on the Windows XP Home primary workstation where the database resides – it's not virus or firewall issue – this has been happening since DAY 1! Intuit REFUSES TO FIX IT, because they cannot figure out the problem; their 'so-called support' is just people in India, who are reading from scripts and they are clueless as to how to truly "troubleshoot" the issue – we have created, re-recreated, cleaned the company file, etc. – opens fine on XP; but not in Windows 7 across the network! Error clearly is INTUIT seeing SOMETHING on Windows 7 and on the network and thinking there is some 'Enterprise' data solutions file somewhere – but since it opens OK after a few tries, we have been living with the issue, since INTUIT WILL NOT FIX IT! p.s. We bought 2010 because they said it is fully compatible and supported in Windows 7, yet they apparently CANNOT or WILL NOT resolve this issue – and it is NOT the DATA – the data is PERFECT!

This is the error message you get when you try to open a QuickBooks Enterprise file in Pro or Premier, so it sounds like you may have a rogue QuickBooks Enterprise file on your system.  Even though you’ve never used QuickBooks Enterprise, you may have inadvertently received an Enterprise file back from your CPA, IT consultant and/or ProAdvisor. 

Without taking a look at your system I can’t say for sure, but I believe your two systems are trying to open two different files.  The easiest way to find out is to go to File > Open Previous Company on the XP system.  This will show you the path to the file you want to open.  Then go to the Windows 7 system, select File > Open or Restore Company > Open a Company File and browse the same exact path to the file that the XP System is accessing.

To avoid having this happen in the future, rename your old files and move them into other subdirectories so you don’t accidentally try to access them.  I like renaming old files Archive + the date (i.e., Archive-022810.QBW) and move them into a subdirectory called Archives or Backups.  This way you can easily find all your old files and clearly see the dates each of then were abandoned.

Begin by searching your network for .QBW files.  The easiest way to do this is to right-click on Windows Start, select Open Windows Explorer and search your network for *.QBW.  Once the search is completed, you can easily rename and move all your old files to another subdirectory.  You can also find your rogue QuickBooks Enterprise file by right-clicking on each file listed, select Properties and then the QuickBooks tab.   

Keep in mind – QuickBooks Pro can only open Pro and Premier files, it can’t open QuickBooks Enterprise files.  QuickBooks Enterprise can open Pro, Premier and Enterprise files, but once you open a file in QuickBooks Enterprise you’ll no longer be able to open it in Pro or Premier.  In most cases, the same thing happens with versions.  Once you open a file in a newer version, you normally can't open it back up again in the older version.  For instance, once you open a 2009 file in 2010 you normally can't open it again in 2009 (there are some exceptions if you're using the Accountant's edition). 

If you need additional help, we can make an appointment for me to remote into your system and take a look around.


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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 Process Customer Subscriptions with Paypal in QuickBooks

Hope all is well with you.  I have a question about QuickBooks and PayPal.  We have integrated PayPal purchase data via Simple Port into our QuickBooks desktop app.  It's not clear to us how QuickBooks can be configured to set up these transactions to report expiration of customer subscriptions, and to feed AR reports.  When we sell an annual membership on PayPal, we offer payments monthly.  We'd like to book that sale when it occurs and the payments are reflected in AR.  We'd also like to see an expiration of that sale.
Unfortunately Intuit doesn’t support add-on products, so these are really questions you should ask SimplePort.  In other words, you going to need to configure SimplePort to do what you want, not QuickBooks.  If it can’t, you might want to look into a different paypal integration add-on.  Here are two others you can check out.  I’ve never used any of them, but I’ve used other Big Red Consulting add-ons and they’re fabulous.  Just make sure they do what you're looking for before making another purchase:

Big Red Consultings's Paypal to QuickBooks Link
Traxian's Easy Paypal Integration
You might also want to check out Paypal’s Payment Request Wizard for QuickBooks

Your best bet might be use a QuickBooks merchant account instead.  It offers automatic recurring credit card charges, and the fees are usually less than paypal’s (and if not, Intuit will normally match what my clients are currently paying).  All you’d need to do is enter an invoice for the annual contract and setup the monthly recurring charges, which will automatically reduce the A/R balance each month. 

In addition to the fee matching, Intuit offers my clients various other discounts.  For instance, if you purchase QuickBooks 2010 and signup for a merchant account by 3/31, Intuit will send you $150 gift card.  Since you can pickup QuickBooks Pro 2010 for only $85 at Costco (through 2/28), you actually make money on this deal.  They also offer no setup or monthly fees for the first 60 days. 

Here’s more information:
http://www.theqbspecialists.com/quickbooks-merchant-account.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.

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

How to Un-Apply an Invoice Payment in QuickBooks

You were a huge help today with our QuickBooks.  I am learning the program by trial and error, so your help was very much appreciated!  Can you recommend a helpful, user-friendly QuickBooks book that I can reference when I need  help?  Also, can you e-mail instructions to "un-pay an invoice" as we did it together and I don't remember the steps…
In my opinion, the best general purpose QuickBooks user manual is QuickBooks 2010: The Missing Manual by Bonnie Biafore.  There's one for every year going back at least until 2005.

To un-apply a payment from an invoice, you need to find the payment (the easiest place to find it is usually the Customer Center) and uncheck the incorrect invoice(s) it was applied to.  If the correct invoice is on the list go ahead and check it; otherwise, once you’re done un-applying payments you can then apply the payment to another invoice but opening the correct invoice and clicking the Apply Credits button.


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!

How to Synch QuickBooks with Outlook

Is there I way I can synchronize QuickBooks Pro 2007 and Outlook 2007 together?
Intuit offers a free QuickBooks Contact Synch for Outlook that works with QB 2007, but it’ll probably stop working as soon as Intuit stops supporting 2007 on May 31, 2010.  If you’re a Costco member, now’s the time to upgrade.  They’re offering an additional $60 off through 2/28, so Pro’s only $85 (Premier’s $190).

Get free QuickBooks support and training!
LinkedIn   Google+   FaceBook

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!