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Monthly Archives: June 2010

How to Create a Paid in Full Customer Report in QuickBooks

We use QuickBooks as our main accounts receivable system. I’m trying to generate a list of the clients that are paid in full and still active. Could you help me with this? Regards
I’d start with one of the customer lists in Reports > List.  Both of them already filter for active status, so you only have to add a filter for balance = $0.  You might also want to add the balance column to the report and remove any of the columns you don’t want included.

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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!

News Flash – Taking Your Clients Online: A One Day In-Depth Seminar

As many of you know, I’m a true believe in working with clients remotely, so I really wish I could attend to this Sleeter seminar. San Francisco’s just a little too far to travel, but Doug’s been nice enough to offer all of you a $50 off coupon (see details below).  How great is that?

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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 Book Two-Party Checks in QuickBooks for Contractors

QuickBooks construction client called today, here is the question. They invoiced a client for $100,000. The client made payment in the following fashion: (1) $57,000 to my client for their services on one check, and (2) the balance of the invoice in multiple checks to each subcontractor directly. Should I advise the client to (1) delete the invoice and reissue a invoice for the $57k, or (2) issue a credit for the balance to an account called "direct vendor pay". This client is the one I was talking to you about when we did the webinar. They have NOT started using items yet, so deleting the invoice would not effect the items….I think?
I’d receive this as two payments: one deposited to the checking account for your share, the other deposited to a trade or clearing bank account (you may need to create one) for the subcontractors' share. Then write a “check” to your subcontractors using the same trade/clearing account, or pay the bill using the trade/clearing account if it’s already been entered. Note: the trade/clearing account balance should equal $0 once all the entries are made.

This also works if you receive a two-party check from a customer that you need to send on to the sub.


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!

How to Track Grants in QuickBooks for Nonprofits

I currently use the class system to track grants but, I would like the expenses to be reflected resulting in a balance of each grant. I've read to set the entity up as a customer and the grant as a job. Is there an easier way to do this as I don't want to have to create invoices for each expense etc. Should I have the non-profit edition of QuickBooks?
I recommend using standard job costing for grants.

  1. Setup the granting agency as a customer and each individual grant as a job.
  2. Setup items by grant phase and making them two-sided by checking the "This service is used in assemblies…" box so you can track both the expenses and revenue received for each phase.
  3. Enter your full grant budget using estimates (even if it's multi-year). This allows you to use the Job Estimates vs, Actuals reports, which is the report most granting agencies want to see.
  4. Use the items tab instead of the expense tab on your purchase transactions (bills, checks, paychecks, etc.).

Setting up your file for job costing can be complicated, especially if you're using payroll. If you need help. I did a 4-part series on setting up job costing in QuickBooks for Intuit last summer and the articles I wrote for it are posted at the bottom of my QuickBooks Training page.


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!