How to Track and Apply Customer Deposits in QuickBooks
Written by +Ruth Perryman, CMA, CFE, CFM, MBA





Ruth has provided QuickBooks help to thousands of businesses around the world since 1996. She is an Intuit Solutions Provider, an Advanced Certified QuickBooks ProAdvisor, and a member of the Intuit Trainer/Writer Network. She is also certified in QuickBooks Point of Sale and QuickBooks Enterprise Solutions.
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How to Email a Memorized Invoice in QuickBooks
Written by +Ruth Perryman, CMA, CFE, CFM, MBA





Ruth has provided QuickBooks help to thousands of businesses around the world since 1996. She is an Intuit Solutions Provider, an Advanced Certified QuickBooks ProAdvisor, and a member of the Intuit Trainer/Writer Network. She is also certified in QuickBooks Point of Sale and QuickBooks Enterprise Solutions.
QuickBooks price list | Buy QuickBookse | Free trial of QuickBooks POS | Free trial of QuickBooks Enterprise
Why Not Fix it wth a Journal Entry in QuickBooks
“Hope you can help me with the problem I am having with QuickBooks. I started working for this company before 3 weeks as a Bookkeeper/Accountant who uses QuickBooks Pro 2010 and have Cash Basis Accounting. I am new to QuickBooks, when I saw their balance sheet they had a big A/R negative balance, the reason being they don't create invoices in QuickBooks, they have another system where they generate invoices. What they do in QuickBooks is charge Credit cards. So when they are charging credit cards (Receive Payments) Undeposited Fund is debited and A/R is credited. And when the deposit is cleared it goes Bank DR. and Undeposited Fund CR, so there is a big chunk in A/R that is accumulating which now needs to be cleared. Please can you advice how about can I clear the A/R. The bank reconciliation is up-to-date till October 31, 2010.”
Why can't the person simply make a journal entry debiting A/R and crediting the appropriate revenue account? From the info in the question, there has been no revenue booked yet… Or, am I missing something?
Fixing it with a single journal entry isn't possible because QuickBooks only allows one A/R or A/P account per journal entry. So you'll have to enter separate journal entries for each customer. Worse, using journal entries will actually cause more work because you’ll have to go back into each payment to apply it to the journal entry you created. Since you have to do them one at a time anyway, it’s much easier to just create the invoice and apply the credit right on the invoice.
But more importantly, QuickBooks works much better with transactions. For instance, journal entries aren’t going to show up on your sales reports because they’re based on sales items and you can’t enter items on journal entries. Of course, you can modify your reports to include them but now you've introduced unnecessary complexity to the fiie.
For this reason, I recommend avoiding journal entries unless absolutely necessary and never ever using them to replace a transaction. They should be limited only to non-transactional entries, like depreciation or prepaid expenses, and even then if you are doing job costing you’ll need to do a $0 transaction instead because most of the job costing reports are based on items.
Written by +Ruth Perryman, CMA, CFE, CFM, MBA





Ruth has provided QuickBooks help to thousands of businesses around the world since 1996. She is an Intuit Solutions Provider, an Advanced Certified QuickBooks ProAdvisor, and a member of the Intuit Trainer/Writer Network. She is also certified in QuickBooks Point of Sale and QuickBooks Enterprise Solutions.
QuickBooks price list | Buy QuickBookse | Free trial of QuickBooks POS | Free trial of QuickBooks Enterprise
How to Merge Duplicate Vendors in QuickBooks Point of Sale
Written by +Ruth Perryman, CMA, CFE, CFM, MBA





Ruth has provided QuickBooks help to thousands of businesses around the world since 1996. She is an Intuit Solutions Provider, an Advanced Certified QuickBooks ProAdvisor, and a member of the Intuit Trainer/Writer Network. She is also certified in QuickBooks Point of Sale and QuickBooks Enterprise Solutions.
QuickBooks price list | Buy QuickBookse | Free trial of QuickBooks POS | Free trial of QuickBooks Enterprise


