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Monthly Archives: March 2011

How to Track Revenue from Two Customer Groups in QuickBooks

I have a dilemma and I need your help to know how to handle it. In Our P&L we want to review and keep track of our revenues from 2 customer groups: Annuity Clients & Backfile Projects. We do scanning work for Annuity Clients weekly/monthly or as they need. Backfile Project clients are one time deals. My questions is what is the best way to track these 2 categories in QuickBooks? Do I need to divide the customers into 2 groups – if so how?  I really would appreciate your advice on this issue.
You've got several options. The easiest is to just have two separate revenue accounts, one for each client, and create service items that are linked to each account.

You could also use customer types. This is a better option if there are also expenses associated with your customer types because you can filter many reports by customer type, including your P&L. Exporting your customer list is the easiest way to add them. However, this creates a separate, filtered P&L for each customer type.

You could also use classes and the P&L by Class report. The drawback to that is you’ll have to open every transaction and add a class to it. Very tedious.


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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 Delete a Duplicate Deposit in QuickBooks

Hi! We really appreciate your time and knowledge. We're having a hard time reconciling our credit card account.  If I used a personal CC for a bill and it was entered as a payment from the business, how do I reconcile those charges? What do I change? Thanks so much for the help!
There’s no way to reconcile business expenses paid with a personal checking or credit card account so avoid it as much as possible.  You can enter the charges as a journal entry (in the Company menu).  Debit the expense account, credit an owner’s equity account.  Most CPA’s like to see it like this:

Owners Equity
    Owners Contributions
        Owners Draws


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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 Create Loan Receivable Statements in QuickBooks

I have search for an answer regarding notes receivable in QuickBooks. I have been a QuickBooks Pro Advisor for about 10 years, but can’t seem to get this to work. My client would like to be able to do the following:

1.    Invoice for the note receivable payment showing principal and interest due.
2.    Be able to generate a statement out of QuickBooks that shows:
            a.    the original note receivable amount
            b.    payments against the note receivable
            c.    balance owing on the note.        

I can get to the create invoice for the current payment and principal due but can’t get the statement issue resolved.  From the blogs I have seen, you are the go to person on this. Thanks for any help on this.

Statements are out because you’d have to create an invoice for both the full amount of the loan and the principal payments. This would cause your total A/R to be overstated and, as you’ve discovered, the statement would just be a mess.

Start by making sure the item you use for the principle payment on your invoices is mapped to the notes receivable account, so it’ll reduce the balance of loan. Only the interest payment is revenue.

Then either run a Quick Report from the chart of accounts, double-click on the Notes Receivable balance on your balance sheet report, or a Custom Transaction Detail report filtered for the notes receivable account. If you don’t have separate Notes Receivable accounts for each loan, and I wouldn’t, you can filter any of these reports by Name.

Make sure to filter the report to include all transaction types except invoices, otherwise it'll include unpaid invoices.


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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 a State Resale Certificate Number in QuickBooks for Point of Sale

Hello Ruth, I have another question for you. In the customer profile for QuickBooks Point of Sale Basic there is no place to put the state resale certificate number. There is a box to check for tax-exempt but the only place to put the resale certificate number is in the customer notes. Will this be corrected or is this just how it will be?
You normally track that in QuickBooks financial, not POS. If you want to track it in POS as well, you can create a custom field. Go to File > Preferences > Company > My Info Fields (under General).

I'm also not a big fan of checking the tax-exempt box because I don't like the way the reporting looks in QuickBooks. I'd create a non-taxable sales tax item instead.


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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!