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Monthly Archives: June 2011

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How to Book Personal Expenses in QuickBooks

Published 06/26/2011 | By Ruth Perryman
Hi Ruth. So many of my small clients some are sole proprietors others LLC’s mix and mingle their personal household expenses with their business. Most of the time I believe they are trying to expense groceries, cable TV etc to their business. Any of these expenses I find I place in an expense account titled “for your accountants attention”. I don’t want to include this special expense account in the main P & L and feel that it should be placed in other expenses (i.e. below the bottom line), or perhaps to owners’ equity. By keeping this expense out of the main P & L allows me to see a correct P & L knowing that these non-business expenses, at tax time will not be included. I am heading in the right direction. In short I need a place to put non business expenses where they will not affect the net income of the P & L.
If you know for certain it’s a personal expense, you should use an equity account. If you aren’t sure, it really should stay on the P&L because it’s the only way they’ll remember to check with their CPA about them. Hardly any business owners ever look at their balance sheet. You can, however, change the account type to “other expense” which will drop it below the bottom line.
How to change account types in QuickBooks

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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, CMA, CFE, CFM, MBA

Ruth is the president of The QB Specialists, an Intuit Premier Reseller that offers huge savings and expert advice on QuickBooks POS and QuickBooks Enterprise. She is an Advanced Certified QuickBooks ProAdvisor and a member of Intuit’s Trainer/Writer Network. She is also certified in QuickBooks POS and QuickBooks Enterprise and has provided expert QuickBooks help to thousands of businesses all over the world since 1996.

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How to Combine Deposits in QuickBooks

Published 06/25/2011 | By Ruth Perryman
Ruth, I created a batch of sales receipts and saved in “make deposits”; the cash equaled $395. I then created more sales receipts and saved in “make deposits”; the cash totaled $650. My problem is this: when I went to the bank today to deposit the cash, I only had one deposit slip. The teller made one deposit by adding the cash from each batch. The bank deposit equaled $1,045. If I make the payments in QuickBooksB as they are set up it will not match the bank statement. Is there some way to combine the 2 batches of un-deposited funds?
Delete one of the deposits, open the remaining deposit, select the Payments buttons and add the other payments to it:
quickbooks-deposit

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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, CMA, CFE, CFM, MBA

Ruth is the president of The QB Specialists, an Intuit Premier Reseller that offers huge savings and expert advice on QuickBooks POS and QuickBooks Enterprise. She is an Advanced Certified QuickBooks ProAdvisor and a member of Intuit’s Trainer/Writer Network. She is also certified in QuickBooks POS and QuickBooks Enterprise and has provided expert QuickBooks help to thousands of businesses all over the world since 1996.

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How to Fix Customer Jobs Missing from Dropdown Menus in QuickBooks

Published 06/24/2011 | By Ruth Perryman
Long time no talk to! I hope you are doing well. One of our users was doing some merging of Customers and Jobs last night and in the midst of that she lost the data in all her drop down menus. We ran a backup/Rebuild/Verify and they are still empty. We established a new user id for her and that didn’t fix it. It appears to be limited to her computer. She can login on my computer and all the info is there. I thought about re-installing the software on her PC but wanted to check with you first.

Any ideas?

Have her try re-sorting the lists. The easiest way to do this is to go to Banking > Write Checks and do a Ctrl+L in the Pay to the Order of box. That’ll bring up a list of all your customers, vendors, and employees. Select the Name button and then Re-Sort Lists.

If that doesn’t do the trick, try rebuilding your data file at File > Utilities > Rebuild Data. You may need to do it 3-5 times before it clears up.


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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, CMA, CFE, CFM, MBA

Ruth is the president of The QB Specialists, an Intuit Premier Reseller that offers huge savings and expert advice on QuickBooks POS and QuickBooks Enterprise. She is an Advanced Certified QuickBooks ProAdvisor and a member of Intuit’s Trainer/Writer Network. She is also certified in QuickBooks POS and QuickBooks Enterprise and has provided expert QuickBooks help to thousands of businesses all over the world since 1996.

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How to Transfer Vendor and Customer Information Between QuickBooks Files

Published 06/23/2011 | By Ruth Perryman
Thanks for taking care of the licensing issue I had with the QuickBooks POS at the end of last week…

I think I remember you telling me at one point that you were a reseller for some of the third party Utilities or Applications designed to extract and modify data contained in the QuickBooks Databases…

I need to “Transfer” the Vendor and Customer information from one QuickBooks Database/Company to a new QuickBooks Database/Company…

I have done some brief research on this task, and it seems like there are several ways to do this, with varied results…

I am hoping you might have a reliable solution that could do this for me…

My only thing is once again the time frame…

This transfer is for a Marina that has a restaurant on the lake…

This weekend is 4th of July weekend, and they want to be using the new company file a couple days prior to the 4th…

I can use any advice or recommendation you have on this…

I would be willing to purchase a plugin or some sort of external utility if it would help…

You don’t need an add-on to transfer vendor and customer information from one file to another. Just go to File > Utilities > Export > Lists to IIF Files in your old file and select the lists you’d like to export. Save it somewhere easy to remember like your Desktop. Then go to File > Utilities > Import > IIF Files in your new file and select the file you saved.

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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, CMA, CFE, CFM, MBA

Ruth is the president of The QB Specialists, an Intuit Premier Reseller that offers huge savings and expert advice on QuickBooks POS and QuickBooks Enterprise. She is an Advanced Certified QuickBooks ProAdvisor and a member of Intuit’s Trainer/Writer Network. She is also certified in QuickBooks POS and QuickBooks Enterprise and has provided expert QuickBooks help to thousands of businesses all over the world since 1996.

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