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Monthly Archives: December 2012

How to Mass Edit the Account Used on Transactions in QuickBooks

I added a new account to the COA. I need to move many transactions from another account to this one. Is there a way to mass move them?

Thanks

If most of the transactions in the old account are being moved to the new, it’s going to be easiest to just change the name of the old account.

If not, the only way mass edit transactions is with client data review. Unfortunately, it’s only available in the QuickBooks Accountant edition.


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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 Handle Inventory Transactions Entered in QuickBooks in QuickBooks POS

Ruth, I also have been reading through your website. I was hoping you would validate something for me. I am getting conflicting answer from intuit help – depending on who I talk to there.

We are a screen printing business – have been doing this for 8 years. Have used quick books all along. Now I am on QuickBooks Premier Manufacturing and Wholesale 2012 addition. Works GREAT. Customer calls, orders shirts, we turn the estimate into a purchase order, do the job, turn the estimate into an invoice. Easy!!!

With the addition of retail area and adding QuickBooks Point of Sale –
I am being told by some –

(1) all inventory MUST run through QuickBooks POS.

(2) Others have said, no, you can run it like 2 businesses. Keep the “shop” part running exactly as we have for past 8 years. For the retail area – when you buy for retail, create PO, run through the defined process – sell using QuickBooks POS, the software will communicate with QuickBooks Premier and all is good. If someone decides they want embellishment on retail item, I do a work order – send it back to the shop, when done, run it through QuickBooks POS sale. Let the software communicate and all is good.

At the end of the year – give the accountant the copy of the books as normal.

In addition, give the account a “Inventory Valuation Report” from QuickBooks Point of Sale.

My question (or validation) is, are they right? Can I run it like scenario #2? I would hate to be doing that until tax time only to find out I am in deep water with the accountant!!!

Transactions only flow one way – from QuickBooks POS to QuickBooks, not the other way around – so if you process any sales in QB it won’t update QuickBooks POS which will cause a big problem if you’re trying to track the sold inventory in QuickBooks POS. I also like reconciling sales, COGS and inventory between QuickBooks POS and QuickBooks every month; and if you don’t run all your sales through POS, they won’t match.

Also, if you download your inventory from QuickBooks into QuickBooks POS, which is the easiest way to add your inventory, it’ll zero out your on-hand quantities in QuickBooks, in an attempt to stop you from using them in QuickBooks, so you don’t screw up your on-hand quantities in QuickBooks POS.

QuickBooks POS Pro has sales orders, work orders and layaways, so I recommend running your work orders through POS as well as your retail sales. If you’re using non-inventory or service items for your work orders, you can safely process them in QuickBooks because they have no on-hand quantities, but you’ll have difficulty reconciling sales in QuickBooks POS to sales in QuickBooks unless you use separate revenue accounts for retail and work orders.


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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 Edit Old Account Numbers in QuickBooks

I have started with a new business in the last couple of weeks and could use some help.

I am classing and merging accounts by transaction. I then also had to enter new account numbers to use instead of the old account numbers. In the middle of this moving and changing, which goes back to 2011, I was hoping for a more efficent way of doing this that would be more time effective.

If I edit the old account numbers and put in the numbers I am worried I might lose data. Also the names of the accounts are different too, so I really could lose data. The only way I know to do these changes is to go transaction by transaction, so I don’t lose any data.

Editing your accounts (Lists > Chart of Accounts and select the Account button) won’t cause you to lose any data, whether it’s editing the account numbers, name or even changing the type. Though it will change on your existing transactions as well. If you don’t want to change your existing transactions, you should create new accounts and inactivate the old ones.

I recommend backing up your file before starting so you can restore the backup if it doesn’t go well. Also, if you’ve already filed your 2011 taxes, make sure the trial balance as of 12/31/11 hasn’t changed. If it has, use a journal entry to restore the original balances and reverse it in 2012.

Good luck!


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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 – Week 13 Winners Announced for Free QuickBooks 2013 Giveaway

Enter to Win Free QuickBooks 2013 Software

quickbooks-enterprise-13.png

We are thrilled to announce that once again Intuit has chosen us to give away free QuickBooks 2013!

Between Laura Madeira, Bonnie Nagayama, Michelle Long, Radio Free QuickBooks and I, we’re giving away nearly $65,000 in QuickBooks this year. I’m just blown away by Intuit’s generosity!

Here’s what you could win:

  • 1 copy of QuickBooks Enterprise 13.0 5 users – MRSP $3,000.00
  • 1 QuickBooks ProAdvisor with Payroll annual membership – MSRP $799.00
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  • 1 of 5 copies of QuickBooks Premier 2013 – MSRP $399.95
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  • 1 of 5 copies of QuickBooks Mac 2013 – MSRP $249.95

Our contest is over but here are more chances to win:

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  • Linda Looney – QuickBooks Mac 2013
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December 12th winner:

  • Jeffrey Wolter – QuickBooks ProAdvisor membership w/payroll

December 19th winner:

  • Leah Hoffpauir – 5 user QuickBooks Enterprise 13.0

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!