Wednesday, July 8, 2009

Deleting QuickBooks Payment and Deposit Transactions

Changing a received payment can be a little tricky. If the payment that you wish to change has already been posted in a deposit, then if the deposit has not been reconciled already, you can delete the deposit, make the changes to the received payment, then make the corrected deposit. If the deposit was reconciled, then you need to open the deposit, enter in a new line at the bottom and post it to the FROM ACCOUNT (pick any income account) and enter in the AMOUNT of the one line of that payment. You then need to click once on the line that you need to make changes to Once that line is highlighted, you need to click on the EDIT button from your main menu, then click on DELETE LINE. This will not change your deposit amount, but it will unlock your payment so you can edit it. Doing this will also not change your reconciliation. Once you have made the changes needed, you will need to edit that deposit again and click on the payments button in te header of the deposit window, select the payment to be deposited, then you will need to select the temporary income line that you put in as a placeholder and click on EDIT-DELETE LINE.

Memorizing QuickBooks Transactions

If you want to make things a little easier on yourself, look at using memorized transactions. You can memorize invoices, estimates, purchase orders, sales orders, journal entries, checks, bills, just to name a few. Why do this? SAVE A LOT OF TIME! Think about all those entries that are the same every month...Rent/Mortgage, monthly or yearly dues, insurance, invoices, etc. If you already have entered the transaction you wish to memorize then simply open the transaction up and click on Edit (from the main menu) then click on Memorize Trasaction. Once you are in the memorize transaction screen, then you can choose how frequently you want this transaction to repeat. You can also simply choose to not repeat it but rather keep it as a "template" to use later. Maybe you have a large invoice or PO that you want ot keep to use over and over again. If you have not entered the transaction in before, simply act as if you are adding the transaction in for the firs time, then instead of save and close, click on Edit, then Memorize "Transaction"(bill, invoice, etc.) Then unless you want to actualy add the transaction you just entered, close that window without making changes. You can also use the keyboard shortcuts CTRL+M is Memorize Transactions and CTRL+T is to Open the Memorized Transaction List.

Backing Up QuickBooks Data File- Best Practices

Recently I received an email from a client (Bryan...this is for you) that ended up with a severely corrupted QuickBooks file, so severe that Intuit was needed to fix it. He asked me to provide a “Best Practice” for backing up.If you have a server that backs up your QuickBooks file, great…but that is not good enough. In a previous forum post, I spoke a little about the .tlg file (transaction log file) that grows until you physically make a backup file. That is not the only reason for backing up. You also need to verify the file does not have corruptions in it. To backup in the new 2009 QuickBooks, this means clicking on FILE>SAVE COPY OR BACKUP. Keep the BACKUP COPY selected, then click on NEXT. When you see the button that says OPTIONS, under the LOCAL BACKUP button, click on OPTIONS. In there you will Browse for a location that you would have created a backup folder in, (hopefully one that is being backed up using other backup media/methods). The last important option in this screen is the COMPLETE VERIFICATION, (make sure this is selected). Then you can click on OK, and FINISH. You must perform a VERIFY DATA and do it frequently, possibly weekly. This is the only way you will know if you have any corruptions. In many cases, QuickBooks will be able to fix smaller corruptions. However if you do not fix them early, they can bloom into much larger issues causing more damage.

Error Code (-6000, -083)

This is an error that you can typically see on a server and it can occur while trying to open QuickBooks. This error can usually be resolved by shutting down your computer and restarting it. Thanks for the question Peter. I am glad it worked for you!

QuickBooks Payroll E-pay Update

Do you file EPay Taxes through Intuit Payroll? One of the latest updates is a must have. It now allows you to store your EFTPS Login Credentials so you don’t have any issues with remembering the information of making an error and missing your tax deadlines. If you would like assistance in setting up your Intuit Payroll account to manage your payroll fast and easy, let us know!